Saving files in pdf format

As discussed in the last post, pdf (portable document format) is usually the best file format to use to put posters online. Pdf retains the formatting of the source file such that it can be viewed by someone who doesn’t have the software you used to create the poster – all he or she needs is the free Adobe Reader (downloadable from the Adobe website).

Saving files to pdf file format from PowerPoint or from InDesign is pretty straightforward. Here’s how to do it with some recent versions of Powerpoint for Mac and for Windows, and with Adobe InDesign CS6.  If you have another version, the procedure will be similar even if it looks a little different.

In PowerPoint 2011 for Macintosh, choose File menu > Save As…


In the dialog box that appears, choose PDF in the Format dropdown menu. Browse to wherever you want to save the file, then click Save.


In Microsoft Windows PowerPoint 2010, click the File tab, then click Save As.

Powerpoint 2010 Windows

A dialog box appears.  Choose PDF from the “Save As Type” dropdown box, and browse to wherever you want to save the file. Then click Save.


In InDesign CS6, choose File > Adobe PDF Presets > [Smallest File Size]:


In the dialog box that appears, click Export.

Note: the default settings for [Smallest File Size] are usually fine for online viewing. However, if you aren’t satisfied with the quality from these settings, you can re-export the file from InDesign, modifying the settings in this dialog box. You can increase the quality of images by clicking on “Compression” in the upper-left area of the dialog box below.



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