Friday, September 14, 2012

Tip #2 Saving a document as a .PDF on a Mac

There are a number of advantages to saving a document from Word or Pages as a .PDF, especially when you want to share it or keep it on a mobile device. You don't have to depend on your recipient having the same application or version of the application to read it. Graphics stay where you want them and most mobile devices handle .PDF files quite easily.

If you have ever gone to your FILE menu and looked for an option to save a document as a .PDF you have come up empty. It is somewhat counter-intuitive to click the PRINT button but that is what you have to do.

1) Click PRINT under FILE or do a Command-P. I still mentally think of it as Apple-P.
2) Look at the bottom left corner of the window for the PDF button. Click it.
3) Click on "Save as PDF".

There are also a number of shortcuts that you can use from this menu as well. You can mail your .PDF. This is great for sending your newsletter to your principal or emailing a document to parents. You can also send .PDFs to iTunes. Huh? It might not make sense on the surface but iTunes will organize your .PDFs under Books. When you sync your iPad, iPhone, or iPod Touch you can then have all of those documents handy in the iBooks app. I keep different schedules and lists of meeting dates handy with this feature. It is also really great for taking things like A to Z Reading books in .PDF form (used legally with a subscription) and putting them on an iPad or iPads for students to use.

Here is a screenshot of the .PDF menu that you can access from a PRINT screen.

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