When you finish a manuscript, you want every reader to see it exactly as you wrote it. PDF, or Portable Document Format, was designed to lock in that exact look, no matter where the file lands. The format keeps fonts, colors, images, and page layout intact, so whether someone opens your file on a Windows laptop, a Mac desktop, or even an older operating system, the result looks the same. That consistency is why publishers, government agencies, and academic institutions rely on PDF for final versions of reports, theses, and books.
Unlike plain text or HTML, which can shift around when moved between platforms, PDF treats the document as a single, fixed page. When you print a PDF, the printer driver reads the file as a set of printable graphics. The result is a printout that matches the on‑screen version down to the smallest pixel. That quality matters for self‑publishers who want to distribute professional‑looking PDFs as e‑books, downloadable PDFs for a website, or hard‑copy proofs.
The format also offers flexibility: PDF files can be compressed, encrypted, and split into sections, and they can carry embedded links, metadata, and even JavaScript. Those capabilities let authors add navigation buttons, contact details, or interactive forms. Yet the core of PDF remains simple: a single file that preserves every visual and structural element you set up in your word processor.
Because the format is so stable, it has become the default choice for many authors who want to avoid the complications of re‑formatting for each device. A PDF can be read on an e‑Reader, a tablet, or a smartphone without layout errors. Even the older, nostalgic Amiga machines can run PDF viewers, but most authors work in modern Windows or macOS environments, where the majority of PDF tools and viewers operate seamlessly.
The real challenge has always been the cost of reliable PDF creation tools. Adobe’s PDF maker, once the industry standard, carries a hefty price tag that can be hard to justify for a first‑time author. That cost barrier pushed many writers toward free converters or manual print‑to‑PDF options that often miss key features like bookmarks or encryption. Today, a better choice exists that blends affordability with professional functionality, making high‑quality PDFs more accessible than ever.
Choosing a PDF Creation Tool: Why pdfMachine 8.7
When picking a PDF creator, you should ask two simple questions: does it preserve my document’s appearance, and is it affordable for a small author? pdfMachine 8.7 from Broadgun Software answers both. The software operates as a virtual printer, intercepting the print stream from any Windows application that can send a page to a printer. The result is a PDF file created in seconds, with the same fidelity as the original printout.
Unlike a full‑featured PDF editor that demands a learning curve, pdfMachine’s interface is intentionally minimal. It shows a single print dialog, a few checkboxes, and a “Save As” button. No hidden menus, no complicated toolbars. That simplicity translates into time saved: you load your manuscript in Word, hit Print, choose the pdfMachine printer, and the PDF is ready in a single click.
Cost is a major factor. While Adobe’s latest version costs close to $200 for a single license, pdfMachine offers the same level of output for only $49. A free trial lets you test the software with a single file before you commit. That price difference can be a decisive factor for authors who are balancing royalties, editing fees, and marketing budgets.
Another advantage is compatibility. pdfMachine works on Windows 95 through Windows 10, meaning you can use it on almost any modern Windows computer without needing extra drivers. It also supports MAPI‑compliant mail clients such as Microsoft Outlook, letting you email PDFs directly from your drafts or completed files. The software can handle bookmarks, bookmarks for each chapter or section, and it lets you set security options like password protection or watermarking.
All of these features combine to make pdfMachine a compelling choice for self‑publishers. It delivers professional PDFs at a fraction of the cost of larger suites, and it does so with a user interface that keeps the learning curve flat. That means you spend less time learning the tool and more time polishing your manuscript.
Installing and Setting Up pdfMachine
Begin by downloading the installer from the Broadgun website. The file is less than 50 MB, so the download takes only a few minutes on a standard broadband connection. Double‑click the executable, accept the license agreement, and follow the on‑screen prompts. The installer will place a new printer in your Windows printer list named “Broadgun pdfMachine.” The installation finishes in under a minute, and you can exit the wizard immediately.
Now you need to make pdfMachine your default printer during the conversion process. Open Control Panel, select Devices and Printers, and set pdfMachine as the default. If you have a physical printer you use daily, you can switch it back after you finish creating your PDFs. This small step prevents your documents from printing directly to paper by mistake.
The next step is to open the program you’ll use to draft your book. That could be Microsoft Word, LibreOffice Writer, or any application that can print. When you hit Print, the dialog will list pdfMachine as one of the options. Select it, click Print, and the pdfMachine wizard will appear. This wizard is a single window that prompts you for file location, name, and basic options like page size and orientation.
