Quick links to procedures on this page:

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Saving documents as PDF files

You can save 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 Acrobat Reader, or a PDF-compatible reader installed on their computers. A PDF file can also be uploaded to an intranet or the Web.

When you save 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.

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.”


To save a document as a PDF file

Photo Paint btnbacktotop Saving documents as PDF files
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Click File Photo Paint onestep Saving documents as PDF files Publish to PDF.
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From the PDF preset list box, choose one of the following:
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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, device-independent 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 addition, this style embeds a color profile to specify how CMYK colors should be interpreted on the rendering device.
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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.
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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.
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Prepress — enables ZIP bitmap image compression and preserves spot color options best designed for high-end quality printing. Consult the service bureau for their preferred settings.
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Web — creates a PDF file intended for online viewing, such as a PDF file to be distributed by e-mail or published on the Web. This style enables the file to be displayed more quickly and lets you use JPEG bitmap image compression and hyperlinks.
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Editing — enables LZW compression, and includes hyperlinks, bookmarks, and thumbnails. This style displays the PDF file with all of the images at full resolution, and with hyperlinks, so that you can edit the file at a later date.
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PDF/X-1a — enables ZIP bitmap image compression, converts all objects to CMYK, embeds the separations printer profile, and preserves spot color options. This style contains the basic settings for prepress and is the standard format for ad distribution.
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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.
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Locate the folder in which you want to save the file.
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Type a filename in the File name box.

Photo Paint note Saving documents as PDF files

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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.” 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.
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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.

To save multiple documents as a single PDF file

Photo Paint btnbacktotop Saving documents as PDF files
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Click File Photo Paint onestep Saving documents as PDF files Publish to PDF.
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Click Settings.
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Click the General tab.
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Enable the Documents option.
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Enable the check box for each document you want to save.

To create a PDF preset

Photo Paint btnbacktotop Saving documents as PDF files
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Click File Photo Paint onestep Saving documents as PDF files Publish to PDF.
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Click Settings.
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In the Publish to PDF settings dialog box, specify any settings.
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Click the General tab.
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Click the Add PDF preset button Photo Paint pgx add plus button Saving documents as PDF files next to the PDF preset list box.
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Type a name for the style in the Save PDF preset as list box.

Photo Paint tip Saving documents as PDF files

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If you want to delete a PDF style, select the style and click the Delete PDF preset button Photo Paint pgx delete minus button Saving documents as PDF files next to the PDF preset list box.

To edit a PDF preset

Photo Paint btnbacktotop Saving documents as PDF files
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Click File Photo Paint onestep Saving documents as PDF files Publish to PDF.
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Click Settings.
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In the Publish to PDF settings dialog box, specify any settings.
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Click the General tab.
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Click the Add PDF preset button Photo Paint pgx add plus button Saving documents as PDF files next to the PDF list box.
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Choose a style from the Save PDF preset as list box.

Photo Paint note Saving documents as PDF files

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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.

Saving documents as PDF files