What Is a PDF File — and How Do You Create One?

A simple guide for Pronto Reprographics customers.

If you’ve ever tried to send us a file and wondered why we ask for it in PDF format — you’re not alone. We get this question all the time. The good news is that creating a PDF is easier than you might think, and once you know how, you’ll use it for everything.

So, What Exactly Is a PDF?

PDF stands for Portable Document Format. It was created by Adobe in the early 1990s with one goal in mind: to make a document that looks the same no matter what computer, phone, or printer it’s opened on.

Think of it this way: if you design a flyer on your Mac using a special font, and then email it to someone on a Windows PC who doesn’t have that font installed — your beautifully designed flyer will look like a scrambled mess on their screen. A PDF prevents that entirely. It locks in your fonts, colors, layout, and images so that what you see is exactly what we print.

That’s why we love PDFs here at Pronto. When you send us a PDF, we can be confident the file we print matches what you designed — no surprises.

Why Do Print Shops Prefer PDFs?

There are a few big reasons:

• Fonts stay intact. No missing or substituted typefaces.
• Colors and layout are preserved exactly as you created them.
• Images are embedded in the file — no broken links or missing pictures.
• The file is compact and easy to email or upload.
• It works on every device and operating system.

How to Create a PDF From Any Program

The great news is that you don’t need any special software to create a PDF. Whether you’re using Microsoft Word, Google Docs, Apple Pages, or even just a photo on your phone — you can create a PDF in just a few clicks.

From Microsoft Word, Excel, or PowerPoint

This is probably the most common way our customers create PDFs:

1. Open your document in Word (or Excel/PowerPoint).
2. Click “File” in the top left corner.
3. Choose “Save As” (or “Export” on newer versions).
4. In the file format dropdown, select “PDF”.
5. Click “Save”, and you’re done!

Tip: In newer versions of Word, you can also go to File > Export > Create PDF/XPS for extra options.

From Google Docs:

1. Open your document in Google Docs.
2. Click “File” in the menu.
3. Hover over Download.
4. Select “PDF Document” (.pdf). The file will download automatically.

From Any Program on a Mac:

This is one of the best kept Mac secrets — you can save anything as a PDF using the Print menu:

1. Open the file you want to convert.
2. Press Command + P (or go to File > Print).
3. In the bottom left of the print dialog, click the PDF button.
4. Choose “Save as PDF”, pick a location, and click “Save”.

From Any Program on Windows 10 or 11:

Windows also has a built-in PDF printer — no extra software needed:

1. Open the file and press Ctrl + P to open the Print dialog.
2. Where it asks for a printer, choose “Microsoft Print to PDF”.
3. Click “Print”.
4. You’ll be asked where to save the file. Choose a location and click “Save”.

From Your iPhone or Android Phone:

Yes, you can even create a PDF from your phone!

On iPhone

1. Open the document, image, or webpage.
2. Tap the “Share” button (the box with an arrow pointing up).
3. Scroll down and tap “Print”, then pinch outward on the preview to save as PDF.

On Android:

1. Open the file.
2. Tap the three-dot menu and select “Print”.
3. Tap the dropdown at the top and choose “Save as PDF”.

Quick Tips for a Print-Ready PDF

Before you send us your file, keep these things in mind:

• Check your page size. Make sure the document is set to the correct dimensions (e.g., 8.5″x11″, 24″x36,” etc…) before saving.
• Use high resolution images. Images should ideally be 300 DPI or higher for sharp print quality.
• Don’t password protect it. If your PDF is locked with a password, we won’t be able to open it.
• Name your file clearly. Something like “Smith_YardSign_Front.pdf” helps us stay organized and get your order right.

Still Have Questions? We’re Here to Help.

Creating and sending files for print doesn’t have to be complicated. If you run into any trouble, or if you’re not sure whether your file is ready to print — just reach out. We’ve been helping both local Corpus Christi customers and customers nationwide with their print projects since 1964, and we’re happy to walk you through it.

Visit our contact page or give us a call — we’d love to help bring your project to life.

Website: prontoreprographics.com

Location: 4302 Tiger Lane, Corpus Christi, Texas 78411

Phone: 361-777-0808

Thank you for reading!

– Pronto Reprographics is a 3rd generation, family-owned commercial print shop located in Corpus Christi, Texas; specializing in: blueprint printing, architectural plans, yard signs, signs, banners, posters, wide-format printing, wide-format scanning, wide-format laminating, stickers, embroidery, and more! We ship nationwide, let’s explore the possibilities!