I am doing a user manual, about 35 pages, for internal use only. I was creating it in Word 2003, and I was using links to help people move around the document as they use the soft copy. For example, if I refer to a procedure I had already discussed, rather than repeating everything I put a link in.
Also, the table of contents in Word is linked to the relevant pages, which is very handy.
In order to keep the users from changing the document contents, we were going to convert it to a PDF* and then post it somewhere they all could have access to it. This also helps for those (probably frequent) occasions when it has to be updated; we don’t want to have old printed versions lying around. The only software we have that does this is on a Mac, if that makes any difference. The original file was created on a PC.
(*I know you can password protect a document in Word, but I am told that is a huge hassle; if this is not correct, I am open to that alternative.)
So the problem is that the internal links no longer work once the document is converted to PDF. Not having those links is a real PITA. I’m hoping that someone here knows a better way to do this.
Roddy
That part I’m not actually doing myself, so I don’t know. The person doing it for me says that this ability “comes with” the Mac operating system, but she may not know what she is talking about. I don’t believe we have a copy of Adobe Acrobat, which one normally needs to create PDF’s I believe.
However, thank you for the suggestion, and I will try it.
Roddy
Sometimes you have to act like you’re printing the document, then select Adobe as the printer. Instead of actually printing it, it’ll give you a dialogue box to name it.
FWIW, there are free pdf conversion programs out there. I use one (Cutepdf) and have been happy with it. You “print” to it, and, instead of pages coming out the printer, you get a .pdf file that looks the same as the printed version would look. It’s never failed me…so far.
When you “Print” on a Mac, there is always the option to “save as PDF” instead. This feature is built into the operating system. That is probably what she means. It is a lightweight conversion, but works pretty well; however, based on your post, it seems that the native MacOS “save as PDF” does not preserve internal MSWord links.
For future reference, it’s not a hassle at all. In Word 2003, Tools > Protect Document > 2. Editing Restrictions: check the box and choose No changes (read-only) in the drop-down box. Under 3. Start enforcement, click Yes, Start Enforcing Protection. In the pop-up dialog, set your password (and don’t lose it, duh) and Bob’s your uncle.
(Leave the password boxes blank to protect without a password. This is sufficient for users who are too dumb to know about this feature. )
I would recommend never releasing a document except in PDF. There are so many issues with circulating docs in Word and other live formats, locked or no.
What I was told was that the hassle part is keeping track of the password. Who has it? What if two of those people lost it and the other two aren’t available? So I’m glad the PDF option is working out.
By the way, Trinopus, I tried downloading a free version of cutepdf from cNet, which I thought would be a safe way to do it, and they really wanted me to load up my pc with a bunch of other stuff. I thought I said no to everything, and at the end I didn’t even have the application loaded, and I had some stupid add-on to my browser that I didn’t want. So I uninstalled everything and went for freepdf instead, which is (almost?) all online. YMMV of course, maybe you found a better way to download yours. Just a warning to anyone else considering that application.
Roddy
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