Exporting to PDF

PDF is a file format designed to preserve fonts, images, graphics, and formatting of an

original application file.

This section contains the following topics:

• Exporting documents as PDF files

• Including hyperlinks, bookmarks, and thumbnails in PDF files

• Reducing the size of PDF files

• Working with text and fonts in PDF files

• Specifying an encoding format for PDF files

• Specifying a viewing option for EPS files

• Specifying color management options for exporting PDF files

• Setting security options for PDF files

• Optimizing PDF files

• Viewing preflight summaries for PDF files

• Preparing PDF files for a print provider

Exporting documents as PDF files

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 PDFcompatible 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.

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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” on page 768.

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” on page 277.

To export a document as a PDF file

1 Click File  Export.

You can also save a PDF file by clicking File  Save as.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 In the Export range area, enable one of the following options:

• Current document — exports the current document

• Documents — exports the documents that you specify

• Selection — exports the objects that you have selected

• Current page — exports the active page

• Pages — exports the pages that you specify

7 In the Page size area, choose one of the following options:

• As defined in CorelDRAW — applies the page size that is defined in the document

• Set by the selected objects — allows the page size to be determined by the size of the objects on the page

8 Choose one of the following from the PDF preset list box:

• 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, deviceindependent 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

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addition, this style embeds a color profile to specify how CMYK colors should be interpreted on the rendering device.

• 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.

• Current proof settings — applies the proofing color profile to the PDF

• 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.

• 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.

• PDF/X-1a — enables ZIP bitmap image compression, converts all objects to the

destination CMYK color space

• 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.

• 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.

• 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.

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” on page 772. 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 Web site.

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To quickly export a document as a PDF file

1 Click File  Publish to PDF.

2 Locate the folder in which you want to save the file.

3 Type a filename in the File name box.

If you want to modify the PDF file settings, click Settings.

4 Click Save.

To export multiple documents as a single PDF file

1 Click File  Export.

You can also export a PDF file by clicking File  Save as.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 On the General tab, enable the Documents option from the Export range area.

7 Enable the check box for each document you want to save.

To create a PDF preset

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

6 In the PDF settings dialog box, specify any settings.

7 Click the General tab.

8 Click the Add PDF preset button next to the PDF preset list box.

9 Type a name for the style in the Save PDF preset as list box.

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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.

To edit a PDF preset

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

6 In the PDF settings dialog box, specify any settings.

7 Click the General tab.

8 Click the Add PDF preset button next to the PDF list box.

9 Choose the style you want to edit from the Save PDF preset as 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.

Including hyperlinks, bookmarks, and thumbnails in PDF files

You can include hyperlinks, bookmarks, and thumbnails in a PDF file. Hyperlinks are

useful for adding jumps to Web pages or to Internet URLs. Bookmarks allow you to link to specific areas in a PDF file. You can specify whether bookmarks or thumbnails are displayed when the PDF file is first opened in Adobe Acrobat or Acrobat Reader.

To include hyperlinks, bookmarks, and thumbnails in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

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5 Click Export.

The PDF settings dialog box appears.

6 Click the Document tab.

7 In the Bookmarks area, enable any of the following check boxes:

• Include hyperlinks

• Generate bookmarks

• Generate thumbnails

If you want to display bookmarks or thumbnails on startup, enable the

Bookmarks or Thumbnails button in the On start, display area.

Reducing the size of PDF files

You can compress bitmap images, text, and line art to reduce the size of a PDF file.

Options for bitmap image compression include JPEG, LZW, and ZIP. Bitmap images

that use JPEG compression have a quality scale ranging from 2 (high quality, less compression) to 255 (lower quality, more compression). The higher the image quality, the larger the file size.

You can also reduce the size of a PDF file by downsampling color, grayscale, or monochrome bitmap images.

Using symbols in a drawing can help you reduce the file size of the PDF file when

publishing to PDF. For more information, see “Working with symbols” on page 277.

