How do I convert a file into PDF format?

How to create a PDF document for Duplicating to print for you.Quick Instructions:1. Make sure you have access to a printer with a postscript driver.2. Map a drive letter to the PDF creation share on Yoda3. Create a postscript file from within Word, Excel, etc.4. Copy the postscript file to the “IN” folder of the “PDF” share on Yoda5. Open the newly created PDF from the “OUT” folder of the “PDF” share on Yoda to check formatting6. Place a work request with duplicating, reference the PDF filename in the work request.Detailed Instructions:(Note: These instructions were written using Windows 2000, they may vary for other versions of Windows)1. Make sure you have access to printer with a postscript driver. Please call EUC, x3622, if you need anyassistance with this step. Currently, you have three options for this step, A: check your existing printer for apostscript driver. B: install a postscript driver for your existing printer. C: connect to a network printer that isalready setup for postscript printing. (Note: Step C is the quickest / easiest procedure)A. Check your existing printer for a postscript driver.To access the printer properties, click Start,then click Settings, then click Printers. Rightclick your primary printer and select Properties.(you may want to check your other printers aswell). Click the Advanced tab. Examine thedriver name. (see picture, left) If it contains“PS” in the driver name, you most likely have apostscript driver installed and can go to step 2.Otherwise, setup a new printer with a postscriptdriver (step B) or have EUC set one up for you.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 1

B. Install a postscript driver for your existing printer. For this step, you could simply change your existingprinter’s driver to a postscript driver or install a second printer for your print device. These instructions explaininstalling a second printer. (Note: you may need to have the postscript driver for you printer available, via CD,floppy disk or download)Click Start, Click Settings then Click Printers.Right click you existing printer and selectProperties.On the ports tab, find the checkbox that isselected to find the port your existing printeruses. Remember this port.Double click the Add printer icon. Click Next.Make sure local printer is selected. (Do NOTcheck “automatically detect and install….”Click Next.Select the port you found in theearlier step. Click Next.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 2

Select your printer. Choose thePostscript driver (ending withPS). Click Next.Type a name for your newprinter. (example: PDFcreation). Make sure the “Doyou want….the default printer”button is set to No. Click Next.Do not share this printer. ClickNext.Print a test page. Click NextClick Finish.Go to Step 2.C. Connect to a network printer that is already setup for postscript printing.Click Start, Click Run, then type \\yoda then click OK. Awindow will appear (see picture, left). Double click the “PDFprinter”icon to install a postscript printer. A dialog box willappear (see picture, below) Click Yes. Another window willopen (see picture, below). Click the “X” in the upper rightcorner to close this window.You know have a postscript printer installed, HPLJ4000 PS.Only use this printer for creating PDF documents. Do NOT printanything else to this printer. Go to Step 2.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 3

2. Map a drive to the PDF creation share on Yoda.The “yoda” window from the previous step (see picture, left)should still be open. Right click on the “PDF” folder and selectMap network drivesIf you had closed the “yoda” window, click Start, Click Run,then type \\yoda Click OK.Another window will open (see picture,left). In the drive box, select a driveletter that is not currently being used (X).Also, make sure the “reconnect at logon”box is checked. Click Finish.Another window will open, you willnotice an “in” and “out” folder. The“in” folder is where you will place yourpostscript file when it is created. The“out” folder is where PDF document willappear after it has been created.Go to step 3.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 4

3. Create a postscript file.Open the document that you wish tocovert to a PDF document. (Word,Excel, etc.) Select File from the dropdown menu, and then select Print.Select your postscript printer. Makesure the “print to file” box is checked.(see picture, left) Click OK.A dialog box will appear In this box,type the destination path for where youwant the file to be created.(x:\in\whipp.ps) Make sure thefilename has a “.ps” extensionAn Excel dialog box will be similar tothe picture at left. Type the destinationpath and then Click OK.A Word dialog box will be similar tothe picture at left. Make sure the “saveas type” box is set to “All files (*.*)”.Browse to the destination folder “in”and type the filename with a “.ps”extension (whipp.ps).Or type the entire destination path inthe “file name” box, as shown in theexample.NOTE: You can create this fileanywhere, but since you now have adrive mapped to the PDF share (Xdrive), it would be easiest to save thefile to the “in” folder on that drive.(x:\in\filename.ps) Go to Step 4.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 5

4. Copy the postscript file to the “IN” folder in the “PDF” share on YodaIf when creating your postscript file, you selected the “in” folder on the PDF share (X drive) as the outputlocation, you can skip this step. Your PDF file should already be created. Go to step 5.Otherwise, copy the postscript file you just created to the “in” folderof the PDF share on Yoda (X drive).(see picture, left).In a few seconds, the server will convert this file to a PDF documentand place it in the “out” folder on the PDF share (X drive).5. Open the newly created PDF document to check its formattingBrowse to the PDF share (X drive), and double click on the “out”folder. You should notice that your postscript file (whipp.ps) has nowbeen converted to a PDF document (whipp.pdf). You will also notice alog file (whipp.log). The log file will contain information about theconversion, such as errors and picture or font problems encountered.Please check your PDF document to make sure all the formatting,pictures and fonts are correct. You will need Adobe Acrobat Readerinstalled on you pc to open it. (If you don’t have Adobe Acrobat readerinstalled, call EUC, x3622 for help or load it from \\yoda\software).If you find your PDF is not formatted the way that you wanted or expected, you will have to make theappropriate adjustments in the original document (Word, Excel, etc.) and then repeat the PDF creation process.For security reasons, the duplicating staff are the only people who can delete files from the PDF share (X drive).Please contact them to delete any files that are not correctly formatted, x3593.If your PDF document is correctly formatted, go to Step 6.6. Place a work request with Duplicating at their website: www.hood.edu/admin/duplicating. Make sure youreference the filename of the PDF that you just created and that it is located on Yoda.Please note, the next time you try to print after creating a postscript file, your printer may be pointing to yourpostscript printer and the “print to file” box may be checked. Please be sure to check for this.How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 6