Last updated on 1 October 2010

Creating PDF Figures with Embedded Fonts for ASCE Journals

Whenever you submit PDF figures for publication in an ASCE Journal, they must be
high-resolution files with all fonts embedded. Follow these instructions to ensure that
your figures conform to these standards. Please understand that PDF files created from
low-resolution sources will still be low resolution as a PDF. The resolution issues must
be corrected in the source files before proceeding.
**Note You must have Adobe Acrobat (version 8.0 or later) installed on your computer
before proceeding. The free Adobe Reader application does not have the ability to create
PDF files. You must also use this program on a PC a Mac version is not available at
this time.**
Part 1 Download and install the ASCE PDF Figures program on your PC.
1. Download the Zip bundle containing the installer program from the following
URL: http://www.asce.org/Content.aspx?id=2147490108
Be sure to save the file in a location that is easily accessible, such as your desktop
or My Documents folder.
2. Open the Zip file and double-click the ASCE PDF Figures.exe setup file.
3. Follow the on-screen instructions to complete the installation.
Part 2 Create your PDF file.
**Note Each figure should be contained in a separate PDF file. Do not attempt to
submit a multipage PDF file, as this will be rejected by ASCE Production and will cause
delays to the publication of your paper.**
The following example will use Microsoft Word, but any standard Windows program
(Excel, Powerpoint, WordPerfect, etc.) may be used.
1. Open your source file in its native application, and complete any necessary edits
or changes. If changes have been made, be sure to Save the file before
proceeding.

Last updated on 1 October 2010

2. From the File menu, choose Print:

The Print dialog box will now open.

3. From the Printer drop-down box, select Adobe PDF as your printer:

Note: You may need to use the scroll bar on the right to find this option. If you do not
see this option, you do not have Adobe Acrobat installed on this machine. Please cancel
this procedure and install Adobe Acrobat.

Last updated on 1 October 2010

4. Now click the Properties button:

This will open a new pop-up window over the Print dialog box.
5. From the Default Settings drop-down menu, select ASCE PDF Figures:

Note: You may need to use the scroll bar on the right to find this option.

Last updated on 1 October 2010

In the same window, uncheck the option for Rely on system fonts only; do not use
document fonts:

6. Now click OK to return to the Print dialog box:

Last updated on 1 October 2010

7. Back in the Print dialog box, click OK:

8. You will now be prompted to name your figure. Be sure the word Fig or
Figure and the appropriate figure number are in the figure name (for instance,
Fig1.pdf):

If you must include other text in the filename, try to keep it relatively short (less than 25
characters), and be sure to save your figure in a location that is easily accessible to you.

Last updated on 1 October 2010

9. Now click Save:

You will now see a Creating Adobe PDF status bar:

Once the PDF has been created, it will automatically open on your screen. Review the
file carefully to ensure that all rules and text are legible and correct.
Part 3 Ensuring your fonts have been embedded.
Its a good idea to check the first file youve converted to ensure that all fonts are now
properly embedded. If they are not, you should contact your ASCE Coordinator for
troubleshooting advice.

Last updated on 1 October 2010

1. With the PDF file still on your screen, navigate to the File menu and select
Properties:

The Document Properties dialog box will now open.

2. Click on the Fonts tab:

Last updated on 1 October 2010

This will bring up a list of all the fonts used in the document:

After each font, look for the words (Embedded) or (Embedded Subset) as in the image
above. This indicates that the font has been fully embedded into the document, and is
now eligible to be published in an ASCE Journal.
**Note: If you do not see the words (Embedded) or (Embedded Subset) after each
font, you may have used a font that cannot be embedded in a PDF. Please select a
different font in your original document and recreate the PDF.**
3. Press Cancel:

This will return you to the PDF file, which you may now close. Repeat the procedures in
Step 2 for each of your figure files, and then upload the files to ASCE using Editorial
Manager.
8