C

01
Creation – Contents

Table of Contents . . . . . . . . . . . . . . . . . . . . . C01 Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . C17

About the Author . . . . . . . . . . . . . . . . . . . . . C02 Job Options . . . . . . . . . . . . . . . . . . . . . . . . . . C18
Editorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C03 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C19
Why PDF? . . . . . . . . . . . . . . . . . . . . . . . . . . . . C04 Compression . . . . . . . . . . . . . . . . . . . . . . . . . C20
Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . C05 Downsampling . . . . . . . . . . . . . . . . . . . . . . . C21
How to generate a PDF File . . . . . . . . . . . . . C06 Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C22
Correct Layout Files . . . . . . . . . . . . . . . . . . . C07 Font Substitution . . . . . . . . . . . . . . . . . . . . . C23
PDFWriter or Distiller? . . . . . . . . . . . . . . . . . C08 Font Folders . . . . . . . . . . . . . . . . . . . . . . . . . . C24
“Acrobat Distiller“ PPD . . . . . . . . . . . . . . . . C09 Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C25
Mac Printer Drivers . . . . . . . . . . . . . . . . . . . . C10 Advanced Menu . . . . . . . . . . . . . . . . . . . . . . C26
Windows Printer Drivers . . . . . . . . . . . . . . . C11 Watched Folders . . . . . . . . . . . . . . . . . . . . . . C27
PS Resolution . . . . . . . . . . . . . . . . . . . . . . . . . C12 Golden Rules . . . . . . . . . . . . . . . . . . . . . . . . . C28
Quark XPress 4.0 . . . . . . . . . . . . . . . . . . . . . . C13 Instruction for use . . . . . . . . . . . . . . . . . . . . C29
PageMaker . . . . . . . . . . . . . . . . . . . . . . . . . . C14 Imprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . US2
Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . C15 Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . US3
Use of OPI Images . . . . . . . . . . . . . . . . . . . . . C16 Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . US4

digital
PDF-Workflow / Creation
 The author, Stephan Jaeggi, is a well- heard about PDF and »Carousel« (the Arts Companies (now VISCOM), a posi-
known PDF expert in Europe. He has al- code name for »Acrobat«) at the Seybold tion that enabled him to assist the 1200
ready introduced thousands of profes- conference. member companies with the introduc-
sionals to the secrets of PDF in over one Shortly after, he set up his own busi- tion of PostScript and DTP technologies.
hundred seminars and numerous lectures. ness and founded the company PrePress-
Consulting, based in Binningen near Basel
C in Switzerland. During its early years, the
02
About the Author company offered a wide range of con-
sultancy and support services for prepress
He also receives regular invitations to the companies and printshops. Since 1996,
Seybold conferences in the USA to speak PrePress-Consulting has been concen-
on the subject of PDF. Stephan Jaeggi is trating exclusively on PDF.
co-author of the white paper »PDF for After leaving college in 1978, Stephan
prepress« presented in New York in March Jaeggi did a practical course in a print-
1998. shop and went on to study at the Swiss
This white paper and a great deal more School of Engineering for Printing and
information about PDF can be found on Packaging. He graduated with an
Stephan Jaeggi's web server (Internet HTL/ESIG qualification in print engi-
address as below). neering.
The German-language newsletter He then worked as a systems manag-
»PDF-Aktuell« is also published on this er in a large print shop, where he was
server, and provides a summary of the lat- responsible for the evaluation, installa-
est news on PDF. Everybody can subscribe tion and operation of a large mainframe
to this newsletter free of charge at typesetting system (using HELL Digiset
www.prepress.ch/pdf-aktuell.html. imagesetters).
Our author has been working on PDF He was then appointed Secretary for
technology since 1991, when he first IT at the Swiss Association of Graphic

Stephan Jaeggi has been

an enthusiastic advocate
of PDF technology for
Further information on PDF and the »PDF-Aktuell« some years. He is also
well-known as an
newsletter is available at http://www.prepress.ch informed critic of vendors.
 To coincide with the introduction of their address). The digital versions contain a Particular thanks go to my friend,
new PDF workflow system »Prinergy« number of hypertext links that lead to Bernd Zipper, who has provided great
Heidelberg and Creo have asked me to related topics in the other brochures. support to me on this project.
write on the subject of PDF workflows in Each page deals with a separate topic, I hope you will enjoy reading these
the printing industry for their new range making it easy for the user to read indi- brochures, and that PDF will be a success
vidual pages and locate a particular topic for you.
C at any time.
03
Editorial My aim in writing these brochures was
to provide practical guidance for the use
of specialist material, »vision+work«. of PDF in the print production process. Binningen, Switzerland
The result is a series of four brochures The brochures are not intended to replace August 1999
directed at different target groups: technical manuals, but rather to explain
• Basics: An introduction to PDF tech- the concept of PDF technology, share my
nology – intended for all readers. practical experience, and give tips to the
• Management: Economic and organi- reader.
zational aspects of PDF – for managers. These publications describe the manual
• Creation: The creation of PDF docu- PDF workflow using »Adobe Acrobat« Stephan Jaeggi
ments – for data suppliers (advertis- and standard plug-ins. They also describe
ing agencies, graphic artists, cus- the new potential offered by automatic
tomers). PDF workflow systems such as »Prinergy«.
• Production: Processing and outputting I would like to thank Heidelberg and
PDF files – for prepress technicians. Creo for giving me the opportunity to
publish these brochures.
The »Basics« brochure is available in For a long time, I have wanted to take
printed form. All four publications are the knowledge that I share in my semi-
available in digital form on CD-ROM and nars and lectures and write it down to
on the Internet (see below for Internet make it available to a broader audience.

