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

Related posts:

1. How to Optimize PDF Files for your website or blog
2. Use iText to create PDF files dynamically
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

Here are three reasons why Word documents become corrupted.
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1. Round-tripping

One of the main causes of document corruption is when a document is converted from one format to another and back repeatedly. Word to RTF to Word or Word to Excel and back into Word.

This is called round-tripping. It gives Word a nervous breakdown. Avoid Round-tripping at all cost!

If not, your chances of document corruption increase greatly – it is no longer if the document will corrupt, it’s when.

2. Copying from Disks/CDs/Flash Disks

Another common cause of document corruption is storing, accessing, and saving a file from CD or flash drive. A CD is useful for transporting files, but once you are ready to work on the file again, be sure to save the file to your computer’s hard drive.

3. Word Macro Virus

Another sign that will appear to be indicative of corruption can actually be the result of infection by a macro virus. A macro virus works like a conventional computer virus, but takes advantage of Word’s structure and functionality to replicate and trigger when certain events occur.

Many macro viruses are only nuisances and don’t cause any damage, but some can be quite dangerous.

Related posts:

1. How to Recover Corrupt Microsoft Word documents
2. Convert Microsoft Word documents to MediaWiki markup
3. How to Fix Damaged & Corrupt Word 2007 Documents – Part 1

If you use MS Office XP, MS Office 2002/2003 and you want to open documents created in Office 2007 formats, you must install the Office Compatibility Pack. It’s free to download from Microsoft and easy to install.

Download and install Compatibility Pack

You need to install the Microsoft Office Compatibility Pack if you want to use Microsoft Office 2007 documents in Office XP, Office 2002 and 2003.

To download the Office Compatibility Pack go to:

After you install the compatibility pack successfully, you should be able to open the .docx files in MS Word 2003.

Word 2002/2002/2003

You can now create, open, edit, and save the following Word 2007 file formats:

• Word Document (*.docx)
• Word Macro-Enabled Document (*.docm)

Excel 2003 and Excel 2002

In Excel 2003 and Excel 2002, you can now create, open, edit, and save the following Excel 2007 file formats:

• Excel Workbook (*.xlsx)
• Excel Macro-Enabled Workbook (*.xlsm)
• Excel Binary Workbook (*.xlsb)
• Excel Template (*.xltx)
• Excel Macro-Enabled Template (*.xltm)
• Excel Add-In (*.xlam)

Additionally, you can use Windows Explorer to open files and save files in the Excel 2007 formats.

UPDATE:

1. Please install all High-Priority updates from Microsoft Update before downloading the Compatibility Pack.

2. Scripts If your Microsoft Word 2000/2002 use complex scripts, please see http://support.microsoft.com/kb/925451.

3. System Administrators: The administrative template for the Word, Excel, and PowerPoint converters contained within the Compatibility Pack is available for download.

4. Update: The Microsoft Office Compatibility Pack Service Pack 1 (SP1) is available here.

Related posts:

1. MS Office Compatibility Pack
2. How to Fix Error Message “Do you want to download a compatibility pack so that you can work with this file”
3. MS Office Add-in: Microsoft Save as PDF or XPS

This article describes how to identify a damaged document in Microsoft Office Word 2007. It also includes steps that explain how to recover the text contained in a document.

Step 1: Determine the template used by the document

1. Open the document in Word 2007.
2. Click the Microsoft Office Button, and then click Word Options.
3. Click Add-Ins.
4. In the Manage box, click Templates under View and manage Office add-ins
5. Click Go.

The Document template box will list the template that is used by the document. If the template listed is Normal, go to step 2, otherwise, go to step 3.

Step 2: Rename Normal.dotm

For Windows Vista

1. Close Word 2007.
2. Click the Vista Start icon.
3. In the Start Search box, type the following and then press ENTER:
   
   %userprofile%\appdata\roaming\microsoft\templates
   
4. Right-click Normal.dotm, and then click Rename.
5. Type Donotuse.old, and then press ENTER.
6. Close Windows Explorer.
7. Start Word 2007 and open the document.

Check if the document is now fixed. If not, see below.

For Microsoft Windows XP

1. Exit Word 2007
2. Click Start, and then click Run.
3. In the Open box, type the following and then press ENTER:
   %userprofile%\Application Data\Microsoft\Templates
   
4. Right-click Normal.dotm, and then click Rename.
5. Type Donotuse.old, and then press ENTER.
6. Close Windows Explorer.

The next step is to change the document template.

