A PowerPoint file is a slideshow prepared using Microsoft Office software. A Portable Document Format (PDF) file is a document that contains stylized text and graphics used by Adobe Reader and several other applications. Using Microsoft Office PowerPoint, you may choose to save a slideshow in either PowerPoint (PPT or PPTX) or PDF format.

Save a Powerpoint file as a PDF

1. Step 1

   Open Microsoft Office PowerPoint. For example, click on “Start” in the lower left-hand corner of your screen and then select the shortcut for the application. Allow the program to load.

2. Step 2

   Press “Ctrl” and “O” at the same time to bring up a new window. Here, you can select the PowerPoint file you plan to convert. For example if the file is on your Desktop, click on “Desktop” in the left-hand pane, then double-click the file in the right-hand pane.

3. Step 3

   Hold down “Alt” then tap “F” and then tap “A” on your keyboard. This will bring up a “Save as…” window.

4. Step 4

   Click on the drop-down menu just the right of “Save as type:”. Select “PDF” from the menu. Click “Save” in the bottom right-hand corner of the Window. A progess bar will appear, and when it reaches 100 per cent the new PDF file will appear on screen.

Adobe Acrobat PDF Writer is a creation tool that was used to quickly create PDFs. It is no longer distributed as part of the Adobe Acrobat software package.

Function

1. The PDF Writer is a PDF creation tool that used to come as part of the Adobe Acrobat Software. The Acrobat PDF Writer would install on your computer as a printer driver, letting users easily created PDFs to distribute to their customers. They would simply print to this so-called printer, and a PDF would be created. The PDF Writer was a quick way to make PDFs, but did not give a full functioning PDF. It is no longer distributed with Acrobat.

Expert Insight

2. According to a presentation given by James C. King (PDF Architect and Principal Scientist, Advanced Technology Laboratory at Adobe Systems Incorporated), the shelf life of Acrobat PDF Writer was from 1993 to 2001. One of the slides in this presentation refers to the product as a poor solution, and he gives a number of reasons. He writes that it’s a “faux print driver” and the user only gets what they print. When the Acrobat PDF Writer was used, the PDF did not include the table of contents, hyperlinks or notes. It allowed for only a little structure, used glyphs and not Unicode, and provided the lowest level of graphics with no EPS.

Prevention/Solution

3. To include some of the missing functionality, the Acrobat Distiller had to be used. Nowadays, Adobe sells a different product, Adobe Acrobat, which includes the same functionality, along with many other features.

Misconceptions

4. Over the years, the term “Acrobat Writer” has become synonymous with utilities that let users produce and distribute PDF files. Adding to the confusion, various names have been used to refer to this product, including Acrobat Writer and Adobe Writer; however, these names are not the actual name.

Significance

5. Once a PDF is created, other people can read it using the Adobe Reader, which Adobe makes available for free. PDF files make it easy to share content with others, since the document will appear the same on every computer and cannot be edited without permission.

The Portable Document Format (PDF) file type is used to create documents that may be distributed to and read by anyone with a PDF reading program. Because users do not need access to the program with which the original material was created, the PDF format is popularly used on the Internet. Because of the expense of many productivity programs, PDF files are used to collaborate among individuals with varying applications. If you need to edit the PDF, however, a PDF writing application such as Adobe Pro is needed. You can edit a document in Adobe Writer by following a few steps.

1. Open one of the Adobe PDF writing applications. Adobe Acrobat Pro is used in the following steps and a free trial is available at www.adobe.com/products/acrobat. You can also use adobe Acrobat Standard, and the same steps will apply. Open the document that you want to edit by selecting the “Open” option under the “File” menu. Choose the folder to which the document is saved using the “Look in” menu. Double-click on the file name to open the document.
2. Step 2

   Use the “Document” menu to select “OCR Text Recognition” and click once on “Recognize text Using OCR.” Choose from one or more pages within the document using the appropriate options in the “Pages” area of the “Recognize Text” window and click once on “OK.” Depending on the size of the document and the number of pages on which you want to perform the OCR Text Recognition function, the process could take a minute or so. If the program has any difficulty reading one or more areas of text, an alert box will pop up explaining the reason. Click once on the “OK” button on these alerts to continue with the process.

3. Step 3

   Select “Advanced Editing” from the “Tools” menu. This will generate a list of editing options to the right of the menu. Select the “TouchUp Text Tool” from the list. This tool will allow you to edit existing text within the PDF document. Highlight a section of text within the document you want to edit. Begin typing the replacement text. Use caution when typing toward the end of a line, as the “TouchUp Text” feature will not wrap the text. Rather, it will continue to the right and off the page.

