Sorting out how to share and save files in Adobe programs can be challenging, especially for new designers.
PDFs can be incredibly confusing for new designers because the PDF file type can be generic, specialized for specific apps, or interactive. This post shares insight on saving and using PDFs, specifically in Photoshop.
How do I quickly share my PhotoShop design as a PDF by email or submit it for grading in a system with file size limits, like Blackboard?
As a new designer, it can be hard to manage file size and figure out which file types are sharable. The preferred reviewing or sharing file type is a PDF because PDFs are viewable on most devices, can be optimized to be relatively small in file size, and allow many reviewers to add comments and notes directly to your file. Adobe Acrobat can create a sharable, small file size.
The problem is that PDFs come in “all shapes and sizes” — essentially, all PDF types are not equal.
My advice on creating a sharable PDF of your Photoshop project is first to export your design as a JPG file. A JPG file is a “flattened” file type, meaning the JPG file type does not have layers when opened in Photoshop. JPG file types do not save layer effects, paths, guides, or Photoshop-specific editing details. Next, open your JGP in Adobe Acrobat. From Adobe Acrobat, save the file as a PDF with your preferred settings. This quick PDF method creates a small, optimized, flattened PDF that you can now easily share. Sharing an optimized PDF is especially important for use on platforms with restrictions on file size limits and for sending by email.
Alternatively, can’t I choose “Save As…” and select Photoshop PDF to create a PDF for sharing?
You’re correct that the most recent versions of PhotoShop include a “Save as Photoshop PDF” option. By default, this option creates a large PDF file containing all the layers and Photoshop data in the file so that you can continue editing and tweaking your design when you open the file. The default PDF file created is an alternative to saving a PSD file.
When you’re sharing your file for review by email or trying to submit the file in a form, there are often file size limits. Also, your intention is not that the receiver can open and change your work, but simply that they can open the file and see your work.
To use the “Save As…” Photoshop PDF option for review, you’ll want to uncheck the default clicked selection labeled, “Preserve Photoshop Editing Capabilities.”
You will likely (or at least your first time) see a warning from Photoshop. The feature to Preserve Photoshop Editing Capabilities is new. Essentially, Adobe allows a layered PDF to be an “apples to apples” alternative saved file type to the native PSD file.
The results are below.
When you Save As a Photoshop PDF without Photoshop Editing Capabilities, your PDF file will be “flat,” meaning your PDF will not include layer data nor include paths, layer effects, guides, or other PhotoShop-specific file details. If you open this pdf in Photoshop, you will have one background layer. This PDF’s file size is small, with only two MBS, which means this is easy to share by email and meets upload size requirements on most platforms.
Alternatively, you can Save As > Photoshop PDF and then click the “Preserved Editing Capabilities” option. In this case, all the PSD layers are visible when you open your file in Photoshop. Often, the file size is too large for sharing by email or uploading to most online platforms. This PDF intends to be used as a designer’s editable project file; also referred to as a “working file.” This PDF is not meant to share as a “generic/flattened” background-layer-only PDF file.
Note: I’m perhaps old school. I separate “working files” from “sharing files” by using the native .PSD extension for “working files” and .PDF extensions for sharing or final projects for printing. If you use PDF extensions for working, sharing, and printing, you’ll need to be precise in your file naming. For example, append the words editable, print or share to your file names:
Save A Copy > Photoshop PDF.
Using Save a Copy… creates a second file, a copy. The Save a Copy… PDF saving option provides a check box option for saving layers (see step 2 in the image below). However, Step 3 in the saving process allows you to change your mind about your Layers selection made in Step 2. Take note of the “Preserve Photoshop Editing Capabilities check box in Step 3 (shown in the image below).
You may also find my write-up about saving PDFs as Word documents helpful. You can’t believe how many times clients ask for designs as Word docs!