Step 3: Change the document template

1. Open the document in Word 2007.
2. Click the Microsoft Office Button, and then click Word Options.
3. Click Add-Ins.
4. In the Manage box, click Templates under View and manage Office add-ins, and then click Go.
5. Click Attach.
6. In the Templates folder, click Normal.dotm, and then click Open.
7. Click OK to close the Templates and Add-ins dialog box.
8. Close Word 2007

Step 4: Check if changing the templates worked.

1. Start Word 2007.
2. Open the document.
3. Click if the document if fixed.

If the problem persists, go to Method 2.

Method 2: Start Word 2007 with the Default settings

Use the /a switch to start Word 2007. This start Word with its default settings, which stop Word from loading add-ins. Also, Word 2007 won’t use your Normal.dotm template.

Step 1: Start Word 2007 by using the /a switch

1. Exit Word 2007
2. Click Start
3. In the Start Search box, type the following text, and then press ENTER:
   “%programfiles%\microsoft office\office12\winword.exe” /a

Windows XP

1. Exit Word 2007
2. Click Start, and then click Run.
3. In the Open box, type the following text, and then press ENTER:
   “%programfiles%\microsoft office\office12\winword.exe” /a

Step 2: Open the document

1. Click the Microsoft Office Button, and then click Open.
2. Click the document, and then click Open.

If the strange behavior persists, go to Method 3.

Method 3: Change Printer drivers

Step 1: Try a different printer driver

Windows Vista

Step a: Open Add Printer

1. Click Start
2. Click Printers.
3. Click Add a printer.

Step b: Add a new printer

1. In the Add Printer dialog box, click Add a local printer.
2. Click Use an existing port, and then click Next.
3. In the Manufacturer list, click Microsoft.
4. Click Microsoft XPS Document Writer, and then click Next.
5. Click Use the driver that is currently installed (recommended), and then click Next.
6. Click to select the Set as the default printer check box, and then click Next.
7. Click Finish.

Windows XP

Step a: Open Add Printer

1. Click Start, and then click Printers and Faxes.
2. Under Printer Tasks, click Add a printer.

Step b: Add a new printer

After you install the following patches, the Microsoft XPS Document Writer icon automatically appears in the Printers and FAXes folder.

1. Install Microsoft .NET Framework 3.0.
2. Install Microsoft Core XML Services (MSXML) 6.0.
3. Install Microsoft XPS Essentials Pack.

For more information on these patches, visit: http://www.microsoft.com/whdc/xps/viewxps.mspx

Step 2: Verify that changing printer drivers fixes the problem

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

If the problem persists, go to step 3.

Step 3: Reinstall original printer driver.

Windows Vista

1. Click Start
2. Click Printers.
3. Right-click the original default printer, and then click Delete.
4. If you are prompted to remove all the files associated with the printer, click Yes.
5. Click Add a printer, and then follow the instructions in the Add Printer Wizard to reinstall the printer driver.

Windows XP

1. Click Start, and then click Printers and Faxes.
2. Right-click the original default printer, and then click Delete.
3. If you are prompted to remove all the files that are associated with the printer, click Yes.
4. Under Printer Tasks, click Add a printer, and then follow the instructions in the Add Printer Wizard to reinstall the printer driver.

Step 4: Verify that changing printer drivers fixes the problem

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

If the problem persists, go to Method 4.

Method 4: Start in Safe Mode

Step 1: Start Windows in safe mode

Windows Vista

1. Remove all floppy disks, CDs, and DVDs from your computer, and then restart the computer.
2. Click Start
3. Click the arrow next to Lock, and then click Restart.
4. Use one of the following procedures:
   • If your computer has a single operating system installed, press and hold F8 as the computer restarts.NOTE: You must press F8 before the Windows logo appears. If the Windows logo appears, it’s too late; shut down and restart.
   • If your computer has more than one OS, use the arrow keys to highlight the OS that you want to start in safe mode, and press F8.
5. On the Advanced Boot Options screen, use the arrow keys to select Safe Mode, and then press ENTER.
6. Log on to your computer by using a user account that has Admin rights.

Windows XP

1. Remove all floppy disks, CDs, and DVDs from your PC and restart.
2. Click Start, and then click Shut Down.
3. In the What do you want the computer to do list, click Restart, and then click OK.
4. Hold down the CTRL key as you restart the computer.
5. When you see the Starting Windows message, press F8, use the arrow keys to select Safe Mode on the Startup menu, and then press ENTER.

Step 2: Verify that starting in safe mode fixes the problem.

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

If the problem persists, restart Windows, and go to Method 5.

Method 5: Force Word to try to repair a file

Step 1: Repair document

1. Click the Microsoft Office Button, and then click Open.
2. In the Open dialog box, click your Word 2007 document.
3. Click the arrow on the Open button, and then click Open and Repair.

