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One way to move Word files to the web is to encode them as pdf (or portable document format) files. This creates a version of your document that looks exactly the same as the printed version.
You will need special software to create the pdf version of your file. Many people purchase Adobe Acrobat to do this. (Macintosh OS X users can save documents as pdf files by using the built-in Preview application.)
Full instructions for creating pdf versions of Word files are not included here, since that information is documented in the manual that comes with the Adobe Acrobat software.
In order to view your pdf files, visitors to your site will need to have a copy of the free Adobe Acrobat Reader program. Most web browsers install this by default, but anyone can download a copy from http://www.adobe.com/.
After creating your pdf file you will create a new "Gem" in Manila. Click on the Gems link in the Editors Only Menu after logging in at your site and then click on Create a New Gem. Locate the pdf file on on your computer, give the "gem" a title (that will become a shortcut to the file) and click the button on add your gem.
Now you will be able to create a link to your pdf file by including the name of the gem in quotation marks on any page of your web site. When a visitor who has the Adobe Acrobat Reader plugin installed clicks on the link, the pdf file will download to their computer and the Reader will launch to display the file.
Again, there are advantages and disadvantages to using the pdf format:
Advantages:
- The conversion process is very simple.
- Most users already have the Acrobat reader installed.
- The displayed page is a mirror image of the printed page - and it is printable on the user's computer.
Disadvantages:
- You need the Acrobat software to create pdf files - and it is expensive.
- Users who don't have the Reader plugin installed cannot view your files.
- Conversion often creates very large pdf files; frequently hundreds of kilobytes or larger.
- Page revision require modifying the source document, reconverting to pdf, and creating a new gem.
- Special steps may need to be taken to assure that pdf files are accessible to visually disabled users, especially if images are included in the files. See http://access.adobe.com/ for more information.
To summarize, the pdf file is an useful choice for converting documents that exist primarily as Word files and which do not change often.
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