Portable Document Format (PDF) is the defacto file format for presenting device-independent documents on and off the Web. While PDFs have become quite popular on the Web, many PDFs used in web sites are designed for high quality print output and are not optimized for the Web.

Creating Small PDFs

The main factors in creating small PDFs are image resolution, image type (bitmap or vector), the number of fonts used and how they are embedded, PDF version, and the level of compression. In general the higher the PDF version number, the smaller the file. Acrobat 5 (PDF version 1.4) added JBIG2 compression, which is superior to the CCITT or Zip algorithms when compressing scanned monochromatic copy.

JBIG2 (Joint Bilevel Image Experts Group) encoding compresses monochrome (1 bit per pixel) image data from 20:1 to 50:1 for pages full of text. Like other dictionary-based algorithms (LZW, ZIP) JBIG2 creates a table of unique symbols and when a subsequent symbol matches one in the table, it substitutes a token pointing to the table index. JBIG2 also compresses the entire table.

Acrobat 6 (PDF version 1.5) added the ability to compress the entire file (Clean Up Settings dialog). However, since over 90% of Acrobat users have version 5.0 or greater, using PDF 1.4 is a safer alternative. Acrobat will usually display (with a warning) a more recent PDF version, but new compression schemes will spawn an error when opened in older versions of Acrobat. At the time of this writing, Adobe says that of those 90%, 50% use version 5 and 40% use version 6.

To create the smallest possible PDFs file size for the Web minimize the number of fonts, bitmapped images, and substitute vector based-graphics instead. Minimize the number and complexity of forms in your PDF document, and avoid the use of multimedia.

There are different methods to create PDFs, including outputting to PostScript and Distilling, GDI/Printing, one-click “Direct to PDF,” and dynamically on the server-side. However you create a PDF, the techniques and tools listed below can help you enhance and optimize your PDFs for the Web.

Avoid Refried Graphics

For graphics that must be inserted as bitmaps, prepare them for maximum compressibility and minimum dimensions. Use the best quality images that you can at the output resolution of the PDF. Inserting compressed JPEGs into PDFs and Distilling them may recompress JPEGs, which can create noticeable artifacts. Use black and white images and text instead of color images to allow the use of the newer JBIG2 standard that excels in monochromatic compression. Be sure to turn off thumbnails when saving PDFs for the Web.

Use Vector Graphics

Use vector-based graphics wherever possible for images that would normally be made into GIFs. Vector images scale perfectly, look marvelous, and their mathematical formulas usually take up less space than bitmapped graphics that describe every pixel (although there are some cases where bitmap graphics are actually smaller than vector graphics). You can also compress vector image data using ZIP compression, which is built into the PDF format. Acrobat Reader version 5 and 6 also support the SVG standard.

Minimize Fonts

How you use fonts, especially in smaller PDFs, can have a significant impact on file size. Minimize the number of fonts you use in your documents to minimize their impact on file size. Each additional fully embedded font can easily take 40K in file size, which is why most authors create “subsetted” fonts that only include the glyphs actually used.

Fix Fat Forms

Acrobat forms can take up a lot of space in your PDFs. You can use PDF Enhancer from Apago to reduce forms by 50% by removing information present in the file but never actually used. You can also combine a refried PDF with the old form pages to create a hybrid PDF in Acrobat.

Optimizing Existing PDFs

In many cases you won’t have access to the original document, just the resulting PDF file. Many PDFs we’ve seen are not fully optimized for the Web, using conservative settings more appropriate to high-resolution printers. For computer monitors viewing web-based PDFs, you don’t need high resolution images and exact reproduction of font faces, you just want to convey your information in an efficient way. Using the techniques outlined below, you can shrink your PDFs, while still maintaining the textual data for search engines, and reasonable quality for print output. Some webmasters offer two versions of their PDFs, once for fast web display, and one for printing.

Save As…

Once you’re done making changes to your PDF document choose File -> Save As and overwrite your existing PDF file. By default, save as removes changes that are appended to PDFs by the Save command, linearizes the file for fast web viewing, and removes unused objects.

The result is a compact, linearized PDF that displays the first page (or an arbitrary page) quickly, while the rest of the file downloads in the background. Although linearized PDFs are slightly larger, they also increase perceived speed. Note that optimizing a signed document will invalidate its signature.