To set the bitmap compression in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Choose one of the following from the Compression type list box:

• None

• LZW

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• JPEG

• ZIP

• JP2

The JP2 (JPEG 2000) option is available only for Adobe Acrobat 6.0, Adobe

Acrobat 8.0, and Adobe Acrobat 9.0

If you choose JPEG compression, you can specify the compression quality by

moving the JPEG quality slider.

To compress text and line art in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable the Compress text and line art check box.

To downsample bitmap images in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable any of the following check boxes, and type a value in the corresponding box:

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• Color

• Grayscale

• Monochrome

Downsampling color, grayscale, or monochrome bitmap images is effective only when the resolution of the bitmap image is higher than the resolution specified in the Bitmap downsampling area.

Working with text and fonts in PDF files

You can determine how the text in your PDF file outputs by setting text and font options.

You can embed fonts in a PDF file. Embedding increases the file size but makes a PDF file more portable, since the fonts do not have to reside on other systems. When you embed base 14 fonts, the fonts are added to your PDF file, thus eliminating font variances on different systems. The base 14 fonts are resident on all PostScript devices.

You can also convert TrueType fonts to Type 1 fonts, which can increase file size if there

are many fonts in a file. When you convert fonts, you can reduce file size by subsetting fonts if you use only a smaller number of characters (for example, English characters A to E). You can also include a percentage of fonts used. For example, you can create a subset that contains 50 percent of the fonts. If the number of characters used in the document exceeds 50 percent, the whole set of characters is embedded. If the number of characters used in the document is less than 50 percent, only the characters used are embedded.

You can also eliminate font variances on different computers by exporting text as curves.

For example, if you are using unusual text characters, you can export the text as curves.

Exporting text as curves increases the complexity of the file and can increase file size.

For general document publication, embed fonts in a document rather than convert text to curves.

To embed fonts in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

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4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable the Embed fonts in document check box.

If you want to install the basic fonts to your PDF file, enable the Embed base 14

fonts check box.

Enabling the Embed base 14 fonts check box increases file size, and, therefore, it is not recommended for publishing to the Web.

To convert TrueType fonts to Type 1 fonts

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable the Convert TrueType to Type 1 check box.

If you want to reduce file size, you can create a subset of fonts by enabling the

Subset fonts check box and typing a percentage of fonts used in the Under% of

charset box.

If you create a subset of fonts, some characters from the font may not be present in the file when editing the PDF file in Adobe Acrobat.

To export text as curves

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

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3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable the Export all text as curves check box.

Specifying an encoding format for PDF files

ASCII and binary are encoding formats for documents. When you publish a file to PDF, you can choose to export ASCII or binary files. The ASCII format creates files that are fully portable to all platforms. The binary format creates smaller files, but they are less portable, because some platforms cannot handle the file format.

To specify an encoding format for a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Document tab.

7 Enable one of the following options:

• ASCII 85

• Binary

Specifying a viewing option for EPS files

EPS files are PostScript files that are embedded in a document. You can choose how encapsulated PostScript (EPS) files are viewed in a PDF document. The PostScript option includes high-resolution images in the PDF document but does not let you view them in Adobe Acrobat. The Preview option includes high-resolution images in the

PDF file and displays their low-resolution bitmap representation in Adobe Acrobat.

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To choose a viewing option for EPS files

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Choose one of the following from the EPS files list box:

• PostScript — includes high-resolution images in the PDF document but does not let you view them

• Preview — includes high-resolution images in the PDF file and displays their low-resolution bitmap representation

Specifying color management options for exporting PDF files

You can specify color management options for exporting files to PDF. You can choose a color profile or leave the objects in their original color space. You can also embed the color profile with the PDF.

If you have spot colors in your file, you can either preserve the spot colors or convert

them to process colors so that the file produces four plates for CMYK output.

If you want to export to PDF for the purpose of soft-proofing the document, you can apply the document’s color proofing settings. In addition, you can choose additional soft-proofing options, such as preserving document overprints and overprinting black.

To specify color management options for exporting PDF files

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

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The PDF settings dialog box appears.

