Converting Word files to PDF format can involve a confusing array of choices and can result in a huge file, or one that does not convert navigation links correctly or completely. However, the right combination of settings and programs can make conversion easy and complete with a minimum file size as the result. First, it is important to have the most current version of Adobe (5.0) and Word 2000 to convert completely. That is because Adobe added in version 5.0 utilities to make the navigation aids in Word 2000 convert properly. This alone, is good enough reason to pay the $100 to upgrade your Adobe Acrobat program. However, before beginning the conversion, the user must check "whether the 'track changes' feature is on. If so, make sure to "accept all changes" before beginning the conversion.
Secondly, do not bother with Adobe distiller or PDF writer from the print dialogue box. Adobe 5.0 embeds itself into Word upon installation. The easiest way to correctly convert is to select from the Acrobat menu list "change conversion settings." The default settings will convert absolutely everything to eBook format. It will result in a file that is over one MB. For most purposes, especially posting on a Web page, this is simply too large. "Screen" is the file type that is designed to be viewed on line. It minimizes the resulting file size. The Security tab is self explanatory; and allows the user to dictate the uses and modification privileges for users of the PDF file. The most significant tab is the "Office" tab. This is where the selections determine exactly what in the Word file is incorporated into the resulting PDF file. What choices are made depends on the contents of the Word file. Here is where the Word bookmarks and Internet links are selected for conversion.
One strange choice is "embed all PDF tags." Selecting that choice will add approximately 1/2 MB to the size of the converted PDF file. Although Adobe encourages all users to convert the PDF tags, most users opt to leave them out. They enable subsequent users to modify the file for use in an eBook or pda. For most users, who will view the file on line or save it to their desktop for use at their convenience, this adds unnecessary size. It is important to select "cross references and toc links" as well as the "convert internet links" features in order for the documents to convert completely. When Word reads a bookmark, it interprets the destination to be located at the top of the page. Adobe interprets bookmark destinations to take the user to the bottom of a page. Failing to select the appropriate conversion feature will result in a PDF document with bookmarks that take the user to the screen above the desired location. Another caveat, Adobe seems to base the distance to the destinations of the bookmarks on the size of the font at the beginning of the document. Therefore, it is important to use a heading at the top of the document in the same font size as that used in the majority of the document. Therefore, if the beginning consists of a table of contents in a smaller font, there should be a heading above it in the 12-point font employed in the text.
Another place to check and consider modifying the default setting is the "edit conversion settings" underneath the drop-down menu selecting the type of PDF file being created. The compatibility feature determines how old the version of the free Acrobat Reader that will be able to use the converted document. This depends on the audience. For general circulation, Adobe's default is 3.0. If the potential audience is more sophisticated, a later version of Reader will result in a sharper-looking file. There are two ways of looking at this choice. On the one hand, the only way some users ever upgrade is to encounter applications that they cannot use with their current software. Since Acrobat Reader is free, it is not difficult to obtain the newest version. However, the goal of most posted PDF files is to reach the maximum audience with the least amount of fuss; so most users will select 3.0. Similarly, "embed thumbnails" is a feature that adds space without much functionality.
In the compression tab, the simplest choice is to select "enable fastweb open." This feature will override other compression features that the user selects. It is Adobe's effort to compress the file to the minimum size while preserving functionality. Few users will have sufficient sophistication to override the compression settings.
Under the "fonts" selection, the choices depend on the fonts that the user has put into the original Word document. Each embedded font adds about 30 KB to the resulting document. Therefore, converting a document that contains only common fonts, such as Ariel, Times New Roman, or Courier requires no embedded fonts to be added. The user should then go in and remove all of the fonts in the upper right box.
After selecting the conversion choices, the user should save the document and then select "Convert to Adobe PDF" in the Acrobat menu. As long as you have saved the current document, feel free to convert. It is at this time that a coffee break is in order. Conversion via PDF writer takes a long time. However, it results in the most complete conversion with the smallest size. If the conversion does not produce the desired result, delete the newly created PDF file, open the source Word file, choose "restore defaults" from the "change conversion setting" in the Acrobat menu and start over. Adobe provides an extensive help file, as well as a link to its Web site on line.
Internet Explorer security flaws update
By David Clark, Newsletter Editor, Standing Committee on Legal Technology
In the March 2002 Legal Tech newsletter, the following article appeared. At the time it was not revealed as to the extent of the damage in the breach of security discovered in Internet Explorer. The Chicago Sun-Times reported in August 2002 that upon learning in January of 2002 of the backdoor opening in IE, Bill Gates ordered expenditure of $100 million to close discovered flaws that have existed in every version today of Internet Explorer. Hundreds of analysts and software engineers were diverted from regular assignments on the full-scale assault to correct the problems.
The main breach has to do with a hacker's ability to enter through a backdoor and erase the digital certificates serving as digital signatures or as digital authorizations. While this primarily affected e-commerce and transactions employing a credit card, it can also greatly disturb documents affixed with an algorithm known as a digital signature. Legal documents, including contracts finalized electronically, could be impaired without the accompanying digital certificates.
The Sun-Times reported that there were no estimates as to how widely affected consumers were, but the potential damage was severe.
Readers are encouraged to log on the the Microsoft Web site, <www.microsoft.com/security> and take the corrective measures indicated.
In that vein, it is decided to reprint the original story.
Security flaws in Internet Explorer
Using a computer without being constantly alert as to security from unauthorized entry or from viral and other infections acts is a gamble most are unwilling to undertake. Since many of the viruses have come lately to attack through email and specifically have targeted Microsoft Outlook or their browser Internet Explorer version 6 as gateways under attack. On May 13, 2002 Microsoft has announced through the news wire sources an alert warning.
Microsoft identified six flaws in its latest version (Internet Explorer v. 6) giving hackers access to personal information about computer users. This backdoor security breach would enable hackers to enter in the guise of the user.
Microsoft advised users of Explorer version 5.01, 5.5 and 6.0 to down load a remedy patch from its website, www.microsoft.com/security. This will be critical to close the loophole that was recently discovered an apparently there in earlier versions. The download is provided free and by following directions given through the website, effective remedies can fortify users from hacking in this backdoor.
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