By Andy King
http://www.websiteoptimization.com

More at: http://www.usedarticles.com/view/web-design-and-development/294.html

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Want to know how to Create Keyboard Shortcuts in MS Word?

In MS Word you can assign frequently used commands to a keyboard shortcut. To create a shortcut, follow these steps:

1. Right-click in the toolbar area.

2. Select Customize and click the Keyboard button.

3. To auto fix a table’s content, highlight Table on the Categories list, and then click AutoFixContent in the Commands window.

4. Type the keyboard combination into the Press new shortcut key box.

5. Click Assign.

If this combination is already in use, Word will advise you to find another combination or replace an existing one.

Did this work for you?

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Instead of using field codes to add filenames and file paths to your document, you can setup Word so that it displays these in the toolbar. You can then add these links to any page in an open document.

1. Right-click on the toolbar.

2. Select Customize and then the Commands tab.

3. Scroll down the Categories list and click on All Commands.

4. Scroll down the Commands list to Web Address.

5. Drag the Web Address onto your toolbar.

The web address bar is now displayed on your document’s path and filename.

6. To add the file path to your document, click anywhere in the page, right-click in the web address bar, and then copy and paste it into your document.

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2. Updating Your Word Toolbar
3. Word Tip – How to create Screentips that enhance your documents

One of the things that annoys me the most in Word 2007 is the so-called ribbon. This is the menu bar that runs across the top of the screen and hold the menu options. As well as being very different that Word 2003, it tends to get in the way when taking screenshots or when I need to get more screen space.

You don’t have to have the ribbon on all the time.

To turn off the ribbon, follow these steps:

1. Click the drop down arrow across from the MS Office button.
2. This removes the ribbon from the user interface.
3. If you want to turn if back on again, click on the drop-down and turn it back on.

Let me know if you have other questions about Word 2007 and I’ll answer them for you.

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2. Word Tip – How to Setup Split Screen in MS Word 2003/2007
3. How to Remove Hyperlinks from Documents

october-2008-1920×1200-right.png

Originally uploaded by vormplus

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To increase or decrease the font size in a Word document, follow these steps:

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1. Select the text you want to modify.

2. Press and hold the Ctrl and Shift keys at the same time.

3. To increase the font size repeatedly press  ‘>’ (right-facing arrow on keyboard)

4. To reduce the font size press ‘<’ (left-facing arrow on keyboard).

The size of the highlighted text will be shown in the toolbar display.

[ad]

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2. Use Draft Fonts
3. Word Tip – How to Setup Split Screen in MS Word 2003/2007

What’s the quickest way to delete text? 

Forget the backspace or delete keys. Instead, try this:

1. Select the block of text you want to delete and CONTINUE TYPING.
2. Word automatically deletes the text when you start to type. 

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3. How to add sound To Word Documents

Everyone knows how to add graphics into Microsoft Word. But did you also know you can also add sounds?

1. Place your cursor in the document where you want the sound to be.
2. From the Insert menu, select Object.
3. Scroll down and select Wave Sound.
   A speaker icon appears and Windows Media Player opens.
4. From the Edit menu, select Insert File, and select your audio file.
5. The sound file is played when you double-click on the speaker icon.

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When working on long documents it is sometimes useful to be able to see and edit other sections of the text at the same time. Word will let you do exactly that, though unless you stumble on the feature by accident you’ll probably never know it exists.

It’s really easy to use, all you have to do is:

1. point, click and drag the tiny separator bar that’s immediately above the arrow on the vertical scroll bar.
2. Drag it down to halfway and you have two separate views of the same document, each with their own scroll bars so you can move around both sections of the document independently.

   To revert to the normal single pane view, slide the separator bar of the screen.

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1. View Documents in Full Screen
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3. Word Tip – How to create Screentips that enhance your documents

ScreenTips are those little boxes that appear when you ‘hover’ your mouse over a hyperlink. As the name implies, they usually provide a small tip, or piece of information, about the word or phrase in question.

They can be really useful when you’re writing technical documentation and want to include definitions into your text – without the reader having to revert to the glossary.

To create screentips, follow these steps:

1. Select the word or phrase that needs a screentip.
2. Right-click on it and select Hyperlink.
3. Click the ScreenTip button.
   
