How to Create PDF Files without Adobe

When dealing with other companies electronically, you will want to keep the integrity of your files. One solution is using a type of file called a PDF file. These files end with .pdf extension. PDF file are used by businesses to send important documents like contracts and proposals to other businesses. This type of file is used because it is more difficult to edit the document. PDF files are also use on web pages as they can be viewed in your Internet browser when you use a PDF viewer like the one provide by Adobe for free. Also, people do not use the same word processor so this means that they will not be able to open your document if they do not have the same program as you. With PDF file, anybody can view them by getting a free viewer from the Internet.

One way to create a PDF file is to use the Adobe suite of software. These programs can be costly and I will provide a way to create a PDF file by using some capabilities on your computer and some free software which can be found on the Internet.

This method has a two step process to create the PDF file. You must first create a postscript file of your document. A postscript file is just your document being printed to a file on your hard drive instead to your printer. These files usually have an extension of .ps.

You will have to set up your computer to create this file.

Here are the steps to create the file:

1. You must create a new printer association for your computer. You accomplish this by going to Control Panel icon in the Start menu.

Once the dialog is opened, click on the Printer and Faxes icon.

Click on Add a printer and click the Next button.

Make sure that only Local printer attached to this computer is selected and click the Next button.

Make sure that Use the following port: is selected and choose FILE: (Print to file) in the drop down box.
Once all this is accomplished, click the Next button.

I prefer to Tektronix Phaser 300i as the printer driver that I utilized.
Select the driver that you want (driver that end with PS are usually only used to created postscript files).
After selecting which driver that you want, click the Next button.

You can use the Printer name provided by Windows or create your own. I also suggest that you select No for Do you want to use this printer as the default printer?
When you are ready; click the Next button.

Choose Do not share this printer and click the Next button.

Select No for Do you want to print a test page? Click the Next button.

Finally, click the Finish button to create your new printer icon on your computer.

If you now look in your Printer and Faxes dialog, you should see the new icon of the printer.

2.After you have finished editing your document, you must now create the postscript file.
In MS Word, choose the menu option File->Print….

In the dialog that appears at the top, make sure that the printer selected is the new one you created in the preceding step. If it is not, select the printer from the drop down box.

When you have selected the printer, press the OK button on the bottom and provide a location on the hard drive and name for the postscript file.

The program will now create the postscript file at the specified location.

Now that you have your postscript file, you must convert it to PDF format. This is done by getting two files from the Internet called Ghostscript and GSview.

Here are the steps to convert your postscript file:

1. Download gsvXXw32.exe (for GSView) where XX is the version number. I located the file here: http://www.cs.wisc.edu/~ghost/gsview/get48.htm.

2. Download gsXXXw32.exe (for Ghostscript ) where XXX is the version number. I located the file here: http://www.cs.wisc.edu/~ghost/doc/AFPL/new853.htm.

3. Install both programs in the order that you choose.

4. Open GSView and you will prompted to choose a version of Ghostscript.

Once you have installed the two programs, you are ready to create your PDF file.

1. Double click your .ps file which you have already created. GSView should open with your postscript file.

2. Click the following menu selection File->Convert.

3. In the Device: box, choose pdfwrite. Select the resolution that you want (Larger resolution means a larger file and better quality. You can test this to see which resolution that you prefer). Select the pages that you want to convert and click OK.

4. You will be prompted to name your file and you should use the .pdf extension (mydoc.pdf). Click Save and you are done.

This method is very economical and it makes sense to send PDF file when dealing with sensitive documents to make sure that people are not able to make changes after the fact. By doing this, you will look more professional and have an easy way to distribute your documents over the Internet.

Copyright 2006 Greg Doucet. All rights reserved.

Any suggestions or comments please write to Greg Doucet at greg.doucet@caromat.ca or visit us at www.caromat.ca [http://www.caromat.ca].

Greg Doucet is a consultant whose main purpose is helping businesses grow and expand while enjoying life. His philosophy is to provide value first, help people in their endeavors and have fun while doing his work.

He accepts consulting assignment that will contribute to business? profitability and realize their goal of running a successful business.

He has a Computer Science degree which is complimented by a MBA. He is also a member of Toastmaster and Junior Chamber International where he enjoys meeting new people. He is always ready to provide excellent advice to people that are ready to put in the effort to improve their business and personal lives.

