How to create a PDF document for Duplicating to print for you.

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Philomena Harrison
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How to create a PDF document for Duplicating to print for you. Quick Instructions: 1. Make sure you have access to a printer with a postscript driver. 2.

1 How to create a PDF document for Duplicating to print for you. Quick Instructions: 1. Make sure you have access to a printer with a postscript driver. 2. Map a drive letter to the PDF creation share on Yoda 3. Create a postscript file from within Word, Excel, etc. 4. Copy the postscript file to the IN folder of the PDF share on Yoda 5. Open the newly created PDF from the OUT folder of the PDF share on Yoda to check formatting 6. Place a work request with duplicating, reference the PDF filename in the work request. Detailed Instructions: (Note: These instructions were written using Windows 2000, they may vary for other versions of Windows) 1. Make sure you have access to printer with a postscript driver. Please call EUC, x3622, if you need any assistance with this step. Currently, you have three options for this step, A: check your existing printer for a postscript driver. B: install a postscript driver for your existing printer. C: connect to a network printer that is already setup for postscript printing. (Note: Step C is the quickest / easiest procedure) A. Check your existing printer for a postscript driver. To access the printer properties, click Start, then click Settings, then click Printers. Right click your primary printer and select Properties. (you may want to check your other printers as well). Click the Advanced tab. Examine the driver name. (see picture, left) If it contains PS in the driver name, you most likely have a postscript driver installed and can go to step 2. Otherwise, setup a new printer with a postscript driver (step B) or have EUC set one up for you. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 1

(Note: you may need to have the postscript driver for you printer available, via CD, floppy disk or download) Click Start, Click Settings then Click Printers.

2 B. Install a postscript driver for your existing printer. For this step, you could simply change your existing printer s driver to a postscript driver or install a second printer for your print device. These instructions explain installing a second printer. (Note: you may need to have the postscript driver for you printer available, via CD, floppy disk or download) Click Start, Click Settings then Click Printers. Right click you existing printer and select Properties. On the ports tab, find the checkbox that is selected to find the port your existing printer uses. Remember this port. Double click the Add printer icon. Click Next. Make sure local printer is selected. (Do NOT check automatically detect and install. Click Next. Select the port you found in the earlier step. Click Next. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 2

Select your printer. Choose the Postscript driver (ending with PS). Click Next. Type a name for your new printer. (example: PDF creation).

$Go to Step 2. C. Connect to a network printer that is already setup for postscript printing. Click Start, Click Run, then type \\yoda then click OK.$ A dialog box will appear (see picture, below) Click Yes. Another window will open (see picture, below).

A dialog box will appear (see picture, below) Click Yes. Another window will open (see picture, below).

3 Select your printer. Choose the Postscript driver (ending with PS). Click Next. Type a name for your new printer. (example: PDF creation). Make sure the Do you want.the default printer button is set to No. Click Next. Do not share this printer. Click Next. Print a test page. Click Next Click Finish. Go to Step 2. C. Connect to a network printer that is already setup for postscript printing. Click Start, Click Run, then type \\yoda then click OK. A window will appear (see picture, left). Double click the PDFprinter icon to install a postscript printer. A dialog box will appear (see picture, below) Click Yes. Another window will open (see picture, below). Click the X in the upper right corner to close this window. You know have a postscript printer installed, HPLJ4000 PS. Only use this printer for creating PDF documents. Do NOT print anything else to this printer. Go to Step 2. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 3

$Right click on the PDF folder and select Map network drives If you had closed the yoda window, click Start, Click Run, then type \\yoda Click OK. Another window will open (see picture, left).$

4 2. Map a drive to the PDF creation share on Yoda. The yoda window from the previous step (see picture, left) should still be open. Right click on the PDF folder and select Map network drives If you had closed the yoda window, click Start, Click Run, then type \\yoda Click OK. Another window will open (see picture, left). In the drive box, select a drive letter that is not currently being used (X). Also, make sure the reconnect at logon box is checked. Click Finish. Another window will open, you will notice an in and out folder. The in folder is where you will place your postscript file when it is created. The out folder is where PDF document will appear after it has been created. Go to step 3. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 4

3. Create a postscript file. Open the document that you wish to covert to a PDF document. (Word, Excel, etc.) Select File from the drop down menu, and then select Print.

$A dialog box will appear In this box, type the destination path for where you want the file to be created. (x:\in\whipp.ps) Make sure the filename has a.$ Make sure the save as type box is set to All files (*.*). Browse to the destination folder in and type the filename with a.ps extension (whipp.ps).

Make sure the save as type box is set to All files (*.*). Browse to the destination folder in and type the filename with a.ps extension (whipp.ps).

5 3. Create a postscript file. Open the document that you wish to covert to a PDF document. (Word, Excel, etc.) Select File from the drop down menu, and then select Print. Select your postscript printer. Make sure the print to file box is checked. (see picture, left) Click OK. A dialog box will appear In this box, type the destination path for where you want the file to be created. (x:\in\whipp.ps) Make sure the filename has a.ps extension An Excel dialog box will be similar to the picture at left. Type the destination path and then Click OK. A Word dialog box will be similar to the picture at left. Make sure the save as type box is set to All files (*.*). Browse to the destination folder in and type the filename with a.ps extension (whipp.ps). Or type the entire destination path in the file name box, as shown in the example. NOTE: You can create this file anywhere, but since you now have a drive mapped to the PDF share (X drive), it would be easiest to save the file to the in folder on that drive. (x:\in\filename.ps) Go to Step 4. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 5

4. Copy the postscript file to the IN folder in the PDF share on Yoda If when creating your postscript file, you selected the in folder on the PDF share (X drive) as the output location, you can skip

In a few seconds, the server will convert this file to a PDF document and place it in the out folder on the PDF share (X drive). 5.

6 4. Copy the postscript file to the IN folder in the PDF share on Yoda If when creating your postscript file, you selected the in folder on the PDF share (X drive) as the output location, you can skip this step. Your PDF file should already be created. Go to step 5. Otherwise, copy the postscript file you just created to the in folder of the PDF share on Yoda (X drive). (see picture, left). In a few seconds, the server will convert this file to a PDF document and place it in the out folder on the PDF share (X drive). 5. Open the newly created PDF document to check its formatting Browse to the PDF share (X drive), and double click on the out folder. You should notice that your postscript file (whipp.ps) has now been converted to a PDF document (whipp.pdf). You will also notice a log file (whipp.log). The log file will contain information about the conversion, such as errors and picture or font problems encountered. Please check your PDF document to make sure all the formatting, pictures and fonts are correct. You will need Adobe Acrobat Reader installed on you pc to open it. (If you don t have Adobe Acrobat reader installed, call EUC, x3622 for help or load it from \\yoda\software). If you find your PDF is not formatted the way that you wanted or expected, you will have to make the appropriate adjustments in the original document (Word, Excel, etc.) and then repeat the PDF creation process. For security reasons, the duplicating staff are the only people who can delete files from the PDF share (X drive). Please contact them to delete any files that are not correctly formatted, x3593. If your PDF document is correctly formatted, go to Step Place a work request with Duplicating at their website: Make sure you reference the filename of the PDF that you just created and that it is located on Yoda. Please note, the next time you try to print after creating a postscript file, your printer may be pointing to your postscript printer and the print to file box may be checked. Please be sure to check for this. How to create a PDF document for Duplicating to print for you. 1/24/2003 Page 6

WELCOME TO GOOGLE DRIVE!

WELCOME TO GOOGLE DRIVE! Google Drive is a free service from Google that allows you to store files from your computer online and access them anywhere using the cloud. Google Drive also gives you access