4. Enter your screen tip text, click OK, and give it a name in the ‘Type the file or web page name’ box.

To test that it works, go back to the document and hover your mouse over the text. The screentip you entered should appear above the words you selected.

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I don’t have an iPhone but if I did this new Microsoft Office to iPhone app might be worth investing in. It lets iPhone & iPod touch customers edit Microsoft Word files, synchronize important desktop files and send & receive Exchange attachments. DataViz, who develop Microsoft Office compatibility solutions, released its mobile Office suite application, Documents To Go, on the Apple App Store.

So what does it do?

Ok, it let’s you view, edit and create Microsoft Word files, including Word 2007, and utilize a desktop application to provide 2-way file synchronization.

A version with support for attachments is also available for Microsoft Exchange e-mail users who need to send, receive and edit attachments on their iPhones.

View, Edit & Create Microsoft Word Files

For mobile or home users who want to use Word documents on iPhone or iPod touch, it offers quiet a range of features: Here goes.

Advanced viewing and editing features

• Touch navigation
• Cut/copy/paste
• Text selection
• Predictive text entry
• Bulleted and numbered lists
• Bold, italics, underline
• Embedded pictures
• Tables
• Word count
• Password-protected files
• Edit in landscape view

Most of this is made possible thanks to InTact Technology, which ensures that all original file formatting is retained once a file has been edited and forwarded on.

Documents To Go also incorporates Apple’s built-in viewing technology for dealing with files such as Excel, PowerPoint, PDF and Apple iWork.

This feature keeps files in one central location and makes managing and using them simple and straightforward.

Pricing & Availability

Documents To Go and Documents To Go with Exchange Attachments are available at $4.99 and $9. from Apple’s App Store on iPhone and iPod touch or at www.itunes.com/appstore/

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Portable Document Format (PDF) is the defacto file format for presenting device-independent documents on and off the Web. While PDFs have become quite popular on the Web, many PDFs used in web sites are designed for high quality print output and are not optimized for the Web.

Even PDFs designed for Web use can have a wait problem, weighed down with excess fonts, change histories, and unoptimized images and forms. Optimizing PDF files for the Web can significantly shrink their size and boost display speed, saving bandwidth and user frustration.

For the full “Optimize PDF Files for the Web” article, www.websiteoptimization.com

Creating Small PDFs

The main factors in creating small PDFs are image resolution, image type (bitmap or vector), the number of fonts used and how they are embedded, PDF version, and the level of compression.

In general the higher the PDF version number, the smaller the file. Acrobat 5 (PDF version 1.4) added JBIG2 compression, which is superior to the CCITT or Zip algorithms when compressing scanned monochromatic copy.

JBIG2 (Joint Bilevel Image Experts Group) encoding compresses monochrome (1 bit per pixel) image data from 20:1 to 50:1 for pages full of text.

Like other dictionary-based algorithms (LZW, ZIP) JBIG2 creates a table of unique symbols and when a subsequent symbol matches one in the table, it substitutes a token pointing to the table index. JBIG2 also compresses the entire table.

Acrobat 6 (PDF version 1.5) added the ability to compress the entire file (Clean Up Settings dialog). However, since over 90% of Acrobat users have version 5.0 or greater, using PDF 1.4 is a safer alternative.

Acrobat will usually display (with a warning) a more recent PDF version, but new compression schemes will spawn an error when opened in older versions of Acrobat. At the time of this writing, Adobe says that of those 90%, 50% use version 5 and 40% use version 6.

To create the smallest possible PDFs file size for the Web minimize the number of fonts, bitmapped images, and substitute vector based-graphics instead. Minimize the number and complexity of forms in your PDF document, and avoid the use of multimedia.

There are different methods to create PDFs, including outputting to PostScript and Distilling, GDI/Printing, one-click “Direct to PDF,” and dynamically on the server-side. However you create a PDF, the techniques and tools listed below can help you enhance and optimize your PDFs for the Web.

Avoid Refried Graphics

For graphics that must be inserted as bitmaps, prepare them for maximum compressibility and minimum dimensions. Use the best quality images that you can at the output resolution of the PDF.

Inserting compressed JPEGs into PDFs and Distilling them may recompress JPEGs, which can create noticeable artifacts. Use black and white images and text instead of color images to allow the use of the newer JBIG2 standard that excels in monochromatic compression. Be sure to turn off thumbnails when saving PDFs for the Web.

