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Adobe Acrobat 9 How-To #10: Using PDFMaker in Microsoft Word

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Acrobat 9 works directly with Microsoft Word to make quick PDFs from Word documents. The default settings in the PDFMaker probably will be fine for many conversions, but you may want to customize some of the settings for your specific word processing needs. Donna L. Baker points out useful options for handling bookmarks, links, and other Word specialties.

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On Windows, one of the most common programs used with Acrobat is Microsoft Word. Acrobat automatically installs a PDFMaker into Word, and you can use that PDFMaker to generate PDF versions of your Word documents.

When your Word document is ready for conversion, save it and then click Convert to PDF on the PDFMaker 9.0 toolbar in Word (see Figure 1), or choose Adobe PDF > Convert to Adobe PDF. Using the default PDFMaker settings, a Save As dialog box opens, displaying the same name as your Word document. Change the filename and location, if necessary, and then click Save to close the dialog box and convert the file.

Figure 1

Figure 1 Click the Convert to PDF button to convert the file to PDF, using the default settings.

Changing the Conversion Settings

The Standard conversion setting, the default used by PDFMaker, produces a PDF file that's suitable for printing and small enough for easy distribution. To view or change the settings, choose Adobe PDF > Change Conversion Settings to open the Acrobat PDFMaker dialog box (see Figure 2). You can choose an alternate group of presets from the Conversion Settings drop-down list, as well as changing other settings options as desired.

Figure 2

Figure 2 The Acrobat PDFMaker dialog box contains different numbers of tabs depending on the program, but always includes the Settings and Security tabs.

Regardless of the conversion setting you select, the Settings tab selections remain much the same. Most of the PDFMaker settings are common in all PDFMakers, although the application settings vary among programs (see the following sections for some details). Each PDFMaker installed into Microsoft Office programs on Windows includes settings specific to the program, either in separate tabs or as options on the Settings tab. In Word, you can convert content such as bookmarks and comments, as well as text.

Select the Word tab to display Word-specific options:

  • To preserve comments in your converted Word documents, select "Convert displayed comments to notes in Adobe PDF." Comments in the source document are listed in the Word tab (see Figure 3). Use the options to configure the appearance of the comments.
    Figure 3

    Figure 3 Choose options for converting Word-specific content such as footnotes and comments.

  • Choose the appropriate Convert option to preserve referencing work you have done (such as cross-references, table of contents, footnotes, and endnotes).
  • Click "Enable advanced tagging" to integrate the tags for selected features into the converted PDF file.

The Word PDFMaker in Windows gives you three choices for generating bookmarks, depending on your document's structure. Bookmarks are created from document styles or from headings you select from the default template. If you have bookmarks in the document, you can use them in the PDF document automatically. Open the Conversion Settings dialog box and select the Bookmarks tab (see Figure 4).

Figure 4

Figure 4 Specify the styles or headings to use as bookmarks.

The options on this tab let you do the following:

  • Convert bookmarks you created in Word to PDF bookmarks.
  • Convert Word headings by selecting/deselecting heading levels in the list.
  • Convert specific styles by selecting them in the list.

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