Various resources that are not web pages will be mounted on this website.
They will often be offered:
- as Portable document files - in Adobe Acrobat format ( .pdf )
- as Word processor files - in MS Word format ( .docx )
- as a Spreadsheet - in MS excel format ( .xlsx )
- as a Presentation - in MS Powerpoint format ( .pptx )
Perhaps we ought to allow, or even promote, the use of Open Document Formats (ODF) for the same reasons as the UK government (more secure, more open, free or low cost). I believe that some churches have submitted their accounts as .ods spreadsheets using the free and open-source LibreOffice. We should not force people to use proprietary products when there are equally good free alternatives. (Interestingly, my personal email provider, gmx.co.uk - part of mail.com - offers an online office which uses the cloud version of LibreOffice - other email providers may be doing the same)
However, I strongly recommend that every document should be posted as a Portable Document File (.pdf) unless it is meant to be editable or used in its native format. This includes documents, spreadsheets, presentations, posters and anything else!
Portable Document Files
The .pdf format was designed by Adobe for publishing files so they preserve the original formatting regardless of which device it is viewed on.
It achieves this in two main ways. Firstly, any fonts it uses are embedded in the .pdf file, which means that someone does not need to have that font on their device. Secondly it lays out the content on the page according to an 'internal' layout specification. Your word processor will use a layout that is derived from the printer driver you are using, and for someone with a different printer the document may look totally different even assuming they have the same fonts, and the same version of the word processor you use.
Finally, as a perk of using .pdf - Drupal is able to create the cover thumbnail automatically when it is uploaded into Media Library. This is not so for MS office files.
Creating a Portable Document File
You do not need extra software to create .pdf files - your favourite office software can easily create a .pdf - see below. You do not even have to download extra software to read them as most modern web browsers can open and display a .pdf file. (Adobe Acrobat Reader is probably the most used .pdf reader, but there are leaner and more secure alternatives. Adobe has extended the .pdf definition to allow proprietary code to allow the creation of smart documents, but this a security loophole and is why I prefer NOT to use Acrobat Reader to view .pdfs I have received through email of the internet).
Creating a .pdf using MS word
Desktop version:
First of all make sure that your file is saved as a word file so you can edit it later.
Then select File > Save As.
and select Browse to choose the location on your computer where you want to save the file.
In the drop-down list, select PDF.
365 web version: Select File > Save as and then Download as PDF. When it is ready click the download button, and save the file where you want it.
In MS Office, as far as I am aware, you can not create a .pdf form (which can be filled in by the user) without purchasing additional software.
See more detailed help from Microsoft.
Creating a .pdf using LibreOffice
Select File > Export As > Export as PDF. This will open a dialog box in which you can change some settings, such as the initial view when the .pdf is opened, or the type of .pdf file to use, or set a password to encrypt the .pdf.
In LibreOffice, you can create a .pdf form which can be filled in by the user.
If you don't need and of this, just use File > Export As > Export Directly as PDF.
See the LibreOffice help page.
Scanning a document into a .pdf (deprecated).
If you have a paper copy you can scan that directly into a .pdf on many photocopiers. Do not do this (unless the paper copy is all you have) since scanning to a .pdf simply creates a .pdf containing images on every page. This creates a large document which is not good for accessibility or searching.
Accessibility: People who need to magnify the screen because of eyesight problems, will soon see the text become blurry. A .pdf exported from a word processor contains the actual text and fonts used, and this can be magnified by any amount without loss of quality.
Searching: having the text available also means that you can search the .pdf for a particular word or phrase - very useful in Synod Meeting Book of Reports.