Convenient PDF file creation
Despite their popularity, traditional methods of creating PDF files also come with some challenges. By exploring alternative methods, such as converting files to PDFs, dedicated PDF tools can overcome traditional challenges and provide their users with a smooth document creation experience.
Users can now create a PDF file using several convenient methods:
- PDF files can be created from images, DWG/DXF files, scanned files and MS Office files.
- You can set PDF generation in any transition of our workflow, but usually this happens when the documentation is approved and a new revision is assigned. You can also invoke file generation from the context menu – by right-clicking on the file and selecting the appropriate command.
- Automatically generated files are stored in designated folders, e.g. in the folders to which you have granted production employees access.
- When a new revision is applied, another version of the PDF file is created with the information that the drawing is being edited.
In which programs can you create a PDF file?
You can create PDF files using many paid and free programs. Here are some popular programs that you can use to create PDF files:
- Adobe Acrobat: This is one of the most popular programs for creating and editing PDF files. It is available for Windows and macOS platforms, but it is paid.
- SwifDoo PDF for Windows: It is a program that, as its name suggests, is designed to quickly create and convert PDF files. The tool also easily handles other output formats: PNG, DWG, HTML, EPUB, with different bitrates and others.
- Microsoft Word: You can create a document in Word and save it as a PDF file, which is a good option for users who already have the Microsoft Office suite.
- Microsoft Excel: Like Word, Excel also lets you export spreadsheets to PDF format. This is a useful feature for sharing reports and numerical data.
- LibreOffice Writer: LibreOffice is a free office suite and the word processor Writer allows you to save documents as PDF files.
- Google Docs: This is a free online office suite. You can create documents in Google Docs and export them as a PDF file.
These are just a few examples of programs you can use to create PDF files. There are many more options available, both paid and free, that might meet your needs.
Don’t forget accessibility
By ensuring accessibility, we not only help people with various disabilities, but also make life easier for each of our readers. Just think of a situation where someone tries to read our document on the bus, during their lunch break, or at any other time when they cannot use a conventional computer.
By making the content accessible, everyone can use it regardless of circumstances.
Document structure
Make sure your PDF document has a clear and logical structure. Use appropriate headings (h1, h2, h3, etc.), paragraphs, and lists. This will make it easier for screen reader users to navigate through your content.
text
Avoid complicated technical language. Write clearly and understandably and use simpler terms. Also remember to create enough contrast between the color of the text and the background to make it easier to read.
Pictures and diagrams
If your document contains images, charts, or other graphics, make sure they have alternative descriptions (also called “alt text”) to help blind or visually impaired people better understand what the graphic shows.
Interactive elements
If your document contains interactive elements such as forms or buttons, make sure they can be controlled not only with the mouse but also with the keyboard. This is important for people who cannot use pointing devices.
Technical availability
Don’t forget the technical aspects. Share your document in a common format, preferably PDF, that works well with screen readers and other accessibility tools. Also make sure the file is properly configured for accessibility – for example, that headings, image descriptions, etc. are properly labeled.
Involve and test experts
Accessibility is a complex topic, so it’s worth getting experts to help you implement it. For example, you can ask blind or visually impaired people for valuable advice. It’s also worth testing your documents with different accessibility technologies, such as screen readers.
A final note
One of the main advantages of the Portable Document Format is the fact that such a file always presents its contents in the same way, regardless of the operating system on which it is opened. This is not without importance if we want to maintain certain fonts as well as the formatting of the document.
PDF files are definitely the standard that solves many problems that can arise when using TXT or DOC files. Even if you follow some of the best practices for creating PDFs, it is important to check your documents for accessibility issues and fix any problems found.
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