PDF files are used to save documents in their current or final version, with the intention that they will not be changed. The PDF format is therefore immutable by definition. However, the fact that PDF files are used for translation is a different matter. This is usually due to the fact that the user does not have access to the source documents, but only to the final version in PDF format.

What is the PDF format used for?

PDF is such a common format today that no one wonders where it came from and who developed it and for what purpose. This format was created by Adobe Systems and its purpose was to present text and graphic content in an unchanged form, regardless of the device and program the end recipient was to use to open the file saved as PDF.

Saving as PDF with Office 365

Newer versions of office suite applications such as Microsoft Office 365 or the free LibreOffice offer the ability to save any open document as a PDF file.

These programs also offer a range of options and settings. These include standard options such as the ability to select one or more pages or just a selected fragment to be included in the saved PDF file, as well as document properties.

There are also parameters available that relate directly to the PDF format, including compliance with the ISO 19005-1 (PDF/A) standard, converting text to embedded bitmaps if it is not possible to embed the fonts used in the file, or encrypting the created PDF document with a password.

However, these are rather poor options, at least compared to other methods of creating a PDF document, which we will discuss later. The advantage of the PDF format among the formats available for saving is the fact that we can save a document of any application included in the office suite, including a text editor, spreadsheet or presentation program, as a PDF.

Export to PDF in DTP applications

The second group of applications in which the ability to save documents in PDF format has existed for a long time, and this does not apply only to the latest versions, are programs for processing graphics and text composition. These are programs such as CorelDRAW, Adobe Photoshop, Adobe Indesign or FrameMaker.

Each of these programs creates documents in exotic formats for the average user. Additionally, in many cases, documents prepared with these tools must be checked by people who have nothing to do with their technical preparation, but are, for example, substantively responsible for them.

In the above situations, it is necessary to use a format that will allow, firstly, to keep the document in its current version without the possibility of interfering with the source documents, and secondly, in a format that is easy to read by any recipient on any device. PDF is the ideal solution in such cases. Hence, for proofreading, substantive assessment or similar activities, the PDF format is usually used.

SwifDoo PDF – Professional PDF Creator

The greatest possibilities in terms of setting parameters of the created document in PDF format are offered by SwifDoo PDF – an Adobe Acrobat alternative. It is a real combine harvester offering a whole range of functions for handling PDF documents.

These include modules for creating documents in this format, converting files in specific formats to PDF and vice versa (such as PDF to HTML), editing PDFs, adding a digital signature, performing OCR, filling out forms in PDF form or combining several PDF files into one.

When it comes to saving to PDF format, SwifDoo PDF offers the ability to precisely define settings for such parameters as:

  • graphics quality and compression ratio
  • color settings
  • document resolution
  • file security and encryption
  • editing and printing restrictions
  • settings for adding links to a document

and many others.

Print drivers (saving to PDF in any program)

The most attractive solution for the average user who does not require access to advanced settings and the ability to precisely set the parameters of the created PDFs seem to be PDF print drivers.

Print driver is software that allows you to “print” an open document to PDF format. The printed content does not go to paper, but is saved as a file in PDF format.

There are many PDF print drivers available , in many cases they are free programs, or at least free of charge, offering basic functions and additional possibilities, for example after purchasing a “Pro” license. The most popular are:

  • CutePDF Writer
  • BullZip PDF Printer
  • PDF Creator
  • toPDF
  • Doro PDF Writer

What is the main advantage of this solution? It is the ability to create PDFs from documents opened in any program. It does not matter whether it is Windows Notepad, Paint, an interior design program or any other – we open the document in it and invoke the Print command.

As a printing device, we select the installed PDF print driver. Depending on the given driver, we have a specific range of PDF creation options and the number of available parameters for the created document. Starting printing will convert the open document and save its contents to disk as a PDF file. It couldn’t be simpler.

Save as PDF (Chrome, Opera, Firefox and others)

If we are dealing with a document in a format that our web browser (Chrome, Opera, etc.) can read , and the document does not have a complex page layout, we can open it in the browser and use its save as PDF function.

To do this, simply invoke the Print command (usually the keyboard shortcut Ctrl+P) and select Save as PDF instead of the printer you usually use. The appearance of the displayed document may change slightly and will resemble what we will see in the generated PDF file.

It is worth remembering, however, that this is not an optimal solution. To convert documents to PDF format, including those opened in a web browser, it is better to use at least a PDF print driver. Depending on the driver, we gain the ability to adjust a wider range of settings, and in addition, these drivers usually cope better with conversion and reconstruction of the page layout in the created PDF.

PDF conversion as a service on the Internet

Finally, it is worth mentioning the many services available on the Internet that serve as PDF converters. Some only offer the option of saving a document in selected formats to PDF. The offer of others is broader and includes both conversion to PDF and reading PDFs and saving to a format more suitable for editing, e.g. DWG or DOCX.

In the case of similar services, you usually upload the document that you want to save as a PDF, most often by dragging the file into a specific field on the website. Finally, an active Download button appears, after selecting which you download the finished PDF document to your local drive.

There are many such services offering conversion to PDF for a simple reason: the availability of many free libraries, both PHP and Javascript, that allow you to easily save content in PDF format.

However, considering the available solutions presented above, using services on WWW pages to save as PDF does not seem to be the optimal choice. For simpler applications, installing a PDF print driver is much more effective and quicker to use.

Summary

Converting almost any content or document to PDF is easier and more accessible than ever before. As you can see, built-in functions for this purpose can be found in many programs (office applications, DTP, etc.), and even browsers designed, it would seem, primarily for displaying WWW pages.

If we do not care about access to advanced settings and parameters of created PDF files, the described built-in functions will be enough for us. Print drivers for PDF can offer us a little more in this respect. Whoever cares about maximum control over generated documents in PDF format should reach for the best tool in this respect – SwifDoo PDF.