Troubleshooting PDF-creation issues in Word with Acrobat 9 Learn how to use Acrobat 9 to produce predictable output when you convert Word to PDF. By Donna Baker – January 5, 2010 Donna Baker In this tutorial, learn how to use Acrobat 9 to produce. Converting word to PDF format. SW swatson1984 asked on October 4, 2011 Im looking for a way (or program) to convert word documents (word 2003) to PDF files/format. Does microsoft sell any programs that can be installed and allows this Thank you!! Incorrect formatting causes many problems in translation, including: Excessive tags. Have you ever received a Word document that contains dozens of font styles and sizes, and then been asked to make it consistent? The Formatting in use setting shows only the formatting that is currently applied in your document. Let's say that you receive. You can open a PDF in Microsoft Word 2013/2016 or via Word Online (you need a free Microsoft account to use the online Word and upload the file to your OneDrive). The fonts will be intact, but formatting will be a bit off depending on the complexity of the document. But this goes for all pdf. This article describes how to remove manual character and style formatting. Note There is a documentation error in Chapter 6. Word for Windows The ResetPara command (CTRL+Q) does not remove formatting. Instead, this command adds direct formatting. Why does formatting sometimes get messed up when you cut and paste text? And what is that thing that appears at the end of the last sentence every time you paste–like a fly returning to honey. That thing–the Paste Options button–is your friend, a worker bee and not a fly whose only job is to. When it’s time to share important documents created in Microsoft Word, Excel, Outlook, or PowerPoint, save them as high-quality PDFs that are easy to protect and look. Share PDFs that display fonts of the highest quality and that contain precise formatting. Taming unruly formatting in your Word documents. Applies to. Microsoft Office Word 2. Microsoft Word 2. Have you ever received a Word document that contains dozens of font styles and sizes, and then been asked to make it consistent? Or you've put together a long document from smaller documents that other people have worked on? Or just accidentally wound up with too many different formats in the same document? If your document is suffering from the . You can keep unruly formatting from creeping into your document as you copy and paste text from other documents that are formatted differently. If your document already contains unruly formatting, the other strategies in this article may help you fix it. Controlling how text is pasted. If the text is formatted differently in documents or other resources that you are pasting from, the key is to control how text is formatted when you paste it. The Paste Options button in Word enables you to format pasted text like the text that's already in your document, so that you keep the formatting in your document consistent. The Paste Options button appears just below your pasted selection after you paste the text. When you click the button, you see a list of options for pasting information into your document. Formatting Text - 1 of 44 Formatting Text in Microsoft Word Page Setup 2 Centering Text 3 Line Spacing 4 Paragraph Spacing 4 Indenting a Paragraph’s First Line 5 Hanging Indentation 5 Indenting an Entire Paragraph 7 Selecting a Font 9 Font Size 12 Font.![]() The available options depend on the type of content you are pasting, the program you are pasting from, and the format of the text where you are pasting. For example, if you are pasting list items near a list, you can decide whether the pasted text is included in the list or is pasted as a new list. If you are pasting into a paragraph, you can decide whether the text keeps its original formatting or is formatted like the surrounding text. If you are pasting data from Microsoft Excel, you can specify whether you want to link the data and how you want to format the data. ![]() ![]() Viewing and changing formatting and styles. The next strategy is to view and adjust your document's formatting in the Styles and Formatting task pane. From the task pane, you can see what formatting is applied throughout your document, select text with the same style or formatting, and reapply formatting you've used elsewhere in the document for a more consistent look. As you click the text throughout your document, its formatting description appears in the task pane. You can show different types of formatting in the task pane. Two settings are the most helpful for cleaning up your document, and you can adjust these settings by using the Show box . The Available formatting setting allows you to view the formatting available in the document. It includes formatting that is applied in your document, styles you've created, and some common headings. The Formatting in use setting shows only the formatting that is currently applied in your document. Let's say that you receive a document that contains a mismatch of paragraph formatting. As you click through your document, you see that eight paragraphs are formatted as 1. Arial, five paragraphs are formatted as 1. Times New Roman, and two paragraphs are formatted as 1. Verdana. You'd like to format all paragraphs as 1. Arial, which is the default, or Normal style, for your