Difference between revisions of "How do I setup printing to PDF?"

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{{Review}}
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== Summary ==
 +
The following article explains how to install a PDF printer in Windows so you can use this to save documents that you would normally print in Platinum to a PDF file.
 +
 
 +
== More Information ==
 +
 
 +
{{Warning|text="If you have problems viewing PDF files you will need a program to read these files. Therefore it is important to have a PDF file viewer installed on your PC if you don't have one already. One of the most popular is the Adobe Acrobat Reader available for download here - http://www.adobe.com/uk/products/acrobat/readstep2.html"}}
  
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== Summary ==
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{{Information|text=The reader program sadly cannot produce PDF files it can only read them, which is why you need the extra "PDF Printer" to produce them. For help on how to do this, see the steps in the section below.}}
 +
 
 +
=== Built-in PDF Support ===
 +
If all your PCs are Windows 10 or Windows Server 2016 or above and you use the Catalyst "SXMail" module for sending emails then you can try the new built-in PDF support.
 +
 
 +
After [[Downloading a Platinum update|updating Platinum]] you should find new Print Settings records:
 +
;92:{{DataValue|Print to PDF}} - prints the document to a PDF file and shows a {{Menu|Save As}} box to allow you to enter or amend the file name or location to save as.
 +
;91:{{DataValue|PDF to email}} - prints the document to a PDF file and shows a {{Menu|Send Email}} box attaching the PDF to an email message and allowing you to enter or amend the email message before sending. Note: you must have the Catalyst "SXMail" module in order to send an email using this method.
 +
;90:{{DataValue|PDF to email (silent)}} - as above but sends the email using a standard message without prompting, useful for the [[Getting started - Retention Centre|Retention Centre]] for example.
 +
;89:{{DataValue|Print to PDF (password)}} - prints the document to a PDF file, shows a {{Menu|Save As}} box to allow you to enter or amend the file name or location to save as, and asks for a password to be used for protecting the PDF file.
 +
;88:{{DataValue|PDF to email (password)}} - prints the document to a PDF file and shows a {{Menu|Send Email}} box attaching the PDF to an email message and allowing you to enter or amend the email message and password to be used for protecting the PDF file before sending. Note: you must have the Catalyst "SXMail" module in order to send an email using this method.
 +
;87:{{DataValue|PDF to email (password silent)}} - as above but sends the email using a standard message without prompting, useful for the [[Getting started - Retention Centre|Retention Centre]] for example.
 +
 
 +
Some benefits of using the built-in PDF support over PDF995 and other third-party PDF printers are:
 +
* No extra third-party software required. (Catalyst "SXMail" required for sending emails.)
 +
* In many cases Platinum can pick a more suitable name for the PDF file than the default "Platinum Document.pdf", for example a name such as "Invoice 12345.pdf" is used from all invoicing systems.
 +
* When using the built-in {{DataValue|PDF to email}} option the email contents are pre-filled with a standard message that can be customised.
 +
* When using the built-in {{DataValue|PDF to email}} option, a Client Contact is automatically created recording the contents of the email message sent.
 +
* When using the built-in {{DataValue|PDF to email}} option, the resulting PDF file can automatically be encrypted with a password stored on the recipient account, prospect or payroll employee.
 +
 
 +
These print records use the new {{DataPrompt|Print Device}} name of {{DataValue|PDF:}} which automatically accesses the Microsoft Print to PDF printer built in to Windows 10, Windows Server 2016 and above.
 +
 