All four brochures can be downloaded as PDF documents

from the Internet at http://www.visionwork.net
 These days, most print originals are pas-
sed on to prepress service providers and
printshops in the form of files from lay-
out applications (e.g. »QuarkXPress«,
»Adobe PageMaker«), graphics programs

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04
Why PDF?
(e.g. »Adobe Illustrator«, »Macromedia
FreeHand«, »Corel Draw«) or even word
processing applications (such as »Micro-
soft Word«).
This is often a risky business. Problems ginally developed for office communica- exchange between different companies
can include missing illustrations or fonts tions – now incorporates all the infor- in prepress production a simple and reli-
and incompatibility between different mation required for high-quality imaging. able process [Basics B07].
program versions [Management M05]. Nowadays, PDF files are usually crea- The page creator as well as the pre-
Some users choose to transfer PostScript ted with the »Adobe Acrobat« software press operator can benefit from PDF. As
files, but this is also not problem-free. package. The »Distiller« is used to con- film has done in the past, PDF now defi-
PostScript data can contain device-speci- vert PostScript print files into PDF files nes a clear interface between creation
fic commands that make output impos- [Creation C17] that can then be pro- and production.
sible. Moreover, PostScript files are usu- cessed using the »Acrobat« program
ally very large and thus difficult to [Production P12]. There is also the free
transfer. »Acrobat Reader« that allows PDF docu-
The »Portable Document Format« (PDF) ments to be viewed and printed on four-
provides an alternative. From Version 1.3 teen different computer platforms. The
onwards, this data format – that was ori- features of PDF format make data

Page creators and prepress operators

can benefit from PDF.
 The pages are created as usual using any The most reliable method – that works setter. After a preflight check [Production
layout, graphics or word processing appli- with all programs capable of outputting P10], the pages are trapped if necessary
cation. A PDF file is then generated. PostScript – is to use »Acrobat Distiller« and then imposed into signatures.
There are several ways of doing this. to convert the PostScript data into PDF [Production P22]
documents. This method is described in These steps can either be performed
detail in this brochure. manually using individual programs, or
C It is inadvisable to use »PDFWriter«, using a PDF workflow system such as
05
Workflow since the results after subsequent ima- »Prinergy« from Heidelberg and Creo
ging are usually unsatisfactory. [Basics B14] to automate production.
Some programs have a direct PDF [Creation C08]
export function, but not all are based on Once generated, the PDF document is
the Adobe »PDF Library«, and they do checked visually and then sent to the
not always generate PDF Version 1.3. printshop. There, the PDF data is prepared
[Production P04] for output on a imagesetter or plate-

Instead of the application

files used in the past, part-
ners in the PDF workflow
PDF is the ideal interface between page now exchange PDF files.
This is faster and more
creation and the printshop. reliable.
 The most commonly used method of up with the correct PPD file (2). Next, the bat« program (5). The PDF document is
generating a PDF file today is using Dis- pages are “printed“ to a PostScript file now ready to be passed on to a prepress
tiller. [Creation C17] (3). The PostScript file is then converted company or a printshop (6).
First, the pages are created in any appli- into a PDF file using »Acrobat Distiller« The data volume can be greatly com-
cation (1). Then the printer driver is set (4), and finally checked using the »Acro- pressed in Distiller [Management M13],
which means that it is normally possible
C to transfer the file via ISDN or over the
06
How to generate a PDF File Internet.

PS

Create pages in Configure Post- Generate Post- Convert into Checking PDF Pass on
any layout or Script printer Script file with PDF file using file in Acrobat PDF file
graphic applica- driver with the embedded fonts »Distiller« [Production P08]. [Management
tion “Acrobat Distil- [Creation C10]. [Creation C17]. M14].
ler“ PPD file

1 2 3 4 5 6
[Creation C07]. [Creation C09].

By performing these six

steps a PDF file can be cre-
It's easy to generate PDF documents
ated out of any application
when you know how. that supports PostScript.
 A correct layout file is an important factor behind a success-
ful PDF workflow. Although many errors that have commonly
occurred in the past can be avoided or eliminated with PDF, it
Check list
is not a miracle-worker. If the layout file has been created incor-
rectly or contains non-printable elements (e.g. hairlines), these ❏ Set correct paper size.

C ❏ Use PostScript Type 1 fonts if possible.

07
Correct Layout Files
❏ Avoid TrueType fonts.
errors will be transferred to the PDF file (see check list). Preflight
programs can be used to ensure that the layout files are correct. ❏ No electronic font modifications (bold, italic,
shadowed, contoured, etc.).
PDF is a final-page format. This means in principle that the
pages should be complete. Although PDF files can still be edi- ❏ Scan images in correct resolution (take scaling
ted using Acrobat and various additional plug-ins if necessary, into account).
no further adjustments should be required when a PDF file is
❏ Crop images in an image editor.
passed on.
❏ Do not use hairlines.
By passing on PDF files, a clean distinction between creation
and production is established. It obligates everyone involved to ❏ Do not build frames using four lines, draw them
do their own work and frees them from doing other people's using the frame tool.
work.
❏ Tint areas: min. 5%, max. 95%.