No installation of third‑party fonts or templates is required because pdfMachine relies on the document’s existing formatting. The software captures the print stream exactly as your word processor sends it, ensuring that margins, headers, footers, and embedded images remain unchanged. This design eliminates the need for extra configuration or template tweaking.
When the wizard opens, you’ll see a few checkboxes: “Preserve Document Structure,” “Enable Bookmarks,” “Add Password Protection,” and a field to enter an email address for “Send PDF on Save.” You can leave most options at their defaults if you’re just starting out. The wizard also offers a preview of how the PDF will appear, which is handy if you want to spot potential layout issues before the file is finalized.
Once you confirm your settings, the wizard writes the PDF to the chosen folder. A notification appears when the file is ready. You can open it immediately in Adobe Reader or any other PDF viewer to verify that the document looks as expected. The installation and initial setup process takes less than five minutes for most users, and you’re ready to start converting entire manuscripts in a single pass.
Preparing Your Manuscript for PDF Conversion
Good PDF output starts with a well‑formatted manuscript. If you begin with an unstyled Word document, pdfMachine will still preserve the text, but formatting like headings, lists, and tables might not appear crisp. Spend a few minutes applying styles, consistent fonts, and paragraph spacing before you hit print.
Margins are especially important. If you’re converting from an HTML file or a plain text file, the default margins may be too wide, producing a PDF with large empty spaces. Adjust your document to 1‑inch margins on all sides; most e‑Book platforms recommend 1.25‑inch for print PDFs. If you’re using Word, go to Layout → Margins and set a custom size. This change will reflect directly in the PDF, because pdfMachine copies the exact margin settings.
Background colors and cell shading often disappear when converting from certain formats. If you rely on color blocks for chapter headings or table backgrounds, test the print preview in Word to see how they appear on a white page. If they don’t show up as expected, consider embedding images of the colored boxes instead. PDFs read colors from the source document; if the source is grayscale or the color is not embedded, the PDF will render it as black or white.
Links and email addresses need special handling. While pdfMachine captures hyperlinks, it sometimes displays them as plain text. Ensure that each link is hyperlinked in the source document. For example, type the full URL, highlight it, and insert a hyperlink. If you want an email address to open a new email when clicked, use the mailto: syntax: lin.stone@example.com. This approach guarantees that the link remains clickable in the PDF.
Consider adding a cover page with a title, author, and copyright notice before you export. Many authors create a separate page in their word processor, style it as a “Cover” heading, and then print it to PDF. The result is a clean cover that automatically links to the first page if you set a bookmark later.
Finally, check the overall length. A PDF that is too large can be cumbersome for readers, especially on mobile devices. If your manuscript is over 500 pages, consider breaking it into volumes or using a table of contents with page numbers to aid navigation. pdfMachine lets you create bookmarks for each chapter, which makes scrolling through a long PDF much easier for the reader.
Using the Print Method to Generate PDFs
Once your document is formatted, the conversion process is straightforward. Hit Print in your word processor, choose the “Broadgun pdfMachine” printer, and click Print. The printer dialog will appear with a few options: page range, number of copies, and paper size. Set the page range to “All” if you want the entire book, or specify a subset for a sample chapter.
After confirming, pdfMachine will open its wizard. In the first screen, you’ll see a button that says “Browse” to choose the destination folder. You can also rename the file directly in this dialog. If you want to add a password, tick the “Add password protection” box and type your desired password. This feature is useful if you plan to share the PDF with beta readers or reviewers who should not distribute it further.
In the second screen, you can set metadata such as the title, author, subject, and keywords. These details help PDF viewers and search engines index your file correctly. Metadata is also what shows up in the properties dialog of the PDF, so be accurate.
The wizard’s final screen lets you insert bookmarks automatically based on your document’s heading levels. If you used Word’s built‑in heading styles (Heading 1, Heading 2, etc.), pdfMachine will create a bookmark for each one. This makes your PDF behave like an interactive table of contents; a reader can click a bookmark and jump directly to that section.
When you click Save, pdfMachine writes the file to your chosen folder. A notification confirms that the PDF is ready. Open the file in a PDF reader to confirm that the layout, fonts, and bookmarks appear as intended. If something looks off, you can go back to the source document, adjust the formatting, and re‑export.
