Publishing to PDF

OfficeReady Professional 4.0 includes a tool to publish any OfficeReady 4.0 template, as well as any Word, Excel, or PowerPoint file, into Portable Document Format (PDF). PDF is an Internet standard file format created by Adobe ® Systems, Inc. that allows you to view and print files exactly as designed, without the need to have the same application or the fonts used to create the file. PDF preserves the look and feel of the original source, complete with colors, images, fonts, and layouts. Other advantages of publishing to PDF include preventing others from editing your finished document, as well as giving certain users document privileges by assigning a password.

With this tool, sending a document as a PDF file attachment by email, saving a document as a PDF file, embedding TrueType fonts, and/or password-protecting the PDF (all shown below) can be done in just moments and with minimal effort. In addition, the Table of Contents, bookmarks and hyperlinks are retained in the PDF.

Figure 1: Convert Office to PDF

How to email a document as a Converted PDF file attachment

OfficeReady Professional 4.0 can publish any Office document to a PDF and attach it to a new email message. To email a document as a PDF file attachment, follow these instructions:

• Click the Convert to PDF button on the OfficeReady 4.0 Toolbar.
• The Convert Office to PDF dialog box (Figure 1) will appear. Select "Convert to PDF and attach to an email". Click OK.
• Save the PDF by selecting the folder in which you would like to save the PDF.
• Click OK.

A new email will be opened for you. You can then send the email as you normally would; the PDF has been automatically attached.

Note: If Outlook is not opened, a dialog box will appear, which prompts you to select the profile you want to use for sending this mail. Select the profile and click OK.

Note: You must have Outlook or Outlook Express configured properly in order to use this feature.

How to save a document as a PDF file

OfficeReady 4.0 can save any Word, Excel, or PowerPoint file as a PDF. To save a document as a PDF, follow these instructions:

• Click the Convert to PDF button on the OfficeReady 4.0 Toolbar.
• The Convert Office to PDF dialog box will appear (Figure 1 above). Select "Save document as a PDF file".
• Click OK.
• The Save File as PDF dialog box will appear. Select the location where you want to save the PDF, and enter the file name with which to save the PDF.
• Click Save. Your converted PDF will be saved, with the name you have given it, in the destination folder you have selected.

How to password protect the PDF file that will be created

Select the "Password Protect the File" check box to see the password section (shown below).



OfficeReady 4.0 enables you to set a password for a PDF to protect it from being printed, modified, or copied. There are two passwords that you can set to a protected PDF:

1. Owner password
2. User password

Note: A PDF that has been password protected cannot be converted to a Word Document file.

Owner Password

The Owner password is for the author of the PDF. To enable PDF file protection, it is mandatory that you enter an Owner password. This enables the author of the PDF to perform any operation on the PDF that is created.

User Password

The User password is assigned for the user of the PDF. To password-protect your PDF from unwanted users, enter a password in the User Password text box.

OfficeReady 4.0 enables you to set the following security settings for the destination PDF:

• Enable printing - select this option to allow the user to print the PDF.
• Enable copying text/graphics - select this option to allow the user to copy text or graphics within the PDF.
• Enable editing - select this option to allow the user to edit the PDF.
• Enable editing notes/fields - select this option to allow the user to edit notes or fields.

Note: If the User Password is left blank, the user will not be prompted for a password, but the security settings you have selected will still be applied to the destination PDF.

To password protect the PDF that OfficeReady Professional will create for you, follow these instructions:

• Click the Convert to PDF button on the OfficeReady 4.0 Toolbar.
• Select "Convert to PDF and attach to an email" if you want to send the destination PDF as an email attachment, or select "Save document as a PDF file" if you simply want to save this document as a PDF.
• Select the "Password Protect the File" check box.
• Enter the password you want to set for the owner in the Owner Password text box (mandatory).
• Enter the password you want to set for the user in the User Password text box (optional).
• Select the security settings you want to enable for the user of this PDF by checking the appropriate checkboxes.
• Click OK to convert the document.