❏ Delete unnecessary elements.

❏ Delete blank pages.

❏ If necessary, define page bleed.

Correct layout files are the

basis of a good PDF file.
 PDFWriter is a printer driver for Macintosh or Windows that
converts graphic information of the operating system (i.e.
»QuickDraw« on the Macintosh; »GDI« in Windows) into PDF.
Since these graphics models do not support PostScript, PS com-
mands cannot be converted. If an EPS (Encapsulated PostScript)

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08
PDFWriter or Distiller?
file is placed in a page and sent to PDFWriter, only the screen
preview (72 dpi bitmap ) is transferred to the PDF page. PDF-
Writer cannot access the PostScript information encapsulated
in the EPS file.
PDFWriter is therefore not suitable for the generation of
PDF files intended for subsequent imaging.
Nearly all desktop publishing applications have been deve-
loped for PostScript output, since it is only with PostScript that
optimum quality can be achieved.
The »Acrobat Distiller« uses a PostScript interpreter to con-
vert PostScript data into PDF [Production P06]. It is therefore
essential to choose the Distiller rather than PDFWriter.
Added to this is the fact that PDFWriter cannot be configu-
red as much as the Distiller. Moreover, PDFWriter 4.0 only gene-
rates PDF Version 1.2. It therefore does not support the new
features of PDF 1.3 [Production P04] that are important for
imaging.

PDFWriter is only suitable for the production

of simple office documents. PDF that is to be
PDFWriter is not recommended as a tool
used for imaging is best generated using the
for producing high-end PDF. Distiller.
 A printer description file (PPD = »PostScript Printer Descrip- ware and the Adobe printer drivers. It can also be found in the
tion«) defines the device-specific commands for an output de- folder “..\Acrobat 4.0\Distillr\Xtras\Adist4.ppd“ (Win) or “..:Acro-
vice. It includes information about the properties of an out- bat 4.0:Distiller:Xtras:Acrobat Distiller“ (Mac). This PPD file is
put device (e.g. resolution, screen frequencies, colors, paper device-independent and allows optimum control of the Distil-
formats) and the PostScript commands for device control (e.g. ler. Device-dependent information should not be stored in
the PDF file to ensure that it retains its flexibility of output.
C Device-specific parameters are either added during printing
09
“Acrobat Distiller“ PPD from Acrobat by selecting the relevant PPD file, or are inser-
ted in a PDF workflow system.
cutting command for imagesetters, choice of paper cassette If a pre-separated PDF file is required, then an imaging PPD
for color copiers). file for PostScript output from the layout program should be
Because the PostScript interpreter in Distiller cannot under- used.
stand these device-specific commands, a special “Acrobat Dis-
tiller“ PPD file must be used for generating PostScript. This is
automatically installed on the system with the Acrobat soft-

Distiller Printer
PPD PPD

Layout Printer PostScript Acrobat PDF Acrobat Printer Output

application driver file Distiller file driver device

PPD files play an important role twice in the lifetime of a PDF file. The “Acrobat Distiller“ PPD file is
used to generate the PostScript file for the Distiller, and the PPD file for the output device is used for
printing from Acrobat. The PDF file remains free of device-specific information, and can therefore be
output on any device.
 At the moment, the »Apple LaserWriter« or »Adobe-
PostScript« printer drivers are best suited for PostScript gene-
ration on the Macintosh. An Adobe printer driver now comes
bundled with the Acrobat software.

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10
Mac Printer Drivers
There are two important factors for the Distiller when gene-
rating PostScript: allocation of the “Acrobat Distiller“ PPD
and embedding of the fonts in the PostScript file.
The PPD file is either assigned in the “Chooser“ (in the Apple
menu) or in the AdobePS paper format using the »Virtual Print-
er« plug-in (see illustration above ). This plug-in comes bun-
dled with »AdobePS 8.6«. For »AdobePS 8.5.1« it has to be
downloaded from the Adobe web server [Internet link page].
The use of a virtual printer has the advantage that two PPDs
can be assigned to one printer driver: one for the real output
device (as defined in the Chooser) and one for the virtual print-
er (as defined in the paper format). The user can then simply
toggle between these two printers in the print menu. The vir-
tual printer always writes the PS data to a file.
The settings for the output file in the print menu are impor-
tant (see illustration below). It is essential that all the fonts be
embedded in the PostScript file. This ensures that the correct
fonts are available for the Distiller.

