Quick links to procedures on this page:
You can export a document as a PDF file. A PDF file can be viewed, shared, and printed on any platform provided that users have Adobe Acrobat, Adobe Reader, or a PDF-compatible reader installed on their computers. A PDF file can also be uploaded to an intranet or the web. You can also export an individual selection or an entire document to a PDF file.
When you export a document as a PDF file, you can choose from several PDF presets, which apply specific settings. For example, with the Web preset, the resolution of the images in the PDF file is optimized for the web.
You can also create a new PDF preset or edit any existing preset. PDF file security settings are not saved with a PDF preset. For information about PDF file security options, see Setting security options for PDF files.
If you have used symbols in a document, they will be supported in the PDF file. For more information on symbols, see Working with symbols.
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Click File  Publish to PDF. |
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Archiving (CMYK) — creates a PDF/A-1b file, which is suitable for archiving purposes. In comparison to traditional PDF files, PDF/A-1b files are better suited for long-term preservation of documents because they are more self-contained and more device-independent. PDF/A-1b files include embedded fonts, device-independent color, and their own description as XMP metadata. This PDF style preserves any spot or Lab colors included in the original document, but it converts all other colors, such as grayscale or RGB, to the CMYK color mode. In addition, this style embeds a color profile to specify how CMYK colors should be interpreted on the rendering device. |
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Archiving (RGB) — similarly to the previous style, creates a PDF/A-1b file, preserving any spot and Lab colors. All other colors are converted to the RGB color mode. |
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Document distribution — creates a PDF file that can be printed on a laser or desktop printer and is suitable for general document delivery. This style enables JPEG bitmap image compression and can include bookmarks and hyperlinks. |
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Editing — creates a high-quality PDF file intended to be sent to a printer or digital copier. This style enables LZW compression, embeds fonts, and includes hyperlinks, bookmarks, and thumbnails. It displays the PDF file with all the fonts, with all of the images at full resolution, and with hyperlinks, so that you can edit the file at a later date. |
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PDF/X-1a — enables ZIP bitmap image compression, converts all objects to the destination CMYK color space |
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PDF/X-3 — This style is a superset of PDF/X-1a. It allows both CMYK and non-CMYK data (such as Lab or Grayscale) in the PDF file. |
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Prepress — enables ZIP bitmap image compression, embeds fonts, and preserves spot color options best designed for high-end quality printing. Before preparing a PDF file for printing, it’s always best to consult your print provider to find out which settings are recommended. |
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Web — creates a PDF file intended for online viewing, such as a PDF file to be distributed by email or published on the web. This style enables JPEG bitmap image compression, compresses text, and includes hyperlinks. |
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The PDF settings dialog box appears. |
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In the Export range area, enable one of the following options: |
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Documents — exports the documents that you specify |
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Selection — exports the objects that you have selected |
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Pages — exports the pages that you specify |
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In the Page size area, choose one of the following options: |
If you want to create a PDF file for archiving purposes that conforms to the PDF/A-1b standards, embedding must be allowed for all the fonts in your document. To check for fonts that cannot be embedded, view the preflight summary of the PDF file. For more information about viewing summaries, see To view the preflight summary for a PDF file. You can substitute any fonts that cannot be embedded, or you can convert all text to curves by enabling the Export all text as curves check box on the Objects page of the Publish to PDF settings dialog box.
To check if a font can be embedded, you can view licensing information and embedding restrictions by using a free tool, such as the Font properties extension tool available on the Microsoft website.
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Click File Publish to PDF. |
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The PDF settings dialog box appears. |
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On the General tab, enable the Documents option from the Export range area. |
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Click File Publish to PDF. |
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In the PDF settings dialog box, specify any settings. |
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Click the Add PDF preset button  next to the PDF preset list box. |
If you want to delete a PDF style, select the style and click the Delete PDF preset button 
next to the PDF preset list box.
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Click File Publish to PDF. |
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In the PDF settings dialog box, specify any settings. |
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Click the Add PDF preset button next to the PDF list box. |
If you save changes you make to preset settings, the original settings will be overwritten. To avoid this, save any changes to preset settings with a new name.
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