Free PDF writing software
Important: Any document created using a
Systems2win template that is distributed outside of licensed users
must be in a non-editable format, such as a printed paper, or PDF.
Exception: You can allow your hired consulting firm to use your Systems2win templates on your behalf — as long as the template is used only on your behalf, and each template is provided one-at-a-time on an as-justified basis. To use the templates for any other client, your consulting firm will need to purchase a consulting license. See License Agreement.
How to use ANY PDF writing software
Ctrl+P > choose the PDF writing software that has been installed on your computer
Or to use the PDF writing software that now comes as a standard feature in Office 2007 or higher —
Free PDF writing software
Office 2007 and higher now includes PDF writing software as a standard feature.
Simply use File (or Office button) > Save As > PDF or XPS
But we still recommend to download and install more full-featured PDF writing software,
because the PDF writing features that come with Microsoft Office are not very robust.
Unlike the standard Office PDF writing feature,
you can use PDF writing software just like any other printer
(which is particularly helpful when using any of the special print buttons found on several Systems2win templates)
If your company has not already provided you with PDF writing software,
(perhaps your IT Department suggested different PDF writing software when they personalized your Systems2winInstallReadMe file?)
then we highly recommend that you download and use free PDF writer software.
You could do an Internet search for "free PDF writing software",
or (if your IT Department has not suggested another), then we recommend pdf995, because:
- It is free (you can download it at http://pdf995.com)
- Installation only takes 3 minutes
- This Systems2win training web page gives useful help for how to use advanced features
Tips for installing pdf995
You must install 2 separate downloads: pdf995 printer driver, and free converter
To do advanced editing (like including active hyperlinks in your PDFs), you will also download and install a third free file: PdfEdit995.
And if you want the choice to encrypt PDFs — you can optionally install the free Signature995.
Tip: Sometimes during installation, you may need to minimize an advertising or help screen in order to reveal the product screen beneath it.
How to use pdf995
Ctrl+P > pdf995 (or File > Print > pdf995)
This will create a basic PDF file,
which can then optionally be enhanced with additional features using PdfEdit995 and/or Signature995.
Tip: If using the free version, a pop-up ad page will display for about a minute before showing your completed PDF file.
If this annoys you, you can pay (you guessed it) $9.95 for the version without ads, or $19.95 for a suite key for all three products.
Tips to Avoid Broken Links
All hyperlinks in any PDF should always be hard links that specify the full path to the linked file.
Bookmark = links
How to include active hyperlinks
in your PDFs
requires installation of third free download: PdfEdit995
In the new version -
hyperlinks are automatically activated when you simply create your pdf.
In the old version -
Immediately after generating a simple PDF file
On the Links tab, select Auto-Convert URL's to links.
This will automatically make active hyperlinks for any text in your document that starts with www. or http://
If you ignored our advice, and still haven't installed better PDF writing software
Hyperlinks are automatically active in PDFs created using Office 2007 and 2010.
File (or Office button) > Save As > PDF or XPS
Microsoft changed Office 2013 (for the worse),
so that hyperlinks are active in the PDF only if they are active in Excel —
which would require the unpleasant "sea of underlined blue text" (explained below).
Get rid of the annoying
The default way that Excel ships:
This is not only ugly, but is also dangerously easy to click by
How to turn off this annoying "feature"
Tools > Auto-Correct Options > Auto-Format As You Type tab > uncheck the box for Replace As You Type > Internet and Network Paths with Hyperlinks
Excel 2007+: Office Button > Excel Options > Proofing > Auto-Correct Options > Auto-Format As You Type tab > uncheck the box for Replace As You Type > Internet and Network Paths with Hyperlinks.
Two professional ways to make hyperlinks
(by licensed users of your Systems2win templates)
Simply insert a Link icon from the Systems2win menu.
Users can just click the Link icon.
2) If some users will be using the document as a PDF file
Then in addition to (or instead of) the Link icon,
Then, when you follow the above instructions for how to include active hyperlinks in your PDFs, the user will see all of your professional-looking colors and fonts (rather than a sea of ugly blue underlined text), and ONLY the URL will be an active hyperlink.
Tip: If you Format Cells to Shrink To Fit, then a very long hyperlink can fit within a very small cell, and the (perhaps unreadably tiny) link will still be active in your PDF
The minimum cell width seems to be 6.
If you use tiny hyperlinks, then you will need to teach your people to look for the tiny text link nearby wherever they see a link icon symbol in a PDF, and teach them how to hover their mouse over such a tiny little thing to select it.
(without following the link)
- Hold down your left mouse button for a several seconds when selecting the cell, or...
- Select a nearby cell, and then use your arrow keys to select the cell containing the link
When you delete a cell that contained a hyperlink
When you delete the contents of a cell that
contained a hyperlink,
the cell format will sometimes still have the blue underlined hyperlink text format.
To restore the default cell format - copy and paste a similar blank cell.
Other ways to comply
with your Systems2win license agreement
If you find PDF writing freeware too difficulat to install or use, then you can comply with your Systems2win license agreement by distributing your documents in some other non-editable format, such as printed paper or an image file.
You can capture a screenshot as an image file by pressing the Print Screen key on your keyboard,
and then pasting into any application.
Systems2win offers cash rewards for reporting unauthorized piracy of Systems2win templates.
See details in your License Agreement.
Extra bonus free training from Systems2win...
How to use pdf995 to create encrypted PDFs
It is not a Systems2win requirement for your PDF to be encrypted.
An unencrypted PDF is sufficient for license compliance.
You might, however, have other reasons for wanting to encrypt some of your
Unlike most other PDF writing applications, which can create an encrypted PDF
in one step simply by choosing a few setup options...
creating an encrypted PDF with pdf995 requires two steps:
Step 1) Create an unencrypted PDF file
|Step 2) Create an encrypted PDF file
Start > All Programs > Pdf995 > Signature 995
Tip: If you are using the free version, you must wait for their
advertising screen to run its ad.
On the Encryption tab, press the
(Again, you might need to minimize the help page in order to view the PDF Rights Management screen, which is shown below.)
|Select the file to encrypt (if not selected already). Select the checkboxes to
Restrict copying content to clipboard and Restrict modification.
(Tip: you do not need to password protect the document unless
You then need to choose a name for your encrypted document, which must be different from the original unencrypted PDF file that you started with.
Suggestion: Add a capital E to the original filename.
Example: original.PDF (unencrypted) — originalE.PDF (encrypted)