The Screenshot shows the allocation of the

“Acrobat Distiller“ PPD in the “AdobePS“
paper format for the virtual printer.
All fonts should always be
The illustration below shows the correct set-
embedded in the PostScript file. tings for the output file in the print menu.
 It is advisable to use the Adobe printer the printer (see illustration). The Post- already installed on the computer and
drivers for PostScript generation on the Script file can be stored in any folder (as the user only wants to add a new printer
Windows platform. These drivers are “*.ps“ or “*.prn“) and processed later with the “Acrobat Distiller“ PPD, this
easier to use and produce better quality using the Distiller. Another simple should be performed via the setup pro-
results than the Microsoft drivers. The method is to save the PS file directly in a gram of the »AdobePS« driver. Using the
“Add Printer“ function in the “Printer“
C control panel in Windows is not recom-
11
Windows Printer Drivers mended for this purpose.

latest Adobe drivers for Windows 95/98 folder monitored by the Distiller.
and NT can be found on the Adobe web [Creation C27]
site. [Internet link page] With the Adobe printer driver, it is pos-
Installation is simple. When asked for sible to define custom paper sizes so that
the PPD file, select the “Acrobat Distil- bleed and printer marks can be output,
ler“ PPD [Creation C09]. “FILE:“ should if required. If the Adobe printer driver is
be selected as the port.
The “PDF Port“ suggested is very con-
venient. After the PostScript file has been
entered, the »Acrobat Distiller« is auto-
matically launched and the PostScript file
is converted into a PDF document. Unfor-
tunately, this gives the user no control
over the Distiller options used. It is there-
fore better to perform this process in two
steps.
When printing from a program, the
“Acrobat Distiller“ is simply selected as
Generating a PostScript
file for Distiller in Win-
dows is simple. Select the
”Acrobat Distiller” printer
The Adobe printer drivers should always be used in the Print menu and
then enter the required
for PostScript generation in Windows.
file name.
 In principal, the resolution set in the Post-
Script file should not play any role during
distilling, because the PDF documents are
by definition independent of resolution.
However, a few PostScript commands

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12
PS Resolution
(such as strokeadjust or setflattenpath)
do require a resolution setting before
they can be interpreted. PS procedures,
such as the vignette procedure from Free-
hand, ask the RIP for the resolution in
order to calculate the size and number of
bands required to simulate the vignette.
In order to avoid visible banding, a
higher resolution (e.g. 2400 dpi) should
be set for the PostScript output. It is not
essential that this resolution corresponds
to the final resolution of the imageset-
ter or platesetter, as this is defined during
output.

Depending on the printer driver

or program, the resolution can
be set in different places. From
top to bottom: AdobePS driver
Resolution specifications are only required in Windows, Macintosh printer
driver, »QuarkXPress 4.0x« and
for distilling in a few rare cases.
»Adobe PageMaker 6.52«.
 In »QuarkXPress 4.0«, the PPD file is set If a color PDF file is required, the
in the print menu. This takes priority over options “Separations“ and “Registra-
the PPD selection in the printer driver. tions“ must be disabled in the "Docu-
Before a PostScript file is generated, the ment“ tab. The “Save Page as EPS…“
“Acrobat Distiller“ PPD should be select- function should not be used, since
QuarkXPress does not embed fonts in EPS
C files.
13
QuarkXPress 4.0
ed in the “Printer Description“ popup
menu of the “Setup“ tab in the “Print“
menu (see illustration).
One of the standard paper sizes can be
selected or an arbitrary paper width can
be defined. The paper height is automa-
tically determined by QuarkXPress.
Defining a PostScript output in a file is
rather complicated with QuarkXPress 4.0.
It is necessary to click on the “Printer“
button in the print menu to open the
printer driver settings. Here the user
selects the “Virtual Printer“ or the “File“
option in the “Destination“ popup [Cre-
ation C10]. Clicking on “Save“ allows the
user to enter a file name and the storage
location. It is also advisable to disable all
PostScript options in “Page Setup…“.

The print file must be de-

In QuarkXPress, the PPD file is selected
fined in the printer driver
in the print menu. using the “Printer“ button.
 In »Adobe PageMaker«, PDF files are also the Distiller so that it can be processed by
generated from PostScript print files using Distiller automatically. [Creation C27]
»Acrobat Distiller«. When creating a PDF
file for imaging, Adobe recommends
using the printer driver to generate the

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14
PageMaker
PostScript file rather than the
"ExportPDF" filter in PageMaker.
[Creation C10; Creation C11]
Here too, it is important to use the
”Acrobat Distiller” PPD file (see illustra-
tion above). The PPD file in Distiller 4.0
contains the correct definitions for out-
putting CMYK colors from PageMaker.
Errors once occurred with the PPD file in
Distiller 3.0, because it contained defini-
tions for RGB output devices. It is, there-
fore, important to use the “Acrobat Dis-
tiller“ PPD file rather than the “Acrobat
Distiller 3.0“ file.
The name of the PostScript file is then
entered in “Print Options“ (see illustra-
tion below). The PostScript file can be
written directly to a folder monitored by

The PPD file is defined in

“Document“ (above) in the
PageMaker "Print" menu.
PDF generation in PageMaker is also performed
The file name is entered in
via the printer driver and Distiller. “Options“ (below).
 With Word documents it is best to use a PostScript print file
and convert it into PDF using »Acrobat Distiller«. As Word
only uses the operating system graphics commands, it would
theoretically be possible to use PDFWriter. However, this is not
very easy to configure, only produces PDF 1.2, and is there-

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15
Microsoft Word
fore not suitable for subsequent imaging. [Creation C08]
The process of writing a PostScript file and then distilling is
exactly the same in Word as in other applications. [Creation
C11; Creation C17]. However, Word usually performs repag-
ination each time the printer is changed, altering the number
of lines or pages and causing serious problems for many users.
In order to suppress this function, a well hidden setting in Word
has to be disabled (see illustration).
With »Acrobat 4.0«, Adobe provides a macro-package for
»Microsoft Office« programs called »PDFMaker«. This auto-
mates PDF generation from Word and PowerPoint. In Word, a
great deal of additional information is incorporated into the
PDF file, such as automatic bookmarks from titles and links in
tables of contents. However, the use of »PDFMaker« is not
recommended for the production of PDF for imaging.

