If you want to transfer files to other computer users and ensure that your work appears with the same layout in the recipient's computer as it did on your own computer, then the best option is to convert your work into what are known as Portable Document Files (known colloquially as PDF files). The PDF file format was pioneered by Adobe Systems of Seattle, USA and is well proven technology.

The advantage of using the PDF system to present your work is that since other computer users do not necessarily have the appropriate software to view the material that you have created, you are giving it to them in an easily read form. This is possible, because as distinct from the software used to actually create PDF files, the software required to read PDF files (Acrobat Reader) is free and widely installed on computers.

Under normal circumstances, PDF files cannot be altered. In some disciplines, this offers serious advantages. It is possible to avoid the problem of clients taking your 'live' data (.DOC or .DWG files for example), altering the data and then sending it back to you for additional work with the attendant risk of compromising version control.

When a PDF file is produced, the reproduction of your work is faithfull and PDF files will appear exactly the same whatever computer your recipient uses.

Example 1: a PDF file made from a document originally formatted in (say) Microsoft Word will look exactly the same on someone else's machine as it did on yours. This is true even if graphics are embedded in the original file.

Example 2: Distribution of your work via PDF files is especially useful where you have used specialist CAD software like IntelliCAD or AutoCAD to create drawings because the recipient is unlikely to have a copy of such expensive software.

PDF is used in web sites

PDF is frequently used in web sites to contain important company documents (sales brochures, statements of capability etc.) as a 'print-friendly' format which can be made widely available from the Web.

How does the recipient view PDF files?

As mentioned above, PDF files must be viewed using Acrobat Reader  which is available free from Adobe Inc.  using the link below:

http://www.adobe.com/prodindex/acrobat/main.html

 

On web pages, you will often see the following icon used to help users get to the URL listed above.

In summary

PDF is:

• Widely used

• A compressed format

• Viewable on any computer - formatted as it was when it left the author

• Able to include any text, tables or graphics as a single file

• Can contain thumbnail images

• Is searchable and easily navigable

• Printable