Create a PDF on Mac

If you are looking to create a PDF on your OS X computer, relax. Your Mac has you covered.

A few weeks ago we talked on this blog about how the PDF is the best file to use when preparing your files for printing. In response many of our customers have asked us about the best and easiest ways to go about making and working with PDFs. In this post and we will look at a few ways of doing this on Mac computers. We’ll follow this up with a post focused on Windows computers soon.

The Mac is a computer known for its simplicity and ease of use. This often means that powerful tools are already installed and part of your computer from day one. This is absolutely the case with PDFs. There are tools in your Mac from day one that allow you to create a PDF that is ready to print right out of the box.

As with everything, there are many ways to create a PDF file on a Mac. We don’t intend this post to be a complete explanation of all of them. Instead we are focusing on two simple easy ways anyone can learn to use.

1. Print a PDF

Mac OS X has a standard printing system that shows up in nearly every application  on your computer. This means the process of printing is almost always the same in any application you might use. And because all applications share this process, they also share the Mac’s PDF print functionality. Let’s take a look at how this works.

In the application you are using, click on the file menu in the upper right, and then click on the Print item (usually the last item listed).

This will launch the print dialog box. From here you might be used to clicking print in the lower right and getting your document to your printer. But to make a PDF, instead click the button marked PDF on the lower left.

This opens a drop down menu. Simply select the first item. ‘Save as PDF’ and then you will see a new screen. This will allow you to name your document as well as add an author’s name and a few more items. Click Save to save the new document wherever you like.

And that’s it. You’ve created a PDF. Open the document to see if it looks how you want. You can now send this along to your printer, and be assured that they will see what you see in the file.

2. Save as or Export PDF

A second way to create a PDF depends on how the application you are using is created. Many applications will allow you to save your work as a PDF (such as the copy of Excel we are showing here).

In this case, simply select ‘Save As…” from the File menu, and then select PDF from the format dropdown menu. Then you can save the new file wherever you would like.

This is certainly another super simple way to create a PDF, but it isn’t accessible in all applications. Some apps, such as Apple’s own Pages or Numbers have another menu item “Export” that will allow you to do the same thing. If you can’t do one of these in your application, then be on the look out for the other option. And if you can’t do that, then refer back to #1, and use that print function.

Also keep in mind that certain applications offer more options than others. Programs like those in the Adobe Creative Cloud will  allow you to create complex PDF documents with advanced functionality. Often this includes things you will want access to for your print design projects.

We hope this will help you create a PDF the next time you need to for a print project. Of course, if you have any questions feel free to ask  us below.