The “portable document format” is a popular way of distributing files instead of using MS Word or Powerpoint to send them around. It has become very widely used for a variety of reasons. You can easily learn to make PDF files and send them yourself. You don’t have to pay $600 for Adobe Acrobat in order to make them.

What is a PDF file?

A PDF is like a .doc or a .ppt that you can no longer edit. Once you convert your office software file into a PDF, you can send it out so other people can read it, but it can only be opened for reading.

The graphics, text, and other content of your file are converted by whichever program you prefer into the PDF format. You keep the original, and you send out the PDF.

Many e-books are in PDF format. I’ve sold a few myself using this document type.

Advantages

PDF files have two important appealing features:

• Security: PDF files are difficult to edit. The very technical can open them in their editors and mess with them unless they are encrypted. Even that encryption can be broken. But PDF format basically does keep your friends from putting their name on your documents. Professionals who write really great documents sometimes will send them out as PDF to keep others from stealing their work.
• Portability: MACs, PCs, and Unix machines can all use PDF format documents easily, and the content will look the same on each. Thus, to reach the widest audience, PDF is a good format to use.

Not So Good

PDF files have some issues:

• Security: PDFs are not rock-solid secure. Secure it with a password, and someone can get in.
• Cannot be edited: When you send files to coworkers that cannot be used as templates, you tick them off and they demand the original. You will have to send it to them, because all work you do at work belongs to your company, not you. Sorry, but there is no such thing as “stealing your work” when you are at work. Your work you are paid for was purchased from you. Your coworkers have a right to re-use your files and copy you.
• Complex creation: To use the cool security features, you really have to read thoroughly about PDF files. Did you embed your fonts? What the heck does that mean? PDFs have lots of options, and the free programs do not support them.

How to Make Non-Secure PDF Files

On a PC, making PDF files is easy. Just download and install CUTEPDF. Once installed, when you want to convert your document, just print it and choose CUTEPDF as your printer.

Linux users can make PDF files directly in OpenOffice.Org, the free office software that comes with the operating system. They can also view them without installing extra software. OpenOffice.Org is available for Windows users, too. It isn’t as slick as Office 2007, but it can easily keep up and is 99% compatible with Office 2003 and earlier. It is also 100% less expensive, as it is available for free.

So, try your hand at making a PDF file, and you can publish information that others cannot change without great effort in a file format which is compatible with any computer.