Use Vector Graphics

Use vector-based graphics wherever possible for images that would normally be made into GIFs. Vector images scale perfectly, look marvelous, and their mathematical formulas usually take up less space than bitmapped graphics that describe every pixel (although there are some cases where bitmap graphics are actually smaller than vector graphics).

You can also compress vector image data using ZIP compression, which is built into the PDF format. Acrobat Reader version 5 and 6 also support the SVG standard.

Minimize Fonts

How you use fonts, especially in smaller PDFs, can have a significant impact on file size. Minimize the number of fonts you use in your documents to minimize their impact on file size. Each additional fully embedded font can easily take 40K in file size, which is why most authors create “subsetted” fonts that only include the glyphs actually used.

Fix Fat Forms

Acrobat forms can take up a lot of space in your PDFs. You can use PDF Enhancer from Apago to reduce forms by 50% by removing information present in the file but never actually used. You can also combine a refried PDF with the old form pages to create a hybrid PDF in Acrobat.

Optimizing Existing PDFs

In many cases you won’t have access to the original document, just the resulting PDF file. Many PDFs we’ve seen are not fully optimized for the Web, using conservative settings more appropriate to high-resolution printers. For computer monitors viewing web-based PDFs, you don’t need high resolution images and exact reproduction of font faces, you just want to convey your information in an efficient way. Using the techniques outlined below, you can shrink your PDFs, while still maintaining the textual data for search engines, and reasonable quality for print output. Some webmasters offer two versions of their PDFs, once for fast web display, and one for printing.

Save As…

Once you’re done making changes to your PDF document choose File -> Save As and overwrite your existing PDF file. By default, save as removes changes that are appended to PDFs by the Save command, linearizes the file for fast web viewing, and removes unused objects.

The result is a compact, linearized PDF that displays the first page (or an arbitrary page) quickly, while the rest of the file downloads in the background. Although linearized PDFs are slightly larger, they also increase perceived speed. Note that optimizing a signed document will invalidate its signature.

By Andy King
http://www.websiteoptimization.com

More at: http://www.usedarticles.com/view/web-design-and-development/294.html

Related posts:

1. Use iText to create PDF files dynamically
2. PDF Editor for AEC Industry
3. How to Copy Text and Graphics from PDF Files into Word

Windows running under Ubuntu Linux 7.04

Originally uploaded by Lord_Darth_Vader

This could be the best product shot I have ever seen.

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Technical Writers who want to create documents in MS Word and also use Quark will be pleased to read this press release. Quark XML Author 3.0 for Microsoft Word allows users to create XML content easily within Microsoft Word, This XML authoring tool allows non-technical business workers to use Microsoft Word to create intelligent content with little or no training.

“Quark XML Author enhances the user-defined XML support within Microsoft Word and allows users to create XML content easily, which eliminates many of the barriers associated with the adoption of XML,” said Ayca Yuksel, Senior Product Manager from Microsoft. “Through our partnership with Quark, we’ve enabled many Microsoft Word users to author structured XML content that can be managed in Microsoft Office SharePoint Server.”

Melissa Webster, Program Vice President for Content and Digital Media Technologies at IDC said, “Business users use Microsoft Word for authoring and they’ve been very reluctant to adopt the specialized XML authoring tools that were designed for technical communicators. At the same time, XML is key to realizing the full power of dynamic publishing. What’s needed is a solution that turns Microsoft Word into an XML authoring tool, and that’s what Quark XML Author provides.”

Quark XML Author 3.0
Quark XML Author 3.0 supports Microsoft Office 2007 and Microsoft Vista from a single XML Author code base, which offers stability and uninterrupted productivity to users who have or are in the process of upgrading to the most current versions of Microsoft Office. The new version of Quark XML Author also offers native user interface support for French, German, and Japanese languages, which increases user productivity and collaboration among global teams.

In addition, Quark XML Author 3.0 offers new style and formatting functionality that gives users more control over their content, including:

• New integration with Design Science’s MathType Editor for equations
• Improved tool bar for use with the Microsoft Office 2007 native ribbon interface
• Improved feature that allows for bulk changes throughout a document
• Advanced indenting and style capabilities for list items and paragraphs

Users of Quark XML Author for Microsoft Word are able to upgrade to version 3.0 automatically. The new version is backward compatible with Microsoft Office 2000-2007 and is bi-directionally compatible with Quark XML Author 2.x files. It will be available on April 30, 2009.