Because the process is essentially a print command, you can batch‑convert multiple documents at once if you have a series of drafts. Just open each file, print to pdfMachine, and repeat. The software will process each file sequentially, saving each as a separate PDF. That workflow saves you from manually saving each file from your word processor.
Customizing Your PDF: Bookmarks, Security, and More
Beyond basic printing, pdfMachine offers a range of customization options that can enhance the professionalism of your PDF. After you create the file, open it in Adobe Reader and examine the Bookmarks panel. Each heading in your manuscript appears as a clickable entry. If a bookmark is missing, you can edit the source document’s heading styles and re‑export.
Security features let you protect your PDF from unauthorized copying or printing. The password option in pdfMachine prompts you to set a user password that readers must enter to open the file. You can also set a “owner” password to restrict printing, editing, or copy‑paste operations. Those options are especially useful when you’re distributing a draft to editors who should not redistribute the material.
Watermarking is another option that pdfMachine supports. A watermark can be added at the bottom or top of every page, displaying a text such as “Draft – For Review Only.” Watermarks are subtle enough not to distract the reader, but they clearly indicate the document’s status. To add a watermark, tick the appropriate box in the wizard and type the watermark text.
If you plan to distribute your PDF through a website or email, you can embed a custom email address in the file. When the user clicks a link or opens the file, the PDF viewer can automatically prompt them to send an email. This feature is handy for self‑publishers who want to offer a direct line to authors for feedback.
Finally, pdfMachine supports PDF/A compliance, a format intended for long‑term archiving. Setting the PDF/A mode ensures that the file will remain viewable on future operating systems without needing the original fonts or images. For authors who want to preserve a permanent digital record of their work, this option is worth exploring.
Common Pitfalls and How to Avoid Them
Even with a straightforward tool, a few snags can creep into the PDF conversion process. One frequent issue is the printer default. If you forget to set pdfMachine as the default before printing, the file may go to your actual printer instead. The solution is simple: check your default printer before each conversion. If you’re working on a shared machine, switch the default back afterward.
Another pitfall involves background color loss. PDF files can strip background colors if the source document uses non‑embedded fonts or colors outside the standard RGB gamut. To avoid this, use common fonts like Times New Roman or Arial, and choose standard colors that print reliably. If you need custom colors, test the output on a small sample before committing to a full export.
Embedded links sometimes appear as plain text. If you’re using Word, make sure the hyperlink is created via Insert → Hyperlink, not just typed in. If you’re converting from a plain text file, add the hyperlinks manually after the conversion, or use a script that scans the PDF and replaces text with clickable links.
Sometimes the PDF’s page size does not match the source. If your document is set to A4 but the PDF appears as Letter, adjust the page setup in Word first. pdfMachine honors the page size specified in the source document, so double‑check the layout before printing.
A final tip: test your PDF on multiple devices. What looks good on a desktop might become cramped on a smartphone. Open the file in a mobile PDF viewer and scroll through the content. If the text becomes too small, consider adjusting the font size or line spacing in the source document before exporting again.
Where to Get pdfMachine and What to Expect
You can download a free trial of pdfMachine from the official Broadgun Software website. The trial lets you create one PDF file, giving you a hands‑on feel before deciding to purchase. After the trial expires, you’ll need to buy a license. The retail price is $49, and the license is tied to a single computer. If you want to use it on multiple machines, you’ll need a separate license for each.
The license key is simple: after purchase, you’ll receive an email with a numeric code. Install the software, open pdfMachine, and enter the code when prompted. Once activated, you can use the program indefinitely on that computer.
Broadgun’s terms allow you to share the license key only with you; copying it to a networked machine or installing it on a public workstation is prohibited. If you work in a shared environment, be sure to adhere to those terms. The software’s licensing model is straightforward and avoids the complexities of subscription services or floating licenses.
Beyond the purchase, you’ll get access to the same features we described earlier: printing to PDF, bookmarks, password protection, watermarking, and PDF/A compliance. Support is available through the Broadgun website’s FAQ section, and you can contact their support team if you run into issues. While the help documentation is minimal, the community forums often contain useful tips from other authors who have used pdfMachine.
For many self‑publishers, pdfMachine offers a practical solution to a common problem: creating high‑quality PDFs without breaking the bank. By investing $49, you gain a tool that keeps your manuscript looking professional, protects it from unauthorized edits, and lets you add interactive elements that enhance the reader’s experience. That investment is small compared to the benefits of a polished, reliable final product that can be sold, distributed, or archived with confidence.
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