How To Create An Organized Filing System

Introduction
The test of a good filing system is being able to find something when you need it, regardless of how you choose to organize it. However, there are two basic approaches to setting up a filing system:
· Establish categories for like items by subject (e.g., Hobbies)
· Establish an index based system with files identified numerically by item (e.g., File 1=Document 1)
You can choose the method that makes the most intuitive sense to you. People who have trouble categorizing may feel more comfortable with the indexing approach. Regardless of which type of system you choose, if you feel overwhelmed about where to start, pick a group of papers in any pile. It does not matter where you start.....you just need to start with a manageable subset of paper.
Active files are those which you must access regularly. Historic files are those that it is unlikely you will need to access, but which you must keep for record retention purposes (i.e., tax files). Your inactive files should not be kept in your active file space, if file cabinet space is limited. These files can be stored in boxes in an out of the way location (since you should not be accessing these files regularly). To create your active files, follow the steps outlined below.
Organizing By Category
Step 1 Sort & Discard
Review your papers and discard any papers you no longer need to keep. If you feel unsure about discarding an item, in order to make the decision easier, ask yourself what's the worst thing that could happen if you throw it away? It helps to put things in perspective.
When you decide to keep a paper, sort the paper into various categories/piles. Use post-it notes to label the top page of each pile until a permanent file location/category name is established later.
Use categories that are broad for sorting. For example, if you have lots of information on various leisure interests, you can create a hanging file called "Leisure" (vs. creating a hanging file for every type of leisure topic in your papers).
If you have a major hobby such as photography, for which you collect a lot of information, create a separate hanging folder named "Photography". This makes more sense (so that the "leisure" file won't become too unwieldy).
You can create multiple interior file folders that reside within the hanging file folder, each labeled with the category sub-topic. This makes it easier to search by sub-topic. For example, within the "Leisure" hanging file category you might have file folders for the sub-categories of Art, Music & Reading.
Step 2: Determine Quantity Files Needed
Once you are finished sorting, count and double check the number of "piles" you have to keep. The number of piles equals the number of hanging file folders you will need for your active files. You should buy a minimum of the same number of interior file folders to insert inside the hanging file folders (more if you will have some categories with multiple sub-topics).
Step 3: Identifying/Labeling the Files
Create a set of hanging file folders and associated interior file folder(s) for each pile and its sub-categories.
In order to maintain the transition from active to historic status at the end of each year, the interior files should be labeled by subject and current year (e.g., Life Insurance 2004). This dating approach is best for those categories that involve monthly statements or bills.
For your hanging folders that do contain dated material, it is best to keep static papers that don't change from year to year in front of the interior folders (e.g., the life insurance policy versus the quarterly invoices). This will make it easy to transition files from active to historical status at year end.
Step 4: Estimate file cabinet size
Once you put the appropriate papers in the files, you can get a sense of how many file cabinet drawers you will need. Using a single "Bankers Box" (heavy corrugated storage box) to stand the files up to measure the inches in depth needed is very helpful. These boxes are available at office supply stores, and also will serve later for inactive storage purposes).
The total number of depth inches you have equates to the number of file
drawers you will need in the file cabinet. Be sure to measure the depth of any file cabinet drawers you may be thinking of buying to ensure you'll have enough space (allowing at least 4 inches in each drawer's clearance for sliding & viewing files.
Maintaining the System Annually
At the end of the year, transfer the past year's interior files to inactive storage. Keep the same hanging file folder in place, and create a new set of interior file folders labeled with the New Year. Keep the "static materials inside the hanging file folders from the past year.
Suggested Category Headings

Automobile
Children
Computer
Credit Cards:


Mastercard
Visa
Am Ex
Discover

Education

Employer

Frequent Flyer Program

Fitness

Hobbies

Holidays

Life Insurance

Renter's or Home Insurance

Business insurance

Medical Insurance

Dental Insurance

Disability Insurance

Long Term Care Insurance

Mortgage

Retail

Services

Legal

Finances
Stocks
Bonds
401K

Subscriptions

Taxes

Travel

Utilities

Warranties
Index Based Organizing
Step 1: Discard & Pile
Review your papers and discard any papers you no longer need to keep. For the papers you need to keep, sort your papers into a single pile (no need to categorize).
Step 2: Create the File Index
For each one of these papers or related group of papers (if that relationship is very obvious to you), you will create a numerical file. You will then record File #1's contents in an excel log (or other computerized tool) that describes the contents of the file. For example, if I have a utility bill from March 2004, you would make the description "March 2004 Utility Bill". This file description will get assigned a random file number in a pre-identified location (i.e., File #1 in the office filing cabinet). Should you ever need to find this bill again, you would do an Edit/Find search in Excel and enter "March 2004 utility" to find it. The advantage of this approach is it does not rely on categorizing. When your May 2004 bill arrives, you can assign a totally unrelated file # to it.
You can create & record these indexes with Excel or Access by using their search capabilities. There is also a software program called "The Paper Tiger" from The Hemphill Productivity Institute that is designed for this purpose, and it adds some nice bells and whistles (like tracking files that have been pulled out but not put back). There is a free trial offer and tele-class if you are interested (information can be found at their website http://www.thepapertiger.com/.).
The major disadvantage of the indexing approach is that you must maintain many more files in your storage unit, as well as the data base to track them.
Other Filing Tips
· You should have "action" folders for bills to pay, things to do and pending matters. This serves as a holding place for things you have not had time to get to that week, but that still require action on your part. It is also helpful to have a calendar file to keep things needed for events already recorded in your calendar (e.g., directions to event, handouts, etc.)
· You can use color coded folders to visually identify subject categories
· You can alphabetize your file folders by hanging folder tab name, but if you use staggered file tabs, you'll have to redo the order every time you add or delete a subject.
· Pendaflex, a leading manufacturer recommends that files should be no more than ¾" thick. If you need a file with a greater thickness, you can use the "box bottom" hanging folders.
Copyright 2004 - The Organizing Wiz







As The Organizing Wiz, Ilene Drexler works with residential clients in New York City who want to get organized in their home or home offices. She is a member of the industry's leading resources for professional organizing:
? National Association of Professional Organizers
? National Study Group on Chronic Disorganization (NSGCD)
Ilene honed her organizing skills during 20 years working in corporate operations management for various Fortune 500 companies including Disney, Scholastic, Accenture, Random House and McGraw-Hill. Her work there was focused on redesigning & streamlining operational processes, as well as helping project teams to be more organized.
Ilene earned a certificate of study in Chronic Disorganization from the NSGCD, and has a B.S. in Business Administration. Her ?How To? organizing articles have been published by
My Organized life.com Online Organizing.com Professional Organizers Webring Article City.com GO Articles.com OnlyHer.net