4. Step 4

   Select “Comment & Markup” from the “Tools” menu. Choose the “Text Box Tool” option from the list of features. This will allow you to add text to the document. Click once in an area of the document to which you wan to add text and drag the box to a desired size wile holding in the mouse button. Type the necessary text into the box. The size of the text box may be adjusted by clicking once on one of the small border squares and dragging while holding down the mouse button. Text boxes may be moved by clicking once on the border and dragging it to another area while holding down the mouse button.

5. Step 5

   Repeat Steps 3 and 4, as necessary, to edit the document. Don’t forget to save the edited PDF using the “Save As” function under the “File” menu. Using “Save As” will allow you to preserve the original PDF document, in case errors in editing are made.

Adobe has a variety of software products from the free Adobe Reader to more complicated Photoshop and other graphic design software. Although both the Reader and the writer (Adobe Acrobat) software deal primarily with the portable document file (PDF) format, the two products have different capabilities and provide different options for PDF users.

History of Adobe Acrobat

1. Adobe Systems Incorporated is headquartered in San Jose, Calif. The company focuses on the creation of multimedia and creativity software products, like PDF Reader, Acrobat (PDF writer), Flash, Photoshop, Illustrator, After Effects, Dreamweaver and Soundbooth. John Warnock and Charles Geschke, who left Xerox to develop and sell the PostScript page description language that Apple Computer licensed in 1985, founded the company in 1982. Upon acquiring Macromedia in 2005, Adobe added newer software products and platforms, such as Flash and Flex to the lineup.
   Throughout the years, Adobe has developed the PDF Reader and writer software, which has become a global standard in electronic document sharing. The PDF was created in 1993 for using two-dimensional documents, independent of an application software, hardware or operating system.

Adobe Reader Software

2. The Adobe Reader software is a free downloadable software package for electronic document reading and reviewing in the PDF format. It allows the user to view PDF documents. Basic Adobe Reader packages allow the user to view, search, digitally sign, verify, print and collaborate on PDF files.

The Adobe Writer or Acrobat

3. Adobe Acrobat allows the user to create PDF documents and forms from existing files. The writer software also allows the user to edit PDF forms, like filling in blanks and adding signatures. The writer software also lets the user control her work by applying passwords, setting permissions and otherwise safeguarding the documents and portfolios. High-quality PDF files are also commonly used by in the printing industry as a way to convert graphic and text documents into a printed document, such as a newspaper or magazine.

Adobe Reader Version 9.1 Capabilities

4. The current free Adobe Reader 9.1, allows you to view, print and search PDF files as with the old software packages, but you can also work with PDF Portfolios and maps. The Reader package allows the user to author, store and share documents and has interactivity with Adobe Flash technology. With the 9.1 version, the user also receives an online PDF converter to create PDF documents from existing files in Microsoft Word, Excel, PowerPoint and many other applications.

Adobe Acrobat Writer Version 9 Capabilities

5. Acrobat 9 allows the user to create polished PDF files, present multiple documents in a PDF Portfolio as well as add multimedia options in a single file. The package allows use of passwords, permissions and permanent removal of sensitive information. Version 9 provides team sharing, so team members can view a document and respond with comments, thus streamlining the process of reviews and approvals. In addition, Acrobat 9 allows the user to create complex forms that can be filled out and saved electronically.

The Utimate Reader and Writer package

6. In 2009, Adobe released the ultimate in PDF writer technology with the Adobe Acrobat Version 9 Pro Extended Package. This software package also includes Adobe Presenter, Adobe LiveCycle Designer ES and Adobe 3D Reviewer software. The software gathers user feedback, builds consensus and gets everyone on the same page through interactive document reviews and real-time collaboration. The package also includes audio, video, images, 3D and maps technology in PDF documents.

You will need to download and install a PDF writer in order to make PDF files if you are using a version of Mac OS prior to OS X. Installing software on your Mac is as simple as getting the software, unpacking it and “mounting” it by dragging and dropping it into your hard drive.

Install Mac Software

1. Step 1

   Locate and download the program you want to install, whether it is Adobe Acrobat or another PDF writer designed to work with your Mac. Some software is also offered on CD. To begin installation, load the CD into your Mac’s CD drive.

2. Step 2

   “Unpack” your software. Downloaded software most often comes as a .dmg or “Disk Image” file or a .zip file. Usually this is the actual application to install. To unpack this type of file, you simply double click on the icon.

3. Step 3

   Install the software by choosing where you want to save it on your hard drive. Most users save their programs in the “Applications” folder. Drag and drop the file into the folder where you want to save it. The Mac will then copy the PDF writer to the folder and you can run the program.

4. Step 4

   “Unpack” and install the software using an installer. Some software comes with its own installer instead of as a .dmg or .zip file. The icon for the installer looks like a cardboard box. Double click it and choose its destination folder. The software will install itself.

5. Step 5

   Eject the .dmg or the installer by dragging and dropping it to the trash can after you install the PDF writer.