Saving reports in PDF format, when software doesn't have the ability built in.

While most programs do not have the built-in ability to save files in a .pdf format, there is plenty of software available on the internet which can make this possible. The software is usually referred to as a .pdf printer, because instead of making one program able to save a .pdf file, it sets itself up on your computer as a printer you can choose from any program

If you have an Apple Computer (Mac, iMac), then you don't need to install anything extra. Simply select to print a file on an Apple computer, and the dialog box that appears will also have an option to save a copy of the file as a .pdf on to your computer.

If you have a Windows computer, doing an online search for Free PDF Printer. This will turn up many results. While we are not affiliated with any of these software makers, some of the support team members have made use of the following PDF printers over the years: CutePDF, PDF 995, Bullzip, and primo pdf. To date, all of the mentioned software is free. Some versions will include an ad window that appears, others do not. Despite some of the differences, they all have the same end effect; after installing them, you are able to choose a pdf printer, and have your files saved as a .pdf file. Whichever one you choose, make sure to read and follow the steps to set up the .pdf software; we do not offer technical support on outside software.

Once you have set up the .pdf printer and saved your first .pdf file, the next thing will be emailing it. The steps listed below are not specific, so make sure that you have made note of where the file is saved, and what it is named. For the steps below, we use a generic name, report.pdf, which has been saved to the Desktop.

1. Open your email program, and enter the addresses of the members you wish to send it to.

2. Check to see how you send an attachment with the e-mail. There should be some instructions on your system about how to do an attachment. Some of the more common methods are:

  • OUTLOOK EXPRESS - Select INSERT > FILE ATTACHMENT or click the paperclip icon.
  • OUTLOOK - Select INSERT > FILE or click the paperclip icon.
  • THUNDERBIRD - FILE > ATTACH > FILES or click the paperclip icon.
  • Gmail - Click ATTACH A FILE link
  • AOL - Select the ATTACHMENTS button at the bottom of the email.
  • MSN - Press CONTROL-F on the keyboard.

    3. Use the FILE FIND window to locate the report.pdf file on your desktop.
    4. Click OPEN or ATTACH, and then send the email. This will send a .pdf file to the members that they should be able to open and read or print out for their own use.