Read Microsoft Word - NJCU PrimoPDF Guide _2_.doc text version

Installing and Using PrimoPDF

Department of Information Technology Rossey Hall, Room 058; Extension 3350 http://www.njcu.edu/dept/it

Abstract: NJCU has standardized on PrimoPDF as the default tool to create PDF files. This document

provides instructions for its installation and use on NJCU computers.

Contents: Introduction......................................................................................................1

Download and Installation Procedures ............................................................2 Configuring PrimoPDF....................................................................................2 Creating a PDF document................................................................................3 PrimoPDF vs. Adobe Acrobat .........................................................................4 Related documents...........................................................................................4

Introduction

PrimoPDF is a class of software known as a "printer driver". Printer drivers are typically used to provide communications between other software and a physical printer attached directly to the computer or to a network printer. When a print command is issued by clicking the print button or selecting "Print..." from the file menu of most applications, the document is sent to the print driver of the selected printer. The print driver, in turn, translates the document into a series of print commands, which is passed to the printer for processing. Print commands are different for all printer models, so a print driver is installed for each printer available to the user. PrimoPDF communicates to a virtual printer that translates the document to a special set of printer commands and sends this data to a new container, called the PDF file. PDF stands for "Portable Document Format". The special commands in this file are based on a world-wide standard established years ago for communicating with Postscript printers. A PDF viewer application is then used to present these documents on a computer screen and, optionally, to output to a physical printer. The document looks exactly as it would appear if it had been printed to paper and has the added benefit of not requiring the original source application the document was created in to view. PDF files also tend to be much smaller in size than the original application format. This combination of application independence and small file size provided a means to distribute documents easily via email and as downloads over the internet. The PDF standard was created by Adobe Systems, who developed and sold software to write PDF files. Adobe also developed the PDF reader software, but chose to distribute the reader for free. Giving away the reader led to its rapid adoption as a world-wide standard. As the popularity of the PDF standard grew, other applications developers began offering similar software at various price points, including freeware. PrimoPDF is one of these free products. The developers of PrimoPDF make their revenue through an advertising banner on the dialog window that pops up when you use the driver. NJCU has chosen to adopt PrimoPDF as a standard tool for creating PDF documents.

DocID: webdata/its/support/office/NJCU PrimoPDF Guide.doc Prepared: September 24, 2007

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New Jersey City University

Department of Information Technology

Download and Installation Procedures

Instructions for downloading and installation using Microsoft Internet Explorer under Windows XP1: 1. Go to http://www.primopdf.com/. 2. Click the "Download Now!" link. As of this writing, the link points to the C|net Downloads website, PrimoPDF download page. 3. Click the "Download Now" link. Depending on the browser and how is has been configured, a dialog window will pop up warning that the requested file is a program and may be dangerous. The dialog window also asks for a confirmation to download the file and asks whether to install directly (Run), download only (Save), or cancel. (figure 1) 4. Click the "Run" button. This begins the download process2. After downloading, Windows will attempt to install the driver but will issue a warning in a new dialog window that the driver is "unsigned" and may be unsafe. (figure 2) 5. Click the "Run" button in this new dialog window. The PrimoPDF installation dialog window will pop up. 6. Click the "Next" button. 7. Read through the end user license agreement (EULA), click the "Agree" radio button, and then click the "Next" button.

Figure 2. IE Run warning Figure 1. IE Download options

8. Accept the default installation location by clicking "Next". A final confirmation window will pop up showing where the program will be installed and additional information. 9. Click the "Next" button to install the program. 10. After the installation completes, a new application folder will appear on the Start > All Programs menu, named ActivePDF. This folder contains two files in a sub-folder, named PrimoPDF: The official 19 page user manual, and an Uninstall program.

Configuring PrimoPDF

Configuration parameters are applied via the printer dialog window that pops up when PrimoPDF is selected as the "printer", after clicking the "Print" button. Most of the configuration items are adjusted once and then can be set to be persistent for all subsequent print jobs. Refer to the PrimoPDF Manual for details. Configuration Recommendations · Do not set the File Exists dialog window to remember the Append/Overwrite option. Always make this decision at the time of "printing". (If it is set inadvertently, it can be un-checked through the Options dialog window.) If the PDF will be posted to a website with the primary intent for screen viewing, select output for "Screen". The file generated is a little smaller than the file generated for printing.

