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by Jonathan Stars Not that long ago, when computer users sent files to each other, they often ran into problems when the receiver didn't have the same program and/or font types on their computer. In 1990 Adobe invented a very clever technology called Portable Document Format (PDF). It took awhile to catch on, but it allows the sender to make a document that looks the same on any standard computer system regardless of the application in which it was created - as long as you have the free reader. Very cool! Of the many uses for this technology, my favorite is that I can build a contract or an invoice for a client that can't be changed. You can also use it to create documents that you intend to have changed, either in their entirety or only in specific places.
Manuals There are a lot of advantages to this approach for software manufacturers. First of all, as you might guess, is cost. They don't have to print the manual, and the cost of shipping the software is reduced dramatically because the manual has often been the heaviest part. (Of course the box still takes up the same amount of space on the shelf in stores - and in the landfills. They do have to make sure that disc looks like it's worth something after all.) Did I mention that the price of the software didn't go down when they stopped providing printed manuals? Did I mention that the price of software didn't even pause in its steady rise? No. The real driving force behind the switch to the read-it-on-your-computer or print-it-yourself manual was profits. Not having a printed manual opens up the option to buy the software as an Internet download. That means you can hear about some neat new software, find an online vendor, pay for it and have it running on your machine in minutes without even leaving your house or waiting for a delivery service. That's a real deal for the manufacturer who doesn't even have to burn a disc or make the box. And they don't have to pay for shipping, shelf inventory or a percentage of the sale to stores. Did I mention that the cost of the software didn't go down when they started selling online?
Manual Updates
You might be thinking how convenient it would be for a manufacturer to provide their manuals online. That way, they could just update the manual in one place and you wouldn't need to download anything. And indeed, many of them do just that. However, I haven't seen these online manuals being updated any more than the ones on disk are. Again, I think it's because of the limitations of the PDF format and problems of updating the Table of Contents and Index. Indeed, as an author of books on FileMaker Pro, after I write each new edition, I dread updating the Index. For my 500 page book, it takes almost 50 hours! With the cutbacks we see at many companies, your updated PDF file is just not high on the list of priorities. But with better search capabilities in the PDF reading software, it can make an index almost unnecessary. Which brings us to... In a PDF you can do a quick search for words or phrases without having to thumb through a paper index. I have no complaint about that! I've seen some pretty abysmal indexes in printed manuals and even third party software books. Some were so bad it made the book useless. The PDF search feature really gives you a shot at finding what you're looking for. Of course it still can't read your mind, so you need to have some idea of what you're looking for. And if you not familiar with the terminology used by that software, the search can be more than a little frustrating. The mind reading thing is in the future. I can't wait!
True Disadvantages Have you ever tried to work with a program while reading the PDF manual on the computer screen? Unless you have a lot of screen real estate, you have to keep switching between the PDF reader and the program the manual is about. Not a big problem if you have a photographic memory - which I don't. On the other hand, if you have a photographic memory, once through the manual outta give you everything you need anyway. In my case I use two computer screens, unless I'm working on a laptop. Here are some other disadvantages (as of 2007):
* You can't read it in the bathroom.Well, I'm glad to report that there been some changes since 2007. Most of those disadvantages have been rectified. Of course you can always print the manual. At the price of inkjet cartridges, it would be cheaper to just go out and buy a book about the software. (Actually, it's cheaper to buy a new printer than a new cartridge, but that's another story.) And if you buy a book, doesn't that mean that the cost of the software just effectively went up $30 or so? Did I mention that the price of the software didn't go down when they stopped printing the manuals? You may not know this, but some software manufacturers still print their manuals in small quantities, and you can buy them at an additional cost. I bought the Pro Tools manual from music software and hardware manufacturer Digidesign, and consider it a particularly wise investment.
What I propose
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