Expand your file sharing options with Adobe PDF

Adobe® Illustrator® CS provides expanded support for Adobe PDF, including the ability to save Illustrator layers as Acrobat layers, customize PDF compression settings, and add PDF file security. The ability to bring your layers into Acrobat means you’ll be able to create a PDF file that includes multiple versions of your design. Your service provider can then use Adobe Acrobat® 6.0 Professional to proof and print all of the final pieces from a single master. In this tutorial, we’ll show you how to do just that.

1. Create top-level layers in your file.

The key to this technique is organizing different versions of your design in separate, top-level layers. To create a new layer, choose Window > Layers, and click the New Layer button at the bottom of the Layers palette. Repeat this process until you have as many layers as desired. Then drag the individual or grouped elements into the appropriate layers.

In this example, we created three versions of a print ad by duplicating the base artwork three times and moving each duplicate into separate a layer. Then we changed the text and spot color to customize the ads. When working with multiple layers, it’s a good idea to give each layer a logical name. To rename a layer, simply double-click it in the Layers palette, enter a new name, and click OK.

2. Create a PDF version of your document, with layers intact.

Choose File > Save As. Enter a name and location for your file, select Adobe PDF as the file format, and click Save. When the Adobe PDF Options dialog box appears, choose the Acrobat 6 Layered preset.

Using a PDF preset makes setting PDF options quick and consistent. Illustrator comes with several PDF presets to meet different file-output requirements. You can also create your own presets, as we’ll demonstrate later in this tutorial.

3. Downsample your PDF file.

Select Compression in the Adobe PDF Options dialog box, and downsample the images in your file by entering a smaller ppi value for each of the image options. The resolution will change to reflect the new downsample size. Also notice that the preset name changes to Custom.

Downsampling refers to decreasing the number of pixels in an image. In this example, we plan to send the file for proof, not for printing. As a result, downsampling to 72 ppi gives us a smaller file size without too much loss of detail. If you plan to print your PDF file at high resolution, do not use downsampling.

4. Save your setting as a new preset.

In the last step, the new compression settings resulted in a Custom preset. To save your new settings for future use, click the Save Preset button in the Adobe PDF Options dialog box. Name your new preset, and click OK to return to the PDF Options dialog box.

You can create as many PDF presets as desired. In this example, we made a new preset while we were saving our file, but you can also create your presets ahead of time. To do this, choose Edit > PDF Presets. Click New, enter a name for the preset, and set the desired options, and click OK. If you are sending files to print, contact your printer or output provider to find out what the output resolution and other settings should be. This will save you time and frustration when it comes time to prepare your files for print.

5. Add security to your PDF file.

Select Security in the Adobe PDF Options dialog box. Select Require a Password to Open the Document, and enter a document password.

In this example, we created a Document Open Password. There are other security options available, depending on what type of PDF file you create. If you forget a password, there is no way to recover it from the document. It’s a good idea to store passwords in a separate, secure location in case you forget them.

6. Preview your PDF file in Adobe Acrobat 6.0 Professional.

Take a minute to review your settings, and then click Save PDF. If you have Acrobat 6.0 Professional, you can choose View PDF After Saving in the General section of the Adobe PDF Options dialog box to preview the file immediately in Acrobat. When the file opens in Acrobat, click the Layers tab on the left. To view the different layers, click the eye icon to turn the layers on or off.

To avoid any embarrassing mistakes, always preview your PDF file before sending it out.