 +
=== Printing a Platinum Document to PDF ===
 +
* When you are printing anything from Platinum that you want to print to file, get to the point where the next button you press would normally print and press {{KeyPress|A-P}}.
 +
* Type in number {{DataValue|92}} for the built-in {{DataValue|Print to PDF}} if on Windows 10, Windows Server 2016 or above, or the number of the {{DataValue|PDF Printer}} record created if not (see below), or press {{KeyPress|C-F1}} to search for the desired PDF print record.
 +
* Press {{KeyPress|ENTER}}.
 +
* Press the appropriate key to print.
 +
* This will go through much the same process as a normal print (i.e. you will see the normal "Printer Status" box).
 +
* A {{DataPrompt|Save As}} box will appear allowing you to save the document with a file name. If using PDF995 then any print will default to a name of "Platinum Document.pdf", but you will need to enter a sensible name for your file. For example, if you are printing a Sales Daybook for a period, a sensible name would be {{DataValue|Sales Daybook June 2017}}.
 +
* If you using the free version of PDF995, the sponsor box will appear for approx 10 seconds and a smaller add box will appear advertising other Software995 products. This can be closed.
 +
* The document will appear in your default PDF file viewer.
  
−
The following article explains how to install a PDF printer within windows so you can use this to save documents you would normally print in Platinum to a PDF file.
+
=== Installing a PDF Printer ===
 +
{{Tip|On Windows 10, Windows Server 2016 and above Platinum now interfaces with the built-in Microsoft Print to PDF printer and the following steps are not necessary.}}
  
−
{{Warning|title=Warning|text=It is important to have a PDF file viewer installed on you PC if you don't have one already. One of the most popular is the Adobe Acrobat Reader available for download here - http://www.adobe.com/uk/products/acrobat/readstep2.html}}
+
If you have PCs with Windows earlier than Windows 10 or Windows Server 2016 then you will have to install a third party PDF printer driver.
  
−
== Installing the PDF Printer ==
+
Though there are many PDF printing utilities out there, the one we recommend is called PDF995 (http://www.pdf995.com/). A Free evaluation copy (or Sponsored copy) is available for download. This will bring up a small sponsor box just before the PDF is produced. (This delay can be removed by buying a Licence for the software. Contact our sales team and we can purchase the licence and install it all for you or you can buy and it from the suppliers website and install it yourself.)
−
Though there are many PDF printing utilities out there the one we recommend is called PDF995 (http://www.pdf995.com/). A Free evaluation copy (or Sponsored copy) is available for download. This will bring up a small sponsor box just before the PDF is produced. (This delay can be removed by buying a Licence for the software. Contact our sales team and we can purchase the licence and install it all for you or you can buy and it from the suppliers website and install it yourself.)
 
  
−
The following steps talk you through downloading and installing the evaluation version of the software.  
+
The following steps explain how to download and install the evaluation version of the software.
  
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{{Note|title=Note|text=It is important '''ALL''' the parts of the software are downloaded and installed in the correct order.}}
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{{Note||text=It is important '''ALL''' the parts of the software are downloaded and installed in the correct order.}}
  
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=== Installing the PDF995 Printer Driver ===
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==== Installing the PDF995 Printer Driver ====
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*Click the link below to download the "PDF995 Printer Driver"
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* Click the link below to download the "PDF995 Printer Driver"
 
http://www.software995.net/bin/pdf995s.exe
 
http://www.software995.net/bin/pdf995s.exe
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*Click {{Button|Save}} and save to your preferred location (E.G. Desktop, My documents etc)
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* Click {{Button|Save}} and save to your preferred location (E.G. Desktop, My Documents etc).
−
*Go to the save location and Double Left Click the file '''"pdf995s.exe"''' The file will install automatically and bring up a readme file giving help on PDF995 and it use.
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* Go to this location and Double Left click the file '''"pdf995s.exe"'''. The file will install automatically and bring up a readme file giving help on PDF995 and its use.
 +
 
 +
==== Installing the PDF995 Free Converter ====
 +
* Click the link below to download the "Free Converter"
 +
http://www.sponsor995.com/bin/ps2pdf995.exe
 +
* Click {{Button|Save}} and save to your preferred location (E.G. Desktop, My Documents etc)
 +
* Go to this location and Double Left Click the file '''"ps2pdf995.exe"''' The file will install automatically and bring up a readme file giving help on PDF995 and its use.
  
