If you are a corporate worker who is swamped with lots of documents all day, chances are high that you’re asked to convert files to PDF every now and then. PDF or portable document format is the end-all of all printer-ready files. Converting a file to PDF means that it’s on the final stage, and is pretty much ready for publication.
So if you’re looking for instruction on how to do exactly this, you’ve come to the right article. While converting to PDF is actually quite easy, the process is automated – you just have to execute the command, finding the exact location of how to maneuver it can be daunting. We’ve collated some common files that can easily be converted to the format:
1. HTML to PDF
Ever wondered when you are browsing a particularly great website and thought if you could print out the contents? Well, by converting HTML to PDF, you can. It’s fairly easy to do as well. From any browser, whether it is Safari, Chrome, or Firefox, saving the page depending on your default operating system’s commands is the first step.
That’s CRTL+S on most Windows machines and Command+S on Macs. After saving the file, you’ll notice that its extension is HTML. You can convert this by finding the option “Convert to PDF” depending on the reader you put it into. You can even opt to use browser-based PDF editors like PDF Bear to do the job for you.
2. Excel/Numbers to PDF
Excel files need to be converted to PDF if you are sharing it for printing. This way, the original formatting is preserved. When you share a raw Excel file to another desktop with a different set of Office software it does slight changes on the documents when opening it. To prevent this, converting to PDF first is key.
For Mac users, Numbers, the native sheet apps, can effortlessly convert raw Numbers files to PDF. Like Excel, Numbers has a default file option “Convert To,” where any user can convert the file they’re working on to several formats and extensions. If you find yourself on the Mac side of things, always convert at the best possible option to retain text crispness.
3. Word/Pages to PDF
Arguably the most common conversions to PDF, Word files to PDF is a straightforward process. Depending on your Office Suite, the option to convert should be on the menu toolbar. Find the option for “high-quality” conversion so as to get the best possible PDF version of the document you are working on.
In Pages, the process is easier. On the File option, go to the Convert to command. Once there, you’d be prompted what file type you want to convert the file in question to. The top hit is PDF – choose that, and you’d be directed to another dialogue box that will ask you the quality of conversion that it’ll undergo. Choose whatever option you deem fit. After the conversion process, you’ll be asked to save the document to another location.
4. Powerpoint/Keynote to PDF
If you are presenting, let’s say, on a board meeting, or for class, and you want hand-outs that’s similar to what you’ll have on the projector, you can do so in both Windows and Mac by finding the “Convert” or “Convert to” option. Before converting, remember to flatten your document first. That means if you have heavy animations on one slide, you may need to set up a lighter, more printer-friendly set up lest your texts will be printed on top of each other.
PDF converting is one of the most helpful skills anyone can add to their arsenal. It’s easy to pick up as well, and you don’t need a lengthy manual to make it possible. With the right software, as well as appropriate know-how, you’ll probably even need instruction! Although, with more complicated files like Adobe Illustrator and Photoshop, err of the safe side and exercise research first.