In order to prevent Word from repaginating

the document when the printer is changed,
the “Use printer metrics to lay out document“
option in the “Compatibility“ tab accessed via
the “Tools>Options…“ menu (Word 97) or the
PDFMaker should only be used
“Tools>Preferences…“ menu (Word 98) must
for interactive PDF documents. be disabled.
 The »Open Prepress Interface« (OPI) permits the use of low- file from the »Out« folder of the Distiller a few minutes later.
resolution preview images for page layout purposes. This en- [Creation C27]
sures that the layout workstations are not burdened with a An alternative would be to use the »OPI Doctor« plug-in
large volume of image data. The high-resolution images are from Lantana that allows individual low-resolution images to
not integrated until output through the OPI server. be replaced by high-resolution images and vice versa.

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16
Use of OPI Images
There are two different situations that must be distinguished
when using OPI low-resolution images in a PDF workflow:
In the first scenario, the user wants to incorporate the preview
images and the OPI commands into the PDF file and only insert
the original image data at the printshop. To do this, the user only
has to enable the correct option in Distiller [Creation C26].
Distiller 4.0 supports OPI versions 1.3 and 2.0.
In the second scenario, the person creating the PDF file has
their own OPI server and wants to generate a PDF document
containing high-resolution images that they can pass on for
external imaging. In this case, a PostScript file must be distil-
led with the high-resolution images. To achieve this, a queue
must first be set up on the OPI server. The queue will store the
PostScript file in a particular folder on the hard disk after the
original images have been integrated.
If this folder is monitored by Distiller, conversion to PDF will
take place fully automatically. The user only needs to “print“
to the relevant queue and can then call up the complete PDF

The »Administrator« in Helios »EtherShare

PostScript files with high-resolution images must OPI« can be used to define a new queue that
be “intercepted“ on their way out of the OPI server. prints to a PS file.
 »Acrobat Distiller« converts PostScript files
into PDF documents. The PostScript com-
mands are first processed using an origi-
nal »Adobe PostScript 3« interpreter (see
illustration). The Distiller is relatively fast

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17
Acrobat Distiller
because, unlike a complete PostScript RIP,
it does not have to generate a bitmap in
the resolution of the target output device.
Instead, it generates simple PDF objects.
There are various ways of transferring a PS
file to the Distiller for processing. The user
can choose a file using the “File>Open…“
menu. Or he can drag and drop one or
more PS files to the Distiller icon or even
directly to the Distiller window. An elegant
method is to save the PostScript files in a
folder watched by Distiller [Creation C27].
The Distiller settings can be selected with
the aid of »joboptions« files in the Distil-
ler window via a pop-up menu (see illus-
tration).

The stored settings can simply be

called up in the Distiller window.
When the Distiller is launched,
the message window shows
The Distiller settings should not be which PostScript version the
interpreter uses (“30xx“ signifies
changed without good reason.
PostScript 3).
 Because the generated PDF documents
can be used in many different areas (e.g.
on CD-ROM, in the Internet, for imaging),
the Distiller has numerous options.

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18
Job Options
A normal user need not to worry about
all these settings, since they can be
stored in »joboptions« files from Distiller
4.0 onwards. These settings can be called
up in the Distiller window using a pop-
up menu. [Creation C17]
The correct Distiller settings can be cre-
ated by a specialist, e.g. in the printshop,
and passed onto the person creating the
pages. The »joboptions« files are stored
in the “Settings“ folder of the Distiller
(see illustrations). They are activated
immediately without the Distiller having
to be relaunched.

The “joboptions“ files are

simply stored in the „Set-
A »joboptions« file contains all tings“ folder in the Distil-
ler and are activated
the Distiller settings.
immediately.
 The following pages discuss the settings conversion process in the Distiller is also does not contain a defined resolution.
of Acrobat Distiller 4.0 with respect to lengthened unnecessarily. [Creation C12]
the generation of PDF files for imaging. In the Resolution option, a standard The “Binding“ option only has an
Details of the individual functions can resolution can be set for the Distiller. This effect on double-page display.
be found in the online help file in Acro- only becomes active if the PostScript file

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19
General
bat (»Acrohelp.pdf«). Care must be
taken in the “General“ settings in Dis-
tiller 4.0 to ensure that compatibility is
set to “Acrobat 4.0“. Behind this func-
tion is a switch for the PDF version. It is
only with PDF 1.3 that is generated with
Distiller 4.0 that important elements for
imaging – such as duotone images, etc.
– can be incorporated into the PDF file
[Production P27]. All these new func-
tions are lost with "Acrobat 3.0" com-
patibility.
The “ASCII Format“, “Optimize PDF“
and “Generate Thumbnails“ options are
not necessary for “Highend-PDF“. ASCII
format and thumbnails only enlarge PDF
files unnecessarily. When thumbnails and
Internet optimization are enabled, the

Only ”Acrobat 4.0” compatibility can It is important to set com-

create PDF Version 1.3. patibility to “Acrobat 4.0“.
 The Distiller has excellent tools for re-
ducing the size of the files to a reasona-
ble volume. Images can be downsampled,
and images, text and vector graphics can
also be compressed.