−
=== Installing the PDF995 Free Converter ===
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==== Installing the PDF995 Editor ====
−
*Click the link below to download the "Free Converter"
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* Click the link below to download the "Editor"
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http://software995.com/cgi-bin/link.pl
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http://www.freeware995.com/bin/pdfedit.exe
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*Click {{Button|Save}} and save to your preferred location (E.G. Desktop, My documents etc)
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* Click {{Button|Save}} and save to your preferred location (E.G. Desktop, My Documents etc)
−
*Go to the save location and Double Left Click the file '''"ps2pdf995.exe"''' The file will install automatically and bring up a readme file giving help on PDF995 and it use.
+
* Go to this location and Double Left Click the file '''"pdfedit.exe"''' The file will install automatically and bring up a readme file giving help on PDF995 and its use.
  
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=== Setting up the Platinum Print Record ===
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==== Setting up the Platinum Print Record ====
−
Go to "Options" -> "Printing" or Press {{KeyPress|A-P}}.
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* Press {{KeyPress|A-P}} from anywhere within Platinum to open the "Print Record Override" window.
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*This will bring up the "Print Record Override" box by pressing {{KeyPress|F1}} to move through the print records find you first available print record number (e.g. {{DataValue|05}}).
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* Press {{KeyPress|C-F1}} to open the "Print Record Search" and then press {{KeyPress|F9}} or press {{Button|Copy}} to create a new print record based on an existing one.
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*Type in the next free number you have found (e.g. {{DataValue|05}}) and press {{KeyPress|S-F10}}.
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* Platinum will then prompt you to choose the record to base the new one on. Enter {{DataValue|01}} to choose the record of your "default Windows printer" and then press {{Button|Choose}}. The "Printer Settings" window will now open with a complete copy of record {{DataValue|01}}.
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*This will bring ask if you want to {{Button|Create}} a new record {{Button|Copy}} An existing one or {{Button|Re-enter}} the record number. Left Click {{Button|Copy}}
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* Set the {{DataPrompt|Record Name}} to read {{DataValue|PDF Printer}}.
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*Type in the Print Record field {{DataValue|01}}, this will create a print record with you selected number that is an exact copy of print record {{DataValue|1}} (The Windows Default printer).
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* Set the {{DataPrompt|Att. printer:}} to {{DataValue|W04}}.{{Information|iconsize=small|text=''If you do not have {{DataValue|W04}} please click [[How can I centralise my PDF Printouts?|here]] for more details.''}}
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*Arrow key down to the {{DataPrompt|Name:}} Field and type {{DataValue|PDF PRINTER}}.
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* Set the {{DataPrompt|Output}} to {{DataValue|Printer/File}}.
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*Arrow key down to the {{DataPrompt|Print Device:}} Field and edit the line to read {{DataValue|WIN:PDF995}}.
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* On the "device" tab , enter {{DataValue|WIN:PDF995}} as the {{DataPrompt|Default Print Device}}.
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*Press {{KeyPress|ESC}} {{Button|Accept}}.
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* Press {{KeyPress|ESC}} or press {{Button|Done}} and then press {{Button|Accept}} to save the new print record.
  
−
=== Printing a Platinum Document to PDF ===
+
==== Migrating from PDF995 to built-in PDF Support ====
−
*when you are for example printing a report, get yourself to the point where the next button you press would normally print press {{KeyPress|A-P}}
+
If you use the built-in PDF print records but previously installed PDF995 you may of course continue to use PDF995 if you prefer, but if no longer used then it can be uninstalled and any related print settings records deleted.
−
*Type in the number of the {{DataValue|PDF PRINTER}} record (e.g. {{DataValue|05}}) or press {{KeyPress|F1}} to get to that number.
 
−
*Press {{KeyPress|Enter}}.
 
