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  1. #1
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    Converting a Procedure Manual to PDF (2000)

    I am totally lost here. I have a Procedure Manual that is passed on to me by another person in my office. I have to convert this to PDF and put it on our web site. When it is on our web site, I want people to be able to click on a sub-section in each section of our manual and be able to get to that specific spot in the document. Each section is a separate file. My problem is...whenever there is a change or addition to the manual, I have to do the whole Table of Contents over each time. What I mean by that is that I have to create all the links each time. I converted the manual to PDF and the TOC to PDF. But when I get additional policies to put on the TOC, I can't enter them in because you can't add lines of text in Adobe. So how do I go about creating all these links in Word? I tried to create them and go to the different file for each section, but then I realized that the links say the whole file name (including all the folders that it's in). I have to be able to pass this back to the person that edits these policies and have her pass it to me whenever there has been changes or additions. That would screw up the links, wouldn't it? Because all my folders are different from hers. And then when it's converted to PDF for the web, it will be looking for files on my computer, wouldn't it? I really need a step-by-step of how to do this manual so that it will be properly linked up on the web. Can anyone help me

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    Re: Converting a Procedure Manual to PDF (2000)

    Jennifer

    I would set up a master TOC (start page) that contains links only to the TOC for each separate file. This is easy to maintain and doesn't need to be modified if a file changes. Build a TOC for each separate file and Acrobat should do the hyperlinks within the file when it builds from Word.

    I believe that the hyperlinks to external files should stay good if all files are in the same directory when you build the links and then they are moved to another directory. There may be a setting in acrobat for 'relative hyperlinks' but I don't have it here to check.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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    Re: Converting a Procedure Manual to PDF (2000)

    Just set up acrobat to read the links in the TOC that are generated by word. Change the word file, regenerate it, run Adobe, then repost the pdf on the web.

    That is the way we do it here...

    Or at least the way we USED to do it until we got windows xp professional/office xp professional. Now we can't produce pdf's at all.

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    Re: Converting a Procedure Manual to PDF (2000)

    Just two more things:
    1) To have Acrobat create the hyperlinks, you should choose to print to PDF Distiller (NOT PDF Writer!) and then make sure the option that tells Acrobat it should recognize hyperlinks (as grayhounds says) is checked.
    2) A while ago I had a problem with hyperlinks convertion to pdf. If I remember well, it was something like this:
    - The address I was linking to was something like www.please% 20note% 20da% 20space.com. The "% 20" (without the space in between; I had to add it 'cause else it would show as a blank space) is read as a blank space. So when Acrobat (ver . 4.0) did the convertion, the "% 20" was changed for a blank space and the link no longer worked.
    - Yeah, it's a pain in the rear. Still you CAN fix this by editing the link in the PDF document. I don't have Acrobat at home and can't remember where's the option, but what you should do is add the missing "% 20"s and that will do. Just in case someone is asking why the darn pdf file won't get along with IE <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    Jennifer, I got a bit dizzy by your post (I know, pressure at work - always happens <img src=/S/smile.gif border=0 alt=smile width=15 height=15>). If I got things right, what you should do is modify the Word document, update the TOC, then re-create the PDF. Please post back if your doubts were not answered.
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    Re: Converting a Procedure Manual to PDF (2000)

    Okay, first...where do I find the button that tells Acrobat to recognize hyperlinks? And...I'm not sure if I'm doing my hyperlinking correctly. The first manual that I'm working on is in sections, but in the table of contents the section has many headings listed under the section. I want to be able to go to that specific heading in the word document (when it is pdf). So I selected the heading in the TOC that I wanted to hyperlink. Then I right-clicked and selected Hyperlink. Then I selected the file that was that section. Then I clicked on Bookmark, and got a list of the bookmarks that I created in Word. I selected the bookmark that matched the heading. Then I clicked on the Covert To PDF icon. Well, the links were a different color, and the links did not work--they were disabled. But you are saying that I should use PDF Distiller in the Print menu. I tried that and my links are still disabled. I guess I don't have the Recognize Hyperlinks box checked--I don't know where it is. Am I going about linking my TOC the wrong way?

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    Re: Converting a Procedure Manual to PDF (2000)

    Hello, Jennifer

    First off, let me apologize for the delay in response. It's been a complicated week. I just hope it's not too late.

    1) I don't have Acrobat installed at home. I'm using ver. 4.0 at work, so when I get back to the office I'll post a pic showing where you should find both the option to edit hyperlinks (within Acrobat) and the checkbox that tells Distiller to recognize hyperlinks (using the Acrobat plug-in for Word). Still I want to remark that you should not use Distiller from the Print menu; instead, use the PDF Icon in one of Word's Toolbars (I think it's called Adobe). Click on it, and when it prompts you to choose between PDF Writer and PDF Distiller, choose the second. There's where you also configure PDF Distiller and tell it to convert hyperlinks.

    2) One thing I still don't fully understand- your manual is:
    a) One single document with a TOC referring to several bookmarks within the document?
    [img]/forums/images/smilies/cool.gif[/img] A master document with a TOC referring to several other files?
    c) A combination of a) and [img]/forums/images/smilies/cool.gif[/img]- i.e., a master document with a TOC referring to both several bookmarks within the document and other files?

    Let's assume the most general scenario- case c). I'm not used to working with TOCs but this is how I think you should go about it:

    Your TOC, as we said, refers to parts of the document which are in the master file. There should be no problem with these: PDF Distiller will grab the links and they'll still work after the conversion.
    But your TOC also refers to other files -presumably Word files. In this case, you must notice that the hyperlinks will point to .doc files, and after PDF Distiller grabs 'em, the resulting PDF file's hyperlinks will also point to .doc files. So, you should do either of the following:
    - Use Adobe to edit your hyperlinks manually, link by link, changing the hyperlink path from ".doc" to ".pdf"; or
    - Convert the secondary Word files to PDF before hyperlinking to them in your master file. So when you convert the master .doc file to PDF, all the hyperlinks will point to PDF files (I'd go for this one)

    Lastly, something that came to my mind: if the manual is intended for web publishing, you should check that all the hyperlinks refer to the actual path where the secondary PDF files will be hosted. For example, if your secondary files are sitting in C:sec, when you hyperlink to them within the master file, every link will point to a document in the C:sec directory. If you then convert all files to PDF, the links will remain unspoiled (keep in mind what I said in previous paras). AND if you then upload the files to a web location, when someone opens the master file and clicks on a link, they'll be pointed to a file sitting in C:sec, (their own C: drive), rendering all the work useless. So, hyperlinks should point to the real url location.
    In this case, you also have two very similar alternatives:
    - Use Adobe to edit your hyperlinks manually, link by link, changing the whole hyperlink path from "C:...whatever.extension" to "http://.../whatever.extension"; or
    - Convert the secondary Word files to PDF AND UPLOAD THEM TO THE WEB SERVER before hyperlinking to them in your master file. Since you'll now know every file's url, you'll be able to directly link to their url location.So when you convert the master .doc file to PDF, all the hyperlinks will point to the web-hosted PDF files, and anyone clicking on a link will cause the corresponding web-hosted PDF file to open.

    I hope this hasn't gotten too... messy. Please check Adobe Forums.
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