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20
Compression
Distiller has two methods of compres-
sion for contone images: JPEG and ZIP.
JPEG is an intelligent compression
method that compresses data the human
eye cannot perceive.
In Distiller 4.0, there are five quality
levels ranging from minimum to maxi-
mum. The setting “High“ is recommend-
ed for PDF files that will be imaged.
With ZIP, the user has no loss of data but
this compression method is not as efficient
as the JPEG method. [Management M13]
If automatic compression is choosen,
ZIP is used for screen shots and JPEG is
used for contone images.
Text and vector graphics are always
compressed safely with the ZIP method
as there is no risk of losing any data.

Using these compression set-

tings, Distiller 4.0 can reduce
the volume of image data
ATTENTION: Distiller 4.0 uses different names for the remarkably well without any
noticeable loss of output
JPEG compression levels than Distiller 3.0! quality.
 Images in PostScript files are often stored The target resolution depends on the resolution will not be reduced in every
at too high resolution. This is either screen ruling of the subsequent imaging case. This only happens when the image
because the images have been digitized process. As a guide, values of 250 to 300 resolution in the PostScript file is at least
with a too high dpi value, or because they dpi for contone images are advisable for 50% higher than the target resolution.
have been scaled in the layout program. offset printing and 150 to 200 dpi for This should prevent any undesirable loss
newspaper printing. For linework images of quality.
C (black&white bitmap) the resolution must
21
Downsampling be higher (e.g. 1200 to 1500 dpi). The

Rather than incorporating such large

amounts of image data into the PDF file,
the user can instruct the Distiller to down-
sample the image resolutions. This would
happen in any case during imaging in the
RIP, so the step is simply taken at an earlier
stage. This saves valuable storage space and
transmission time [Management M13].
There are three different methods of
downsampling the resolution in the Dis-
tiller: • Subsampling
• Average Downsampling
• Bicubic Downsampling
If the PDF file is to be used for subse-
quent imaging, it is advisable to use the
bicubic downsampling method, since this
produces the best quality. However, this
method is also the slowest.

The settings for down-

By downsampling the resolution, the PDF file sampling the resolution
are also entered on the
can be relieved of unnecessary weight. “Compression“ tab.
 The fonts used in a document can be completely to the PostScript file by the ding with TrueType fonts. Distiller 4.0 re-
embedded in the PDF file. This is very printer driver and can therefore only be spects this restriction, and displays a warn-
important, as it ensures that the same incorporated in the PDF file as font sub- ing in its window. If a font is completely
fonts are used during imaging were used sets. Unfortunately, it is possible for the missing, a warning can be given or pro-
to create the pages. font manufacturer to forbid font embed- cessing can be canceled completely.

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22
Fonts
This requires that the options be set
correctly (see illustration). The “Subset“
setting only transfers those characters
to the PDF file that are actually used in
the document. This option was original-
ly created to keep files as small as possi-
ble. However, font subsets can lead to
problems in subsequent processing (e.g.
when several PDF documents are com-
bined into one file). Their use is therefo-
re not recommended.
From Distiller 4.0 onwards, embedding
all fonts really does mean that all fonts
are embedded. In the past, the 14 base
fonts installed with Acrobat were not
embedded. Both PostScript fonts (Type 1)
and TrueType fonts are embedded. True-
Type fonts are sometimes not written

The “Fonts“ menu is used

to define whether or not
Embedding fonts ensures smooth
the fonts should be
processing of PDF pages. embedded in the PDF file.
 If a font is not embedded in the PDF file and not installed on
the computer in use, Acrobat tries to simulate the missing font.
It reads the font metrics from the SuperATM database that
comes bundled with Acrobat and contains information about
more than 1000 fonts, and generates a simulated font with the

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23
Font Substitution
same width and a similar appearance using the »Adobe Sans
MM« or »Adobe Serif MM« Multiple Master Fonts. However,
this only works for “normal“ fonts. Unusual fonts cannot be
simulated satisfactorily (see illustration). There is only one form
of each letter in the simulated fonts (see the “a“ in Garamond
BoldItalic).
The Acrobat “File>Document Info>Fonts...“ function can be
used to check which fonts are being used to display a PDF docu-
ment. To get a reliable information, however, the user should
first disable the “View>Use Local Fonts“ function.
[Production P09]
If the font information shows that the »Adobe Sans MM«
and »Adobe Serif MM« fonts are being used, this means that
the fonts have not been correctly embedded in the PDF file.