−
*Then press appropriate key to print (e.g. in a report {{KeyPress|F2}}.
 
−
*This will go through exactly the same process as a normal print (i.e. you will see th normal "Printer Status" box).
 
−
*A PDF995 Save as box will then appear allowing you to save the Doc with your preferred name, any Platinum PDF print will always default to a name of "Platinum Document.pdf".
 
−
*If you have the Free version of PDF995 the sponsor box will appear for approx 10 seconds and a smaller add box will appear advertising other Software995 products. This can be closed.
 
−
*The document will appear in your default PDF file viewer.
 
  
 
== See also ==
 
== See also ==
−
*[[How to Print to PDF and attach to an email from Platinum?]]
+
* [[How do I print and email a PDF?]]
 +
* [[Why is my print to PDF not working?]]
 +
* [[How can I centralise my PDF Printouts?]]
 +
* [[Why is my PDF print displaying the wrong document?]]
 +
* [[How do I send a printout to a file?]]
 +
* [[Why does printing to PDF chop off my documents?]]
 +
 
 +
{{KB_Tags|print, record, new printer, new, printer, rec, printing, windows, default, def, windows default printer win selection, sel, printer selection, pdf, adobe, pdf995, pdf 995, output, file, password protected, encrypted}}
 +
{{FAQ}}{{How}}{{ZN_Admin}}
  
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{{FAQ}}{{KB_Tags|PDF, PRINTING}}{{ZN_Admin}}
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{{KB_Ref|RP73}}

Latest revision as of 10:44, 7 August 2019

Summary

The following article explains how to install a PDF printer in Windows so you can use this to save documents that you would normally print in Platinum to a PDF file.

More Information

"If you have problems viewing PDF files you will need a program to read these files. Therefore it is important to have a PDF file viewer installed on your PC if you don't have one already. One of the most popular is the Adobe Acrobat Reader available for download here - http://www.adobe.com/uk/products/acrobat/readstep2.html"
The reader program sadly cannot produce PDF files it can only read them, which is why you need the extra "PDF Printer" to produce them. For help on how to do this, see the steps in the section below.

Built-in PDF Support

If all your PCs are Windows 10 or Windows Server 2016 or above and you use the Catalyst "SXMail" module for sending emails then you can try the new built-in PDF support.

After updating Platinum you should find new Print Settings records:

92
'Print to PDF' - prints the document to a PDF file and shows a " Save As" box to allow you to enter or amend the file name or location to save as.
91
'PDF to email' - prints the document to a PDF file and shows a " Send Email" box attaching the PDF to an email message and allowing you to enter or amend the email message before sending. Note: you must have the Catalyst "SXMail" module in order to send an email using this method.
90
'PDF to email (silent)' - as above but sends the email using a standard message without prompting, useful for the Retention Centre for example.
89
'Print to PDF (password)' - prints the document to a PDF file, shows a " Save As" box to allow you to enter or amend the file name or location to save as, and asks for a password to be used for protecting the PDF file.
88
'PDF to email (password)' - prints the document to a PDF file and shows a " Send Email" box attaching the PDF to an email message and allowing you to enter or amend the email message and password to be used for protecting the PDF file before sending. Note: you must have the Catalyst "SXMail" module in order to send an email using this method.
87
'PDF to email (password silent)' - as above but sends the email using a standard message without prompting, useful for the Retention Centre for example.

Some benefits of using the built-in PDF support over PDF995 and other third-party PDF printers are:

  • No extra third-party software required. (Catalyst "SXMail" required for sending emails.)
  • In many cases Platinum can pick a more suitable name for the PDF file than the default "Platinum Document.pdf", for example a name such as "Invoice 12345.pdf" is used from all invoicing systems.
  • When using the built-in 'PDF to email' option the email contents are pre-filled with a standard message that can be customised.
  • When using the built-in 'PDF to email' option, a Client Contact is automatically created recording the contents of the email message sent.
  • When using the built-in 'PDF to email' option, the resulting PDF file can automatically be encrypted with a password stored on the recipient account, prospect or payroll employee.

