If you need to link to a PDF from your web page, the PDF must reside on a web server. You can’t share a PDF on the web if it is stored on your personal drive or your department’s network drive. It's also important to make sure that your PDF is accessible for all viewers.
There are two options for uploading PDF files to the Kenyon website:
The documents server is where many offices and departments have traditionally stored PDF files. Our old CMS did not accommodate PDFs easily, so most departments were given a folder on the documents server. If that has worked well for you, you can continue using that process.
If you are using the documents server, make sure that you link to the correct url for your PDF. For example, a PDF saved on the documents server in the admissions folder would have the following url: http://documents.kenyon.edu/admissions/file_name.pdf
If you struggle with the concept of mapping to documents.kenyon.edu and generally have a hard time identifying the url for your PDF files, you might want to consider storing PDFs in your BigTree folder.
Step 1. Highlight the text you wish to hyperlink to your PDF and click the hyperlink icon. (A review of the hyperlinking icon can be found here.)
Step 2. Click the folder icon in the hyperlink dialogue box. and search or browse to your department folder within BigTree. Note: Consider creating a sub folder just for PDFs by clicking "New Folder."
Step 3. Click "Upload File".
Step 4. In the resulting dialogue box, click "Upload" next to the empty form field. Browse to your PDF on your computer or network drive. Select the PDF and click open.
Step 5. Click the teal upload file button.
Step 6. Click on the file so that it is highlighted in teal and click "Use Selected Item."
Step 7. The url will automatically populates the hyperlink dialogue box. Because it is a PDF, select "Open in a New Window," and click "Insert."
It's important to make sure that everyone can read and/or interact with your PDF document.
For basic Word, Excel or Powerpoint files (basic = short with no fancy formatting or features like tables or form submission fields), you can run Microsoft's Accessibility Checker, which will review your source file and help you fix any accessibility issues. You can run the Accessibility Checker by going to File > Info > Check for Issues.
After running the Accessibility Checker, follow these steps to save your file as a tagged PDF:
1. In the "Save As" dialogue box, click the arrow at the "Save as type" list, and then click PDF.
2. Click "Options."
3. Make sure that the "Document structure tags for accessibility" check box is selected, and then click "OK."
4. Click "Save."
More detailed information about creating accessible PDFs in Word, Excel and Powerpoint is available on the MS Office website.
More information about document accessibility in general, and help in creating accessible documents, is available through Student Accessibility Support Services.