document. Unfortunately, your paragraphs are scattered throughout your document, so you're concerned that it would be time- consuming to identify which paragraphs contain what formatting. By using the Styles and Formatting task pane, you can easily select text that contains the same formatting. For example, with just a click, you can select all the text that's formatted as 1. Times New Roman, and then with another click, you can apply your default 1. Arial style. As you identify formatting that you don't want to keep and then apply your default Arial style, you'll notice that your document is looking more consistent, and fewer formatting descriptions are listed in the task pane. Reviewing formatting details. As you work with your document, you may want details about the formatting that's applied. While you can point to a formatting description in the Styles and Formatting task pane to see a description, you can review even more details by using the Reveal Formatting task pane. The pane shows many details about your text, such as the font, paragraph and line spacing, styles, and language. You can expand or collapse these details as needed to focus on the specific details you want to view. While viewing the details, you can do any of the following: To change any formatting properties, click the text with a blue underline, and then change any options you want in the dialog box that appears. To determine the formatting source, such as whether the formatting comes from a style, select the Distinguish style source check box. To show formatting marks, such as paragraph marks and tabs, select the Show all formatting marks check box. To format a text selection like the text that surrounds it, select the text. In the Selected text box, click the arrow, and then click Apply Formatting of Surrounding Text. Comparing similar formatting. From the Reveal Formatting task pane, you can also compare paragraphs with similar formatting. Let's say you're working on a legal contract, and the text in one paragraph looks almost, but not quite, the same as text in another paragraph. Instead of scanning the details about both paragraphs to determine what's different, you can quickly compare the formatting of the two paragraphs. Compare the formatting of two text selections. Select the first instance of formatting you want to compare. In the Reveal Formatting task pane, an example of your formatting appears under Selected text. Select the Compare to another selection check box. Select the second instance of formatting to compare. An example of that formatting appears in the second box under Selected text. Under Formatting differences, any differences between the two selections are described. When the two selections are exactly the same, No formatting differences appears instead of the description. To format the second selection so that it matches the first selection, click the arrow next to the second box under Selected text, and then click Apply Formatting of Original Selection. Note: Word 2. 00. Troubleshooting PDF- creation issues in Word with Acrobat 9. This tutorial shows you how to work with the Create PDFs features in Acrobat 9. See what the all- new Acrobat DC can do for you. Download a free trial of the new Acrobat. Learn how to use Acrobat 9 to produce predictable output when you convert Word to PDF. In this tutorial, learn how to use Acrobat 9 to produce predictable output when you convert Word to PDF. This article describes important issues and includes tricks you can try from that presentation. The list isn’t exhaustive, but may help pinpoint issues you're experiencing with your files. Microsoft Word serves as the source program for more PDF files than any other software. In general, problems with PDF creation from Word stem from these sources: PDFMaker choices. Bookmarks. Links and hyperlink settings. Document structure. PDFMaker issues. Although it seems simple to click the button, the PDFMaker macro is a complex structure, and is interconnected in your system in various ways. In Microsoft Word (Windows), for example, you'll find the Adobe Acrobat menu, configuration settings and toolbar, depending on the version of Word you're using. Whether you're working from Word, generating a file via Distiller or converting a file to PDF from within Acrobat 9, the same set of . The . joboptions files contain the conversion details and settings such as fonts, images and so on. In individual programs, like Word, the PDFMaker uses those same settings files along with offering program- specific choices. Let's look at some of the Word PDFMaker choices that can trip you up on the Settings and Bookmarks tabs. In Word 2. 00. 