Creating Press-Ready PDFs of Ads Created in Microsoft Word

Setting up A Word Document for Press-Ready PDF .............................................2

Create PDF--Windows Word 2007 ........................................................................6

Create PDF--Windows Word 2010 ......................................................................10

Create PDF--Mac Word 2008..............................................................................13

**You will need Acrobat Reader to view your PDF to check all is correct when you havecreated your final. It is available for free at:

http://www.adobe.com/cfusion/search/index.cfm?term=acrobat+reader&loc=en_us

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Setting up Word Document for Print-Ready PDFHow to Set Page Size in Word (Images are Mac 2008 but all Word versions should have same capability)

Open a New Document.

Under the File Menu, Select Page Setup...

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The Page Setup Window should Pop-up.

From the Paper Size dropdown menu to Select Managing Custom Sizes...

Paper Size menu

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The Custom Paper Sizes Window should Pop-up.

On the left, Select the Plus Sign (+) to add a new Custom Page Size (you can name it as you chooseby double clicking). One the right, enter Width and Height dimensions for your ad and set all other numbers to 0.Click OK when done; window will close. Click OK on Page Setup window; window will close.

Click to add Custom Page size

Enter Width andHeight here.

Your page should now appear at the correct size.

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To reset the margins on your document

Under the Format Menu, Select Document...

Enter Margin sizeshere

The Document window should pop-up. Set the margins to be used (material should be kept a minimum of 0.125 inches from the trim (finished size.) When done, Click OK.

Window will close and you can create your ad. Use only Black Ink. Tints of black areokay. Images (photo/illustration) should be at least 300dpi at finished size and black andwhite, not color. Save your finished ad in Word format BEFORE saving as a PDF.

Creating print ready PDFs from Word 2007

To be able to create a print ready PDF in Word 2007 you will need to check whether you have the

add on to do this already installed on your PC.

To check go to the Office button in Word 2007 (top left hand corner) and click on it so that it drops down. Hover your mouse over the Save As options.

If you don’t see PDF listed as one of the options then you will need to download and install the

Microsoft Save as PDF add on from the Microsoft website at:

http://www.microsoft.com/downloads/details.aspx?FamilyId=F1FC413C-6D89-4F15-991B-

63B07BA5F2E5&displaylang=en

Open the document that you want to save as a PDF and then go the Office button and click on it so

that it drops down. Choose Save as type PDF.

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Before you press the Publish button check that Standard is selected in Optimise for and then click

on the Options button.

When the Options window pops up make sure that you tick ISO 19005-1 compliant (PDF/A) under

PDF options. It is essential that this is selected otherwise the fonts will not be embedded in

the PDF and it will not be print ready.

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To check that the fonts are embedded then open your PDF in Acrobat Reader and choose File and Properties

Then choose the Fonts tab and you should see the word Subset in brackets beside each font.

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To check that your PDF is set to the correct trim size in Adobe Reader go to File and

Properties and in the Description tab look at Page Size.

Your PDF is now ready to send.

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Creating print ready PDFs from Word 2010

Creating print ready PDF files in Word 2010 is very straightforward.

When you are ready to make your Word document into a print ready PDF go to File then Save

As and let Save as type drop down and then choose PDF.

Before you click Save click on the button that says Options and tick ISO 19005-1 compliant (PDF/A) under PDF options. It is essential that this is selected otherwise the fonts will not be

embedded in the PDF and it will not be print ready.

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To check that the fonts are embedded open your PDF in Acrobat Reader and choose File and Properties

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To check that your PDF is set to the correct trim size in Adobe Reader go to File and

Properties and in the Description tab look at Page Size.

Your PDF is now ready to send.

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Creating print ready PDFs from Mac Word 2008

It is very easy to create print ready PDFs using Mac Word 2008.

When you are ready to create your PDF then simply go to File / Save As… and

choose PDF from the drop down list to the right of the Format box.

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And that is all there is to it!

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