Better file sharing with PDF’s

Portable Document Format, or PDF’s as we generally refer to them, are a great way to share files and be sure that formatting will be maintained. Users can view, download and print your PDF’s and you know that they will see your files as you intended them to appear. This is because each PDF file encapsulates a complete description of a fixed-layout flat document, including the text, fonts, graphics, and other information needed to display it. It is independent of application software, hardware and operating systems.

PDF facts

  • PDF was developed in the early 1990s as a way to share documents, including text formatting and inline images, among computer users of different platforms who may not have access to mutually-compatible application software.
  • PDF files are easy to create from image files such as AI, JPG, PSD, text files from Word Documents and Excel spreadsheets and presentations created in programs such as PowerPoint.
  • Anyone can view a PDF as there are many free readers available including Adobe Reader.
  • You can decrease the file size of a PDF without loss of quality to that files can be emailed or available on your website as downloads


Converting PDF files

There are several online converts for PDF’s



This website is a great tool as it has no limit on your file size or the number of files you can compress. Simply upload your PDF, wait for it to be compressed then download your reduced PDF file. It is generally only takes a minute or two depending on your file size and connection speed. This free online tool will also convert JPG, Word, PowerPoint and Excel to PDF.

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This is another free tool that converts files that are up to 100MB. It’s simple four step process requires you to select your file, choose the format you want to convert it to, enter an email address to send a download link to then click convert.

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This is a free file conversion for files up to 300MB. It works the same as Upload your file, choose the format you want to convert it to, enter an email address to send a download link to then click convert. It has a limited range of file types that it converts and it doesn’t resize PDF’s

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This online tool gives you flexibility to alter the settings of your pdf file compression but is limited to a 5MB upload. This website also has options to convert documents and resize PDF to alternative page sizes

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Viewing a PDF

To make sure your PDF opens at a particular view in Adobe, check a few settings before saving your file.

  1. Open your file in Adobe Acrobat Standard or Professional.
  2. Select FILE from the top tool bar then click on PROPERTIES.
  3. A DOCUMENT PROPERTIES window will pop up on your screen. Click on the INITIAL VIEW tab and select the required setting for Page Layout and Magnification. You can also specify which Navigation tabs open on the left side of the screen, if you want the window to be centred on the screen and if the file is to open in full screen mode.
  4. Click OK
  5. Save the PDF
  6. Next time you open this file, it will open with the setting you entered


Set your Adobe preferences to make sure that PDF’s on your computer open the way you want them to every time (except when the author has set the preferences in the Document Properties as outlines above)

  1. In Adobe Acrobat,select ACROBAT then PREFERENCES (Mac) or EDIT and PREFERENCES (Windows)
  2. In the preferences window, select the PAGE DISPLAY from the options in the left hand menu and then set the PAGE LAYOUT and ZOOM settings as you want them.


 Have you got any great PDF tips or advice? Share  in the comments below.


Caroline Siassios

About Caroline Siassios

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