These print records use the new "Print Device" name of 'PDF:' which automatically accesses the Microsoft Print to PDF printer built in to Windows 10, Windows Server 2016 and above.

Printing a Platinum Document to PDF

  • When you are printing anything from Platinum that you want to print to file, get to the point where the next button you press would normally print and press <Alt+P>.
  • Type in number '92' for the built-in 'Print to PDF' if on Windows 10, Windows Server 2016 or above, or the number of the 'PDF Printer' record created if not (see below), or press <Ctrl+F1> to search for the desired PDF print record.
  • Press <Enter>.
  • Press the appropriate key to print.
  • This will go through much the same process as a normal print (i.e. you will see the normal "Printer Status" box).
  • A "Save As" box will appear allowing you to save the document with a file name. If using PDF995 then any print will default to a name of "Platinum Document.pdf", but you will need to enter a sensible name for your file. For example, if you are printing a Sales Daybook for a period, a sensible name would be 'Sales Daybook June 2017'.
  • If you using the free version of PDF995, the sponsor box will appear for approx 10 seconds and a smaller add box will appear advertising other Software995 products. This can be closed.
  • The document will appear in your default PDF file viewer.

Installing a PDF Printer

On Windows 10, Windows Server 2016 and above Platinum now interfaces with the built-in Microsoft Print to PDF printer and the following steps are not necessary.

If you have PCs with Windows earlier than Windows 10 or Windows Server 2016 then you will have to install a third party PDF printer driver.

Though there are many PDF printing utilities out there, the one we recommend is called PDF995 (http://www.pdf995.com/). A Free evaluation copy (or Sponsored copy) is available for download. This will bring up a small sponsor box just before the PDF is produced. (This delay can be removed by buying a Licence for the software. Contact our sales team and we can purchase the licence and install it all for you or you can buy and it from the suppliers website and install it yourself.)

The following steps explain how to download and install the evaluation version of the software.

It is important ALL the parts of the software are downloaded and installed in the correct order.

Installing the PDF995 Printer Driver

  • Click the link below to download the "PDF995 Printer Driver"

http://www.software995.net/bin/pdf995s.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc).
  • Go to this location and Double Left click the file "pdf995s.exe". The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Installing the PDF995 Free Converter

  • Click the link below to download the "Free Converter"

http://www.sponsor995.com/bin/ps2pdf995.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc)
  • Go to this location and Double Left Click the file "ps2pdf995.exe" The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Installing the PDF995 Editor

  • Click the link below to download the "Editor"

http://www.freeware995.com/bin/pdfedit.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc)
  • Go to this location and Double Left Click the file "pdfedit.exe" The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Setting up the Platinum Print Record

  • Press <Alt+P> from anywhere within Platinum to open the "Print Record Override" window.
  • Press <Ctrl+F1> to open the "Print Record Search" and then press <F9> or press [Copy] to create a new print record based on an existing one.
  • Platinum will then prompt you to choose the record to base the new one on. Enter '01' to choose the record of your "default Windows printer" and then press [Choose]. The "Printer Settings" window will now open with a complete copy of record '01'.
  • Set the "Record Name" to read 'PDF Printer'.
  • Set the "Att. printer:" to 'W04'.
    		If you do not have 'W04' please click here for more details.
  • Set the "Output" to 'Printer/File'.
  • On the "device" tab , enter 'WIN:PDF995' as the "Default Print Device".
  • Press <Esc> or press [Done] and then press [Accept] to save the new print record.

Migrating from PDF995 to built-in PDF Support

If you use the built-in PDF print records but previously installed PDF995 you may of course continue to use PDF995 if you prefer, but if no longer used then it can be uninstalled and any related print settings records deleted.

See also


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