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Using an alternate browser is OK, but the procedures may vary somewhat. The file size is 13 MB so the download may take a while, depending on the computer's configuration and the download speed of the internet connection. (Approximately 3 minutes at 150 Kbps)

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New Jersey City University

Department of Information Technology

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Security options include the ability to block the file from being physically printed, to block the file contents from being modified, and/or to block the contents from being copied electronically. This is password controlled, but once security is applied to a document it can not be unlocked without a full PDF management application, such as Adobe Acrobat. However, the file can be re-generated without this security if necessary. Locking a file contents from being modified or electronically written on may be desirable in most cases. Always fill out the Document Properties. This allows the file to be properly identified by modern indexing software and search bots. At least fill in the Author and Company fields.

Figure 3. Microsoft Word showing Print option on Menu bar

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In the Options dialog window, set security and some default information (such as Author) to be persistent. This information can be refined per printing.

Creating a PDF file

To create a PDF file, use the Print dialog window to select the PrimoPDF printer from the Name input box. The Print dialog window is commonly evoked by selecting "Print..." under "File" on the Menu bar (figure 3). Click the down arrow to the right of the name box to see the various printers available. (figure 4) Printing Caveats · The Save As input box is automatically filled in with the folder tree where the original file is located, the application name used to create the original file, the name of the original document, and the PDF file extension. For example:

Figure 4. Print dialog window showing menu of printer names

C:\Documents and Settings\jvelasco\My Documents\Microsoft Word - PremoPDF Guide.pdf The folder where the document will be sent to can be adjusted manually by those comfortable with directory tree notation, directly in the Save As box. However, the location can also be adjusted graphically, using the button to the right of the Save As box labeled with an ellipse (figure 5, circled in red.). The source application ("Microsoft Word - " in the example above) can be highlighted and deleted from the output file name. · If the extension is not explicitly entered, the output file will not be recognized as a PDF file. Therefore, be sure to preserve or add the ".pdf" extension back if the name of the output file is changed manually in the Save As input box. If the output file name exists, PrimoPDF will cancel the print operation when "No" is selected from the Append challenge. The Figure 5. PrimoPDF dialog window existing file must be deleted manually or a new, unique file name entered in the "Save As" input box in the PrimoPDF printer dialog window.

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New Jersey City University

Department of Information Technology

PrimoPDF vs. Adobe Acrobat

The original PDF writer application, Acrobat, was developed by Adobe Systems, circa 1993. Acrobat has many features that are not provided with the PrimoPDF print driver, including creation of multi-media PDFs, forms that can be filled out electronically and printed, and integration with other applications using a special applications programming interface (API). However, paying top dollar for these features is unnecessary when all that is desired is a convenient way to create a PDF file with security, for screen viewing and printing. An additional feature of Adobe Acrobat is the ability to "edit" and "mark-up" a document. However, both these features are rudimentary at best. Editing is limited to changing a word here and there. The mark-up facility is also very basic. While a document is still in development, better editing and mark-up tools are available in the original applications and should be used instead. NJCU recognizes that some members of the university will require the additional features that Adobe Acrobat provides. Table 1 compares features of Adobe Reader, Acrobat Standard, and PrimoPDF. Adobe also offers a Professional version and a new 3-D version with additional features. For a comparison of the full Adobe Acrobat product line, visit the Adobe website.

Table 1. Feature Comparison Chart Features View, print, and search Adobe PDF files Create PDF documents from any application that prints, including one-button creation from Microsoft Word, Excel, and PowerPoint Protect PDF documents with passwords and 128-bit encryption Apply restrictions on printing, copying, and altering PDF documents Combine files from multiple applications into a single PDF document Use familiar commenting tools including sticky notes, highlighter, lines, shapes, and stamps Forms creation Authenticate and certify PDF documents with digital signatures Scan paper documents into PDF and automatically recognize text with optical character recognition (OCR) Save Adobe PDF files as Microsoft Word documents, retaining the layout, fonts, formatting, and tables, to facilitate reuse of content

5 4 3

Reader

Standard

PrimoPDF

5

Related Documents

· · Desktop Software Standards Non-standard Hardware & Software Policy

This is done by using the same output name for each document and selecting the Append option. Forms can only be printed after being filled out using Acrobat Reader. The full Acrobat application is required to be able to save filled out forms. 5 All content is transcribed per page. Header and footer information within a document is not converted back to header/footer sections. Word fields are also not converted back.

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