7, click Preferences on the Acrobat ribbon; in Word 2. Adobe PDF > Change Conversion Settings to open the Acrobat PDFMaker dialog box. General Settings. The Settings tab shows by default when you open the dialog box (Figure 1). Figure 1: Pick general settings first. The two items checked in the figure can cause PDF- creation issues: If you don't have a powerful system, don't select the option to open the PDF file automatically. As your system processes the Word document, it also tries to launch Acrobat 9, which can cause a system slowdown or even freeze. If you want to see the file immediately, open Acrobat 9 before starting the conversion. Don't convert the document information. Sometimes the problem lies in the structure of the file itself. Separating the content from the structure may allow for a complete PDF file. Bookmark logic. Bookmarks are extremely useful navigational tools, but they can be as frustrating as they are useful. First, make sure you've selected the Create Bookmarks check box on the Settings tab of the Acrobat PDFMaker dialog box. Watch the options you choose on the Bookmarks tab of the PDFMaker dialog box. If you've planned, you know which items on the document you want to use for bookmarks. Often you'll have default Word headings that you can use. You might also have custom styles with assigned heading levels, like the example shown in Figure 2. When a subset of one of the Bookmark options choices is active, you'll see the check box show a green background, rather than a solid check mark. Figure 2: Select the elements to use for bookmarks. Click the individual Bookmark boxes in the list to select and deselect elements. After conversion, you'll have a logical and useful list of bookmarks for navigating the document (Figure 3). Figure 3: A useful set of bookmarks. You can simulate the appearance of the Bookmark list using the Outline view in Word. As you see here, showing Level 3 elements in the Outlining ribbon yields the same list of headings as in the finished bookmarking example. Figure 4: Preview bookmarks in the Outline view. Linking success. Links and hyperlinks can be difficult to process, whether added to document content or as a table of contents. Here are a couple tips to consider when troubleshooting your document links: On the Acrobat PDFMaker Settings tab, select the options to add links and tag the file. Adding links is straightforward; tagging the file adds a structure that makes it simpler for Acrobat to understand and interpret when producing your document. On the Bookmarks tab of the PDFMaker, deselect the Convert Word Bookmarks option if selected. Word bookmarks are features in a long document structure, such as indexing, and the Hyperlink field information can interfere with your PDF output. Build a Table of Contents. If you've had problems making your hyperlinked table of contents work properly in Acrobat, go back to the source and either replace or check the Table of Contents manually. From the References ribbon, click Table of Contents > Insert Table of Contents to open the dialog box (Figure 5). Make your choices, and be sure the Use Hyperlinks Instead of Page Numbers check box has been selected. Figure 5: Check the hyperlink settings. In the resulting Table of Contents, you can see how different the same item is addressed in the field code (Figure 6). The sample at the top simply identifies the page where the corresponding title is located, while the bottom table of contents identifies a page reference. Figure 6: Use a hyperlink for identifying a location. Tips for handling the document. Here are a few quick ways to fundamentally change the content of your Word document by manipulating its content or the code associated with it. Repairing the structure of the Word document or overwriting an erroneous file component may be all that's standing in the way of a properly exported PDF file. Rename the file: Resaving the file with another name overwrites data stored with interim saves that may be the source of the conversion problem. Move the content: Select the entire document - - except for the final . Word stores much of the file's data at the end of the document. Moving all the content to a new file retains your content, but places it within a new file structure. Rename your template: Normal. Just like renaming a document file, renaming the template can overwrite any structural issues. Note: In Office 2. Normal. dotm if you use the macro- enabled document template format. Save the file as XML: Saving the Word file as XML restructures the file. Then, resave the XML file as a Word document again. The Export > Resaveprocess reconstitutes the Word document with a new structure. Some general fixes to try. You've tried all the tricks, and your file still doesn't look as you want. Well, there are a few general system issues you can check out that don't take much time or require a computer- science degree to accomplish. Repair your Acrobat installation. Any time your program is misbehaving, consider repairing the installation. It’s quick, and takes care of quirky issues. Choose Help > Repair Acrobat Installation and let your system review and repair any issues in the program installation. Delete Acrobat temporary files. You may find your program slows down when there are too many . You can make the deletions in Windows via the Start > Run dialog box. Rather than using a DOS command using the del acr*. Check the log files. The Distiller log files capture problems and store them in a file on your system. Each file that throws an error records the information in the messages. Figure 7). Figure 7: An annotated error message example. Tip: Look for the messages. Documents and Settings / . On Mac, you can pinpoint issues in the Console utility. Open the Console, and click Show Log List. Scan the list in the left column and click your conversion or file issue. The report, shown in the right column, isn't for the faint of heart, but can help you identify problems (Figure 8). Figure 8: Track down errors in the Console.
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