6 Click the Color tab.

7 In the Color management area, enable the Use document color settings option.

8 Choose a color profile option from the Output colors as list box:

• RGB

• CMYK

• Grayscale

• Native

If you choose the Native option from the Output colors as list box, a maximum of three color spaces are displayed, or embedded, in the PDF file.

Setting security options for PDF files

You can set security options to protect PDF files that you create. Security options let you control whether, and to what extent, a PDF file can be accessed, edited, and reproduced when viewed in Adobe Reader.

The level of security that is available is also determined by which version of Adobe

Reader you use to create the PDF file. The encryption levels provided by Adobe Reader have increased over time. For example, if you save to Adobe Reader version 6, or lower, it has standard encoding, version 8 has 128-bit encoding, and version 9 has 256-bit

encoding. For more information about choosing a version, see “Optimizing PDF files” on page 770.

The security options are controlled by two passwords: the Permission password and the

Open password.

The Permission password is the master password that lets you control whether a file can be printed, edited, or copied. For example, as the owner of the file, you can protect the integrity of the file’s content by choosing permission settings that prevent editing.

You can also set an Open password that lets you control who can access the file. For example, if your file contains sensitive information, and you want to limit the users who can view it, you can set an Open password. It is not recommended that you set an Open password without setting a Permission password, because users would then have unrestricted access to the PDF file — including the ability to set a new password.

The security options are applied when you save the PDF file. These settings can be viewed when a PDF file is opened in Adobe Acrobat.

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To open and edit a secured PDF file, you must enter the Permissions password (or the

Open password if no Permission password is set). For information about opening and

importing PDF files, see “Adobe Portable Document Format (PDF)” on page 824.

To set PDF file permissions

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Security tab.

7 Enable the Permission password check box.

8 Type a password in the Password box.

9 Retype the password in the Confirm Permission password box.

10 In the Printing permissions box, choose one of the following options:

• None — lets users view the PDF on-screen but prevents them from printing the

PDF file

• Low resolution — lets users print a low resolution version of the PDF file. This option is available for PDF files compatible with Adobe Acrobat 5 or higher.

• High resolution — lets users print a high resolution version of the PDF file

11 In the Editing permissions box, choose one of the following options:

• None — prevents users from editing the PDF file

• Insert, delete, and rotate pages — lets users insert, delete, and rotate pages when editing the PDF file. This option is available for PDF files compatible with

Adobe Acrobat 5 or higher.

• Any except extracting pages — lets users edit the PDF file but prevents them from removing pages from the file

If you want to allow copying of content from the PDF file to other documents, enable the Enable copying of text, images, and other contents check box.

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The Permission password is the master password for the document. It can be used by the file owner to set permissions, or to open the file if an Open password is set.

Some PDF compatibility options, such as PDF/X-3 and PDF/A-1b, do not let you set PDF file permissions. If you choose such a compatibility option, all controls on the Security page appear disabled. To change the compatibility,

see “To select a compatibility option” on page 771.

To set a user password for a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Security tab.

7 Enable the Open password check box.

8 Type a password in the Password box.

9 Retype the password in the Confirm Open password box.

If you set an Open password, it is recommended that you also set a Permission password.

Optimizing PDF files

You can optimize PDF files for different versions of Adobe Acrobat or Acrobat Reader by choosing a compatibility option that matches the type of viewer used by the recipients of the PDF file. In Corel DESIGNER, you can select one of the following compatibility options: Acrobat 4.0, Acrobat 5.0, Acrobat 6.0, Acrobat 8.0, Acrobat

9.0, PDF/X-1a, PDF/X-3, or PDF/A-1b.The available controls differ, depending on which compatibility option you choose. If you are publishing a PDF file for a wide distribution, it is better to choose an earlier compatibility option such as Acrobat 5.0 or

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6.0 to ensure that the file can be viewed in earlier versions of Acrobat. However, if security is a concern, you may want to choose a later version because the encryption levels are higher. For example, if you save to Adobe Reader version 6, or lower, it has standard encoding, version 8 has 128-bit encoding, and version 9 has 256-bit encoding.

