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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1. How to Optimize PDF Files for your website or blog
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3. PDF Editor for AEC Industry

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?

Related posts:

1. Print Out All Your Keyboard Shortcuts
2. Create Underlined Spaces That Remain When Typed On
3. Avoid Repeating Words

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.

Related posts:

1. Word Tip – How to Setup Split Screen in MS Word 2003/2007
2. Updating Your Word Toolbar
3. Word Tip – How to create Screentips that enhance your documents

Word crashed. But when you go to re-open it, it refuses to do so. What’s happening here and how do I fix it.

How to Force Word to Close after it Crashes

When Word crashes, the Winword.exe file may still be running behind the scenes. I know.

If it is running, why won’t it open? There is no easy answer to this but here’s how you can get it re-started.

What you have to do is close this the Winword.exe before you re-open Word as otherwise system conflicts may arise, i.e. you may not be able to open Word, as the system sees that Winword.exe is currently running.

To close Winword.exe let’s use the Task Manager

1. Press CTRL+ALT+DEL. In the Windows Security dialog box, click Task Manager.

2. On the Processes tab, click any instance of Winword.exe, and then click End Process.

3. Close the Windows Task Manager, and then re-start Word.

Final Tip

One final tip here is that when you re-open Microsoft Word, make sure that the files you were looking for can be opened.

If you have difficulty with this, please take a look at this very detailed tutorial over on the Klariti site.

Related posts:

1. How to Open and Repair a Damaged Word file
2. How to Recover a Lost File in Word 2007 or Word 2003
3. Office 2003 to 2007 User Interface Guides

You can “force” Word to recover a document after it has crashed. Microsoft Word tries to automatically recover a damaged document if it detects a problem with the file. Here’s how.

Microsoft Word tries to automatically recover a damaged document if it detects a problem with the file.

When this happens, it will re-open Word and show you a version of the document – before it crashed. It may also show you a second version of the document, which will be a second version of the document, usually recovered with the ‘autosave’ function.

How to Recover Text from a Crashed Word file

1. Open Word, and in the File menu, click Open.

2. In the File of type list, click All Files *.*.

3. In the Open dialog box, select your document.

4. Point to the arrow on the Open button, and then click Open and Repair.

This will open the Word file.

The style and formatting may be slightly damaged but you will have most of the text and can, at least, use it to rebuild a new document.

One final suggestion is to copy the material into a new Microsoft Word document, just in case there is some gremlin in the recovered document.

Does this work for you?

Let me know if your system is different. I’m on XP and use 2003 & 2007. Maybe XP is different.

Related posts:

1. How to Recover a Lost File in Word 2007 or Word 2003
2. How to Fix Damaged & Corrupt Word 2007 Documents – Part 2
3. How to Recover Corrupt Microsoft Word documents

This article provides advanced Troubleshooting steps if your damaged document still does not open. It describes how to identify a damaged document and how to recover the text contained in a document.

Method 1: Open the damaged document in draft mode without updating links

Step 1: Configure Word 2007

1. Start Word 2007
2. On the View tab, click Draft in the Document Views group.
3. Click the Microsoft Office Button, and then click Word Options.
4. In the Display document content section, click to select the Draft font and Picture placeholders check boxes under Advanced options for working with Word.
5. In the General section, click to clear the Update automatic links at Open check box under Advanced options for working with Word. Then, click OK.

Step 2: Open the damaged document

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

If you can open the document, close the document and then reopen it by using Method 6, and repair the document. Otherwise go to Method 2.

Method 2: Insert the document in a new document

Step 1: Create a new blank document

1. Click the Microsoft Office Button, and then click New.
2. Click Blank document, and then click Create.

Note You may have to re-apply some formatting to the last section of the new document.

Step 2: Insert the damaged document into the new document

1. On the Insert tab, click Insert Object, and then click Text From File.
2. In the Insert File dialog box, locate and then click the damaged document. Then, click Insert.

Note You may have to reapply some formatting to the last section of the new document.

Method 3: Create a link to the damaged document

Step 1: Create blank document

1. Click the Microsoft Office Button, and then click New.
2. Click Blank document, and then click Create.
3. In the new document, type Does This Work! .
4. Click the Microsoft Office Button, and then click Save.
5. Type Rescue link, and then click Save.

Step 2: Create link

1. Select the text you typed in step 1c.
2. On the Home tab, click Copy in the Clipboard group.
3. Click the Microsoft Office Button, and then click New.
4. Click Blank document, and then click Create.
5. On the Home tab, click the arrow on the Paste button in the Clipboard group, and then click Paste Special.
6. Click Paste link, click Formatted Text (RTF).
7. Click OK.

Step 3: Change the link to the damaged document

1. Right-click the linked text, point to Linked Document Object, and then click Links.
2. In the Links dialog box, click the file name of the linked document, and then click Change Source.
3. In the Change Source dialog box, click the document that you cannot open, and then click Open.
4. Click OK to close the Links dialog box. Note The information from the damaged document will appear if there was any recoverable data or text.
5. Right-click the linked text, point to Linked Document Object, and then click Links.
6. In the Links dialog box, click Break Link.
7. When you receive the following message, click Yes: Are you sure you want to break the selected links?

Method 4: Use the “Recover Text from Any File” converter

Note If you use the “Recover Text from Any File”, all document formatting, graphics, fields, drawing objects, and any other items that are not text are lost.
However, field text, headers, footers, footnotes, and endnotes are retained as text.

1. Click the Microsoft Office Button, and then click Open.
2. In the Files of type box, click Recover Text from Any File(*.*).
3. Click the document from which you want to recover the text.
4. Click Open.

After the document is recovered by using the “Recover Text from Any File” converter, there is some binary data text that is not converted.
This text is usually at the start and end of the document.
You can delete this binary data text before you save the file as a Word document.

Related posts:

1. How to Fix Damaged & Corrupt Word 2007 Documents – Part 1
2. How to create Absolute and Relative Hyperlinks in Word 2007/2003 documents
3. How to Fix MS Word After It Crashes – Fix the Normal.dot file

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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Technical Writing is not difficult when you know where and how to start. So, when you write a technical document, consider the following 7 points:

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1. Glossary – make a glossary, even for a half dozen words.
2. Definitions – create a list of definitions and acronyms. Always explain what the acronym means when it’s first encountered.
   Use bold for the definition or acronym to make it easy to find it again.
3. Analogy – provide a comparison or analogy.
4. Graphics – Provide graphics to illustrate the object in question, how it is assembled, or how it is used by operatives.
5. Replace general, abstract, and needlessly objective words with more concrete, specific, and simpler words.
6. Break long sentences into shorter sentences.
7. Use terminology consistently.

These points are not meant to be all-inclusive. However, if you are new to tech writing, this should put you on the right road.

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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.

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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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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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2. Quick Preview In Word
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.

Related posts:

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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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