The most popular solution is to distribute your information in PDF format. PDF is an abbreviation for "Portable Document Format," a file format invented by Adobe and now used by many products on Windows, Macintosh, Linux and handheld operating systems. PDF has become the de facto standard for electronic documentation distribution. Once a file is created in PDF format, anyone can read your document across a broad range of hardware and software, and it will look exactly as you intended — with layout, fonts, color, links, and images intact. In short, it will look like a document published with a desktop publishing program. Best of all, the required software to view your PDF document is completely free. Many of the genealogy CD-ROM disks reviewed in this newsletter were created in Adobe’s PDF format.

In the 27 February 2002 edition of this newsletter (still available at www.ancestry.com/library/view/columns/eastman/5334.asp), I wrote about PDF995, a free Windows program that will create PDF files which can be distributed to others. This week I used another free method of creating PDF files and decided to tell you about it.

PS2PDF.com is a website that will convert PostScript files to PDF format at no charge. You upload a document created with your genealogy program or word processor. A few seconds later you can download a PDF format file of the same document. Best of all, PS2PDF works for Macintosh users as well as for those who use Windows, Linux, or other operating systems.

First you have to save your work in PostScript format. PostScript is still another file format that is used between different operating systems. Luckily, Windows users will find it easy to create PostScript files without obtaining additional software. You can create PostScript files from any Windows word processor, genealogy program or almost any other application.

Windows users can add PostScript as an option by the following:

Use the Windows Control Panel to bring up the "Printers" window, and open the "Add Printer" icon. A Windows Wizard will step you through the process. Use "local printer " rather than "network printer" when asked. Select any printer that has the word PostScript or "PS" in its name. I would suggest using a printer capable of color printing; I selected "HP Color LaserJet 8500 PS." Save it as an additional printer installed on your system, even though you do not have such a printer physically installed. You only need to do this one time. You will then be able to create as many PostScript-formatted files as you wish in the future.

To create a PostScript file from your favorite genealogy program, word processor or other Windows application, you use the application’s print function. First of all, create and save your document in the normal manner. When ready to print, use the application’s menu to select PRINT as if you were going to create output on paper. However, when the Windows printer dialog box appears, select the non-existent PostScript printer. In that printer’s dialog box, select the "Print to File" check box. In the "Print to File" dialog box, enter a name for the file. Be sure to use a ".ps" extension, not the ".prn" extension that Windows suggests. For instance, you could enter a name of file of MYFILE.PS and then store the file in any convenient location on your hard drive. Windows will "print" to that file instead of directing the output to paper. You now have a PostScript file stored on your hard drive.

To convert your PostScript file to PDF format, open a Web browser and go to www.ps2pdf.com. Once there, click on "Convert." Enter the name and location of the PostScript file you created in the previous step. It may be easier to click on "Browse" to find the file stored on your hard drive. When ready, click on "Convert" once more. Be patient while the Web service creates a PDF file of your work. You will eventually see a status page showing errors, if any. Assuming that everything worked properly, there will be a PDF icon near the bottom of the page. Click on that icon, and your PDF document will be displayed in your Web browser. You can then save the new PDF file to your hard drive.

The service is free of charge. You do not even need to install new software on your computer, other than a PostScript printer driver.

Keep in mind that this procedure will work with almost all Windows applications. Macintosh and Linux users also can create PostScript files. Not only will PS2PDF.com work with genealogy programs and word processors, but it also works well with spreadsheets, your bowling league’s database, or even a Web browser. Want to capture a webpage and send it to someone else? View the webpage in Internet Explorer or Netscape, select FILE and then select PRINT. Follow the earlier instructions, and you will soon have a PDF file showing what you saw on the website. PDF documents are great for sending feedback to a company’s tech support department or to anyone else you wish.

To be sure, the free Web service does not support all the options available in the latest versions of Adobe’s PDF creator program. The free service does not offer an option to encrypt files or to create hot links to websites. If you need the advanced features, be prepared to spend $200 for Adobe Acrobat 5.0. However, for many of us with simpler needs, the free service of PS2PDF.COM is an excellent alternative.

For more information, look at www.ps2pdf.com.

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