Adobe Acrobat Recommendations

BACKGROUND:

This is some background & basics on Adobe Acrobat 6.0, which we have adopted as the standard version for creating PDF files (until the next version comes along!). We cannot prescribe settings as these depend on a variety of things such as the application/s used to create the original document; the platform used; the sophistication/complexity of the document being created; etc? We can however, make some recommendations on a minimum settings standard for the ADT Project in order to maximize the document quality and minimize file size.

The standards we are recommending are based on issues that we believe are important issues to keep in mind at this stage:

• the PDF documents we create must be backward compatible with earlier versions of Acrobat : choose "Acrobat 5.0 and later", setting compatibility to later versions of Acrobat will allow greater reduction in file size

• all fonts to be embedded in order to retain authenticity with the original document : in the "Adobe PDF Settings" dialog box, click "Fonts" tab and tick "Embed all fonts" on the top left corner

• file sizes should be kept as small as possible, preferably no more than 5 MBs per file. However small files are not always possible for various reasons - use of graphics and images, retrospectively scanned theses, etc. We use the 01front.pdf file convention to provide more information about the thesis in a smallish chunk.

To achieve the above, the Distiller default settings will need to be customized to the Adobe PDF Settings. For more information on how to customize Adobe PDF Settings, see "HOW TO SET ADT MINUMUM DEFAULT SETTINGS" at the end of this report. Use Distiller (with these customized settings) for theses created in all applications & early versions of MSWord. Use PDF Maker (which will use the default settings for Distiller) for theses created in Word97+. More details are given below.

At this stage our experience is only with PCs & Windows.

ACROBAT 6.0 BASICS:

• When Acrobat 6.0 installs itself on a Win95/98/2000/XP computer, it creates 2 new 'printers' - Acrobat Distiller and Acrobat PDF Writer.

• If the computer has Microsoft Word97 or later and Powerpoint97 or later already installed, then Acrobat also installs Acrobat PDF Maker into these 2 applications.

• If the original thesis has been created in Microsoft Word97or later, then using the PDF Maker is fairly straightforward
  • Select the Distiller default settings for ADT use: choose the predefined Adobe PDF Settings, “Smallest File Size” and enable “Embed All Fonts” option. These options will ensure compatibility with Acrobat 5.0 and will generally produce an acceptable PDF file as far as printing quality and file size are concerned.

• If the original thesis has been created in another application, then it is necessary to 'print' the file to either the Acrobat Distiller or Acrobat PDF Writer to produce the PDF file.

• By default, Acrobat Distiller creates the name of the PDF file and saves it in c:\Program Files\Adobe\Acrobat 6.0\PDF Output\filename.pdf

• Acrobat PDF Writer opens a dialogue box to allow you to name the file and save it where you choose.

• Screen display quality
  • The file created by Acrobat Distiller (with default settings) is small and displays well on the screen.
  • The file created by Acrobat PDF Writer is large and doesn't display as well on the screen, unless magnified.
    
• Print quality
  • Depending on the quality of the printer, a copy printed from the PDF file created with PDF Writer (the large file) is better than a copy printed from the PDF file created with the Distiller (the small file). This means that by using Acrobat 6.0 as installed, an adequate PDF file (as far as compatibility with Acrobat 5.0; file size; screen quality; and print quality) is produced using PDF Maker from Word97 (and later) using the "Smallest File Size" setting; also using Acrobat Distiller.
  • A PDF file created with Acrobat PDF Writer is a large file, a little more difficult to use on screen, but slightly better print quality on a high quality printer.

ADT MINIMUM DEFAULT SETTINGS FOR STANDARD DOCUMENTS:

• Acrobat Distiller with default ADT settings (Smallest File Size & Embedded Fonts) for theses created with other applications.

• Abobe PDF Maker (using Distiller with default ADT settings) for theses created in Word97 (and later).

• If a particular thesis has special characteristics (contains many graphics or other special features), then using Acrobat PDF Writer as installed may be necessary or using Acrobat Distiller with custom settings may be required. In this situation it would be desirable in the first instance for the author/creator to consult with the appropriate ADT contact at the particular partner institution to decide if something other than the minimum recommendation should be used to create the PDF files.

HOW TO SET ADT MINUMUM DEFAULT SETTINGS:

• Run Acrobat Distiller

• Choose Smallest file size from the Default Settings menu

• Click on the Settings menu & choose Edit Adobe PDF Settings; click General tab, change Resolution from 600 to 300, all other fields remain unchanged; click Fonts tab and enable (tick) the Embed All Fonts box

• Choose Save As and save this customized Job Option settings as ADT.joboptions then click OK. This should then go back to the Distiller screen with ADT as the new Job Options default. Close Distiller

  If you plan to use PDF Maker (from Word97, choose File > Create Adobe PDF. This will load up PDF Maker)

• PDF Maker defaults to PDF Writer; change this to Use Acrobat Distiller (click on the radio button) and make sure the Distiller Settings are set to the new ADT defaults. Then click on the Apply button (bottom right). PDF Maker is now set to also use the ADT default settings.

MAGNIFICATION:

It is recommended that the document magnification be set to Fit Width. The default setting is much larger and can be frustrating. The recommended setting provides a better view of the page immediately rather than having to resize. This convention will also ensure that most ADT theses will open with a standardized magnification.

• Choose File > Document Properties > Initial view in the left pane > select 'Fit Width' in Magnification field, select 'Single Page' in Page Layout field