Step 2: Verify that repairing the document fixes the problem

Verify that the problem no longer occurs.
If the strange behavior persists, restart Windows, and then go to Method 6.

Method 6: Change the document format and then convert it back to Word 2007

Step 1: Open the document

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

Step 2: Save the document in a different file format

1. Click the Microsoft Office Button, and then click Save as.
2. Click Other Formats.
3. In the Save as file type list, click Rich Text Format (*.rtf).
4. Click Save.
5. Click the Microsoft Office Button, and then click Close.

Step 3: Open the document, and then convert document back to Word 2007 file format

1. Click the Microsoft Office Button, and then click Open.
2. Click the converted document, and then click Open.
3. Click the Microsoft Office Button, and then click Save as.
4. Click Document.
5. Rename the document and click Save.

Step 4: Verify that converting the document file format fixes the problem

Verify that the problem no longer occurs.
If the behavior persists, try to save the file in another file format, such as HTML.
Repeat step 1 to step 4, and then try to save the file in the following file formats, in the following order:

• Web page (.htm; .html)
• Any other word processing format
• Plain Text (.txt)

WARNING When you save a file in the Plain Text (.txt) you may fixed the problem but lose all the document macros, formatting and graphics
When you save files in the Plain Text (.txt) format, you must reformat the document. Therefore, use the Plain Text (.txt) format only if the other file formats do not resolve the problem.

If the problem persists, go to Method 7.

Method 7: Copy everything – EXCEPT the last paragraph mark – to a new document

Step 1: Create a new document

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

Step 2: Open the problem document

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

Step 3: Copy the contents of document, and then paste the contents into the new document

WARNING If your document contains section breaks, copy only the text between the sections breaks.

Do not copy the section breaks as this may bring the damage into your new document. Change the document View to Draft view when you copy and paste between documents to avoid transferring section breaks.

To change to draft view, on the View tab, click Draft in the Document Views group.

1. In the damaged document, press CTRL+END, and then press CTRL+SHIFT+HOME.
2. On the Home tab, click Copy in the Clipboard group.
3. On the View tab, click Switch Windows in the Window group.
4. Click the new document that you created in step 1.
5. On the Home tab, click Paste in the Clipboard group.

If the problem persists, go to Method 8.

Method 8: Copy the undamaged parts of the document to a ‘clean’ blank document

Step 1: Create a new document

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

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.

Step 3: Copy the undamaged parts of document, and then paste the undamaged parts to the blank document

WARNING Do not copy the section breaks because this may bring the damage into your new document.
In the damaged document, locate and then select an undamaged part of the document’s contents.

1. On the Home tab, click Copy in the Clipboard group.
2. On the View tab, click Switch Windows in the Window group.
3. Click the new document that you created in step 1.
4. On the Home tab, click Paste in the Clipboard group.
5. Repeat steps 3a to 3e for each undamaged part of the document. You must reconstruct the damaged sections of your document.

Method 9: Switch the document view to remove the damaged content

If some of the pages are missing, switch the document view and try to remove the damaged content from the document.

1. Determine where the damaged content is causing the document to appear to be truncated.
   1. Click the Microsoft Office Button, and then click Open.
   2. Click the damaged document, and then click Open.
   3. Scroll to view the last page that is displayed before the document appears to be truncated.
2. Switch views, and then remove the damaged content.
   1. On the View tab in the Document Views group, click Web Layout or Draft view.
   2. Scroll to view the content that was displayed before the document appeared to be truncated.
   3. Select and delete the next paragraph, table, or object in the file.
   4. On the View tab in the Document Views group, click Print Layout. If the document continues to appear to be truncated, continue to switch views and delete content until the document no longer appears truncated in Print Layout view.
   5. Save the document.

Related posts:

1. How to create Absolute and Relative Hyperlinks in Word 2007/2003 documents
2. How to Fix MS Word After It Crashes – Fix the Normal.dot file
3. How to remove margin marks in Word 2003

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.

Related posts:

1. 2007 Microsoft Office Features & Specs
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.

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Related posts:

1. How to Resize Fonts in Word 2003
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. 

Related posts:

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2. How to Remove Data Gathered From your PC or Networks
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.

Related posts:

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2. Word Tip – How to create Screentips that enhance your documents
3. How to Copy Text and Graphics from PDF Files into Word

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.

Related posts:

1. View Documents in Full Screen
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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2. How to Remove Hyperlinks from Documents
3. Adding Spacing Between Cells

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/

Related posts:

1. Edit Word and Excel files over a wireless connection
2. Transforming PDF and XPS Docs to Boost Office Productivity
3. Store Documents on Your Computer

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

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