The top line shows the original font and the

It is essential to avoid font substitution bottom line shows its simulation using
when imaging. »Adobe Serif MM« or »Adobe Sans MM«.
 In order to be able to embed fonts in a PDF file, Distiller must
have access to these fonts. Priority is given to the fonts embed-
ded in the PostScript file. Distiller then searches through the
fonts in the assigned font folders. By default, it polls the system
fonts in the “psfonts“ folder (Windows) or the “System Fold-

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24
Font Folders
er:Fonts“ folder (MacOS) and the Acrobat standard fonts in
the “Font“ folder in the “Resource“ folder of Acrobat 4.0 (see
illustration).
Other folders containing fonts can be assigned to the Dis-
tiller using the “Settings>Font Locations...“ menu. Unfortu-
nately, it is not possible to assign folders that contain subfold-
ers. Instead, each font folder must be entered separately into
the list. This is possible when there is a manageable number
of fonts, but is obviously of no use to a prepress service provi-
der using hundreds of fonts organized according to font fami-
lies or customers. It is therefore advisable to always embed
the fonts in the PostScript data when writing the print file.
[Creation C10]
Monitored font folders should only be used in exceptional
cases, for example, when an EPS file that does not contain any
fonts (e.g. from »QuarkXPress«) must be distilled.
The font lists on the “Fonts“ tab in the Distiller settings can
be used to check which fonts the Distiller is accessing at any point.

Font folders can be added

The simplest and most reliable approach is in the “Settings>Font
Locations...“ menu in Dis-
to embed the fonts in the PostScript file.
tiller.
 The handling of color is defined in a spe- of the menu. They do not have any effect ters that are particularly important when
cial tab in Distiller. Colors can either be on the PDF data itself and only have an using a pre-separated method.
leaved unchanged or tagged with ICC effect when PostScript is generated again [Production P25]
profiles for subsequent color manage- during output. “Preserve Halftone Infor-
ment. In Distiller 4.0, the colors are no mation“ refers to the screening parame-

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25
Color
longer converted, but are simply tagged
with profiles. It is possible to define stand-
ard profiles for grayscale, RGB and CMYK
objects in the Distiller. The profiles are
embedded in the PDF file. Because ICC
profiles can sometimes be very large, this
increases the size of the file accordingly.
ICC input profiles for color conversion can
also be assigned in the »Prinergy« PDF
workflow system [Production P36]. It is
therefore advisable to define the color
profiles there and to select the “Leave
Color Unchanged“ option in Distiller.
Conversion to “sRGB“ should not be used
in conjunction with PDF imaging.
A few commands from the PostScript
file can be transferred to the PDF docu-
ment using the settings in the lower part

Today, colors are usually still transferred unchanged.

This menu is used to define the
ICC profiles will be used more widely in future. settings for handling colors.
 The following points in this menu are
important for the PDF workflow:
“Use Prologue.ps/Epilogue.ps“ does
not play a role any more with Distiller 4.0,
since the prologue file is no longer “mis-

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26
Advanced Menu
used“ to incorporate spot colors (e.g.
from »QuarkXPress«) defined in PS Level
1 into PDF. This function is now integra-
ted.
[Production P26]
With “Save Portable Job Ticket Inside
PDF File“, the Distiller generates a mini-
mal portable job ticket. [Basics B11]
With the “Resize Page And Center
Artwork For EPS Files“ option, the PDF
page size is automatically set to the same
size as the bounding box of an EPS file.
This is particularly useful for advertise-
ments.
With “Preserve OPI Comments“, OPI
commands from the PS file are transfer-
red to the PDF document. [Creation C16]

The “Advanced“ menu in

Prologue.ps is no longer needed the Distiller contains a few
settings that are only used
to preserve spot colors. in special situations.
 PDF generation using the »Acrobat Dis- reduces the burden on a particular work-
tiller« is considerably simplified by the station. It also ensures that all team mem-
use of “watched folders“. These can be bers always use the same Distiller settings.
created at some location in the network
(e.g. on a file server or on the Distiller

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27
Wa t c h e d F o l d e r s
computer). The required folders are then
added to the “Watched Folders…“ menu
in the Distiller (see illustration). Once this
allocation has been performed, the Dis-
tiller automatically sets up an “In“ folder
and an “Out“ folder within the selected
folder.
Each “In“ folder can have its own Dis-
tiller settings. It is even possible to load
existing »joboptions« files.
[Production P07].
The watched folders can be created
based on any criteria – e.g. level of com-
pression, intended use, customer, etc. (see
illustration). The great advantage of
watched folders is that the Distiller can
run on another computer in the network
rather than on the computer in use. This

Distiller operation can be automated Individual Distiller settings

can be assigned to each
using watched folders.
watched folder.
 The quality of the PDF files generated • Use the “Acrobat Distiller“ PPD file,
often determines the success or failure of located in the “Xtras“ folder in the Dis-
output. Inadequate PDF files can make tiller folder in Acrobat 4.0.
output impossible. However, PDF gene- [Creation C09]
ration is actually quite simple if the user
• Embed fonts in the PostScript file. This
C ensures that Distiller uses exactly the
28
Golden Rules same fonts as were used for creating
the layout. [Creation C10]
adheres to the following seven “golden“
rules: • Configure Distiller correctly. Distiller
settings should be agreed upon with
• Correct layout files. The pages must be the data recipient. The settings can be
finished and complete. Most layout exchanged in the form of a »jobop-
errors are transferred to the PDF file. tions« file on a floppy disc or through
[Creation C07] the Internet.
[Creation C18; Production P07]
• Avoid PDFWriter. PDFWriter is not
suitable for the generation of PDF • Use watched folders. This facilitates
files for imaging! [Creation C08] PDF generation and ensures that the
same settings are used every time.
• Install Adobe printer drivers. The [Creation C27]
latest printer drivers for Macintosh,
Windows, and Windows NT can be
downloaded from the Adobe web
server free of charge.
[Internet-Linkpage]