For more information, see “Setting security options for PDF files” on page 768.

You can optimize the viewing of a PDF document on the Web to speed up the loading time of the PDF.

If you added complex fills to the document, you can choose to convert them to bitmaps, which is also known as rasterizing. This may increase the PDF file size, but it will ensure that the complex fills display correctly.

To select a compatibility option

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the General tab.

7 From the Compatibility list box, choose a compatibility option.

To preserve layers and layer properties in the published PDF file, you must choose the Acrobat 6.0, Acrobat 8.0, or Acrobat 9.0 option. Note that master layers will not be preserved.

To preserve transparencies in the published PDF file, you must choose the

Acrobat 5.0, Acrobat 6.0, Acrobat 8.0, or Acrobat 9.0 option.

To optimize a PDF file for viewing on the Web

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

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4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Document tab.

7 Enable the Optimize for fast web view check box.

To convert complex fills to bitmaps

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Objects tab.

7 Enable the Render complex fills as bitmaps check box.

Viewing preflight summaries for PDF files

Before saving a document as a PDF file, you can preflight your document to find potential problems. Preflighting checks and displays a summary of errors, possible problems, and suggestions for resolving issues. By default, many PDF issues are checked during a preflight, but you can disable the issues that you do not want to check.

To view the preflight summary for a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

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6 Click the Preflight tab.

You can limit the issues to check during the preflight by clicking the No issues tab, clicking Settings, and, in the Preflight settings dialog box, disabling the check boxes next to the items that you want the preflight to overlook.

You can save settings by clicking the No issues tab, clicking Settings, and, in the Preflight settings dialog box, clicking the Add preflight settings button and typing a name in the Save preflight style as box.

Preparing PDF files for a print provider

Open Prepress Interface (OPI) lets you use low-resolution images as placeholders for the

high-resolution images that appear in your final work. When a print provider receives your file, the OPI server substitutes the low-resolution images with the high-resolution images.

Printers’ marks provide information to the print provider about how the work should be printed. You can specify which printers’ marks to include on the page. The available printers’ marks are as follows:

• Crop marks — represent the size of the paper and appear at the corners of the page. You can add crop marks to use as guides in trimming the paper. If your output has multiple pages per sheet (for example, two rows by two columns), you can add the crop marks on the outside edge of the page so that all crop marks are removed after the cropping process, or you can choose to add crop marks around

each row and column. A bleed determines how far an image can extend beyond the

crop marks. A bleed requires that the paper you are printing on is larger than the size of paper you ultimately want, and the image area must extend beyond the edge of the final paper size.

• Registration marks — are required to line up the film, analog proofs, or print plates on a color press. Registration marks print on each sheet of a color separation.

• Densitometer scale — is a series of gray boxes ranging from light to dark. These

boxes are required to test the density of halftone images. You can position the

densitometer scale anywhere on the page. You can also customize the levels of gray that appear in each of the seven squares on the densitometer scale.

• File information — can be printed, including the color profile; name, date, and

time the image was created; and page number.

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To maintain OPI links in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Prepress tab.

7 Enable the Maintain OPI links check box.

Don’t use OPI links if you are not sure whether your PDF file is destined for an OPI server.

To include printers’ marks in a PDF file

1 Click File  Export.

2 Choose PDF - Adobe Portable Document Format from the Save as type list box.

3 Locate the folder in which you want to save the file.

4 Type a filename in the File name box.

5 Click Export.

The PDF settings dialog box appears.

6 Click the Preflight tab.

7 Enable any of the following check boxes:

• Crop marks

• File information

• Registration marks

• Densitometer scales

If you want to include a bleed, enable the Bleed limit check box, and type a bleed

amount in the corresponding box.

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Usually, a bleed amount of 0.125 to 0.25 inch is sufficient. Any object extending beyond this amount uses space needlessly and may cause problems when you print multiple pages with bleeds on a single sheet of paper.

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