To learn more about Quark XML Author for Microsoft Word, visit: http://dynamicpublishing.quark.com/xml_author.

How it Works

This shows what happens after the user has chosen to create a new XML document. It’s easy to see where to start.

In this illustration, Quark XML Author uses the Word Style dropdown list to show all of the valid types of content that the author can insert at the current cursor location.

Working hand-in-glove with Microsoft® Word, Quark® XML Author lets users create content in a familiar, simple, and full-featured user interface. Allowing users to continue using Word vastly eases the transition from the hand-crafted publishing process of the past to the dynamic publishing process of the future.

Quark XML Author remains invisible until the Word user tries to edit an existing XML document or create a new one. At that point, Quark XML Author slips in and modifies the operation of the user interface to correspond with XML requirements.

While many functions continue to operate normally, others change in subtle ways to give users appropriate choices to ensure they are creating correct XML.

Quark XML Author for Microsoft Word
In its 2008 acquisition of In.vision Research, Quark gained XML Author for Microsoft Word, formerly known as In.vision Xpress Author. Quark XML Author enhances Microsoft Word’s native XML support by allowing users to create narrative XML documents directly — without seeing tags, being constrained to boxes, or being aware of the technical complexities associated with XML. Equally important, XML Author ensures that the content an author creates is constantly validated against the XML standard — eliminating the need to rework content at a later time.

Why Quark XML Author?

• Quark® XML Author meets the needs of IT staff for XML document quality while impressing end users with its simplicity for creating intelligent XML documents.
• In contrast to niche applications, Quark XML Author provides an enterprise option that allows users to create XML documents that conform to any schema or DTD.
• Quark supports industry–specific schemas for life sciences, the intelligence community, manufacturing, and technical documentation that can be deployed out–of–the box for a quick start.
• Quark XML Author delivers hundreds of features that can be combined in thousands of ways to meet a broad range of enterprise needs–easily outweighing custom–built, Word–based solutions that achieve limited success and drive up costs.
• Quark is a Microsoft® Certified Gold Partner and member of the Office 14 Developer Advisory Council.
• Michael Boses, Quark’s director of XML products, provides leadership in the DITA community as Co–chair for the OASIS DITA for Enterprise Business Documents Subcommittee.

"Quark XML Author provides knowledge workers with an easy XML authoring and content contribution tool to improve productivity and reduce cycle time. The fact that this tool is for the mainstream – and not just for someone who knows XML – makes it that much more powerful and positions Quark for increased success as a leader in the dynamic publishing market."

Quark – Press Release Detail

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This s a Word Visual Basic macro. Usage requires Microsoft Word that supports Visual Basic macros  (Word 97+).

Features

• Replaces smart quotes/double-quotes with dumb equivalents
• Escapes the following characters: * # { } [ ] ~ ^^ | '
• Converts external hyperlinks
• Converts H1-H5 headings
• Converts bold/italic/underline/strikethrough/superscript/subscript formatting
• Converts bulleted/numbered lists
• Converts simple tables.

Caveats

• No guarantees, no official support, just like the
• No in-document hyperlink conversion
• May not work well with documents that have highly customized styles/templates. It works best with documents written in the default "Normal" template
• Nested tables have not been tested and may not function as expected.
• Image/graphics/figures are not supported.

Installation

1. Download the Word2MediaWiki macro library
2. Start Word
3. Bring up the Visual Basic Editor (Tools->Macro->Visual Basic Editor or Alt+F11).
4. From the VBE, import the macro library (File->Import File…) and select the file you downloaded.

Usage

1. Open a word document to convert
2. Run the Word2MediaWiki macro by bringing up the Macros dialog (Tools->Macro->Macros… or Alt+F8), selecting Word2MediaWiki and clicking Run.
3. The macro converts the document to MediaWiki markup and places a copy of the content on the system clipboard.
4. Switch to a MediaWiki editor and paste the result.

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2. How to Remove Your Name from Word Macros
3. How to Run Sample Code from Microsoft Knowledge Base Articles