PDF generation is simple as long as these

seven “golden“ rules are followed.
 The electronic version of the dow” option in the basic settings
»vision+work« brochures is very simple. ”File>Preferences>General... CMD+K”. Previous view . . . . . . . . . . . . . . . .
The buttons on the right-hand side of the These settings are only important for
page are used to navigate between the the off-line version. They have no impact
pages. in the Internet. Next page . . . . . . . . . . . . . . . . . . .

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29
Instructions for Use Previous page . . . . . . . . . . . . . . . .

The pages have an article thread. Click- The ”Find” button can be used to
Table of content . . . . . . . . . . . . . .
ing on a column enlarges the text to full search for words in the brochures. A full-
screen width. Clicking again calls up the text index is also supplied on the CD-ROM.
next screen fill. This allows you to search through all the Bookmarks . . . . . . . . . . . . . . . . . .
Hypertext links are built into the text. brochures. Unfortunately, this does not
These lead to pages containing related work on the Internet, so the normal
topics [Basics B02]. Clicking on one of search function of the Reader is called up Find . . . . . . . . . . . . . . . . . . . . . . . .
these links opens the relevant page. The in the Internet version of the brochures.
top button ”Previous View” takes you You will find further information about
back to your previous page. how to use the Reader under ”Help> Find again . . . . . . . . . . . . . . . . . . .
The links not only take you to pages Reader Guide”.
in the same brochure, but also to pages The program is closed using the com-
in the other files. Unfortunately, with mand ”File>Quit”. Help . . . . . . . . . . . . . . . . . . . . . . . .
its standard settings, Acrobat closes the
first file when you jump to another one.
It is therefore important to disable the Print . . . . . . . . . . . . . . . . . . . . . . . .
”Open Cross-Doc Links in Same Win-
Imprint

Author: Stephan Jaeggi, PrePress-Consulting Greatest care has been taken in compiling the information in this publication and, whenever possible,
Co-author: Bernd Zipper, ZIPCON Consulting GmbH checks were made to see that the information was correct. Despite this, errors cannot be fully excluded.
Editor: Gabriele Butzke, Heidelberger Druckmaschinen AG Some information came directly from the manufacturers and could not be verified. Neither author nor
Kimberly Lawrence, Creo Products Inc. publisher assume any warranty or liability for damages that may occur through the application of the
Translation: Derek Robinson, Linguatext information contained in this brochure. Please also note that software is the object of this application
Carolyn Healy and as such is prone to errors and that problems in application of software can never be excluded.
Layout and Design: Lemon Design GmbH These pages were written in August 1999 and are based on Acrobat version 4.01, PDF version 1.3 and
Illustrations: Uwe Faerber, Designwerk the preliminary version of Prinergy 1.0. Improvements in later versions could not be included. This
Production: ZIPCON Consulting GmbH brochure reflects the opinion of the author and must not coincide with that of the publisher. This
Pictures: Heidelberger Druckmaschinen AG, brochure was originally written in German. Errors in translation cannot be excluded.
PhotoDisc Deutschland,
Uwe Faerber, Designwerk,
Adobe Systems, Special thanks to Photodisc Germany GmbH for providing the images for
ZIPCON Consulting GmbH this brochure series. Photodisc in the Internet: www.photodisc.com
Prepress: Prinergy, Heidelberger Druckmaschinen AG
Copyright: Heidelberger Druckmaschinen AG
Siemenswall
D-24107 Kiel
Trademarks

Subject to changes and modifications without notice. Quickmaster-DI, Signasetter, Heidelberg, Herkules,
Signastation are registered trademarks; Delta is a trademark of Heidelberger Druckmaschinen AG.
Creo, Prinergy, Virtual Proof System, Copy Dot Toolkit, Trendsetter and other products are either regis-
tered trademarks or trademarks of Creo Products Incorporated.

Adobe, the Adobe logo, Acrobat, the Acrobat logo, Acrobat Capture, Distiller, Adobe Type Manager,
ATM, Illustrator, PageMaker, Photoshop and PostScript are trademarks of Adobe Systems Incorporated.
Microsoft, Windows, and Windows NT are either registered trademarks or trademarks of Microsoft-
Corporation in the U.S. and/or other countries. Apple, Macintosh, Mac, Power Macintosh and TrueType
are trademarks of Apple Computer, Inc. registered in the U.S. and other countries.

All other trademarks are the property of their respective owners.

Heidelberger Druckmaschinen vision+work is a series of
Aktiengesellschaft practical support tools
Siemenswall from Heidelberg. It serves
D-24107 Kiel as a platform for experts in
Germany new technologies and
www.heidelberg.com applications to offer useful
advice and production tips.

vision+work is available
either on CD-ROM for PC
and Mac, online on the
Internet, or as a printed
www.visionwork.net brochure.