Converting your document to

PDF (Portable Document Format)

The ADT Program process involves creating a PDF (Portable Document Format) version of the thesis by converting the document using Adobe Acrobat 4.0 or 5.0. For more information please see Adobe website (http://www.adobe.com/).

Adobe Acrobat 4.0 has three components: Reader, Writer and Distiller. Writer converts the files more quickly, but the Distiller gives more control over the process and provides higher quality output. Reader is a free package available from the World Wide Web to enable you to view PDF files, if your computer does not have Acrobat Reader, you can download it for free. Adobe Acrobat 5.0 has just been released and has additional features but it's also compatible with earlier versions. Please contact ANU Infoplace for access to Adobe Acrobat Writer, Distiller or Version 5.

Instructions on how to convert your document, naming your files and added features Acrobat offer.

Create a PDF File from MS Word using Acrobat 5

  1. Open the Word Document.
  2. Select Acrobat.
  3. Select Convert File to Adobe PDF
  4. Select File, Save
  5. Type the name of the file.
  6. Find the location you would like your file to be placed in.
  7. Click Save
  8. Repeat this process until all word documents have been converted to PDF. Go to top

Create a PDF File from MS Word using Acrobat Writer

  1. Open the Word Document.
  2. Select File, Print.
  3. Click on the dropdown menu in the Printer section and Select Acrobat PDF Writer
  4. Click on Properties icon to view if properties are set appropriately.
  5. Click OK, once you are happy with the properties you have selected.
  6. Click OK again.
  7. Type the name of the file.
  8. Find the location you would like your file to be placed in.
  9. Click Save
  10. Repeat this process until all word documents have been converted to PDF. Go to top

Create a PDF File from MS Word using Acrobat Distiller

  1. Open the Word Document.
  2. Select File, Print.
  3. Click on the dropdown menu in the Printer section and Select Acrobat Distiller
  4. Click on Properties icon to view if properties are set appropriately.
  5. Click OK, once you are happy with the properties you have selected.
  6. Click OK again.
  7. Type the name of the file.
  8. Find the location you would like your file to be placed in.
  9. Click Save
  10. Repeat this process until all word documents have been converted to PDF. Go to top

Name the files and File Size

When naming your files a number of issues need to be considered, for example if the whole PDF document exceeds 4MB, we recommend the file to be broken up into Chapters. Each file should not exceed 4MB.

Naming of Files should be as follows:

01front.pdf
This file contains title/author information; abstract; acknowledgments; table of contents; introduction; preface and any other introductory text that is not part of the main body of the thesis.


02whole.pdf
This file contains the whole of the thesis (including what is contained in the front.pdf file)

or

01front.pdf
02chapter1.pdf
03chapter2.pdf
04chapter3.pdf
05appendix.pdf …. etc.Adding Security to PDF File/s

Please make sure you use only lower case characters when naming your files.

If you have multiple Word files that need to be joined, it is easier to convert each to PDF and then combine them. PDF files are nearly always a bit smaller than the Word files. Go to top

PDF File Security

This critical operation will be concluded by the SIS/Library Staff by placing security on your files. Go to top

Create a new bookmark in the current document

  1. Open your document in Adobe Acrobat 5.0, 4.0 or Acrobat Exchange.
  2. Go the page you choose to bookmark
  3. Clickon the Bookmarks tab in the navigation pane to bring the Bookmarks palette to the
    front (this is located on the left hand side of your document..
  4. Click on th Bookmark drop down menu, Select New Bookmark
  5. Type in a name for your bookmark (eg Chapter 1)
  6. Then click on the page you have chosen to bookmark.

Creating links from Table of Contents

  1. Open your document in Adobe Acrobat 5.0, 4.0 or Acrobat Exchange.
  2. Your document must be in Single Page View for the linking to work, to do this Select View from the toolbar then Single Page
  3. Go to the Table of Contents page of your document.
  4. Select the "Link" icon.
  5. The cursor will change into a plus.
  6. Drag with your mouse across the area you wish to link.
  7. The Create Link dialog box will appear.
  8. From the "Appearance Type" section choose "Invisible Rectangle" or "Visible Rectangle" this depends if you would like your link to be Visible or Not, we prefer not.
  9. From the "Action Type" section choose "Go to View".
  10. Then go to the page to which you wish to link to.
  11. Select "Set Link" icon.
  12. Now the link is set.
  13. Choose the Hand Tool icon, the link will now become invisible.
  14. Save your document, this operation is critical.
  15. Repeat this process if you wish to created more links from your table of contents.

(Please Note: If you would like to link to a Web Site you will need to follow steps 1 through to 7, then in step 8 instead of choosing "Go to View" choose "World Wide Web Link" and then select the Edit URL icon this will then allow you to type the URL address, once you have done this select OK and then continue with step 10). Go to top

Creating links to External Multimedia Objects

  1. Open your document in Adobe Acrobat 5.0, 4.0 or Acrobat Exchange.
  2. Select the "Link" icon.
  3. The cursor will change into a plus.
  4. Drag with your mouse across to the area you wish to link.
  5. The Create Link dialog box will appear.
  6. From the "Appearance Type" section choose "Visible Rectangle".
  7. Then Select "Colour" choose blue.
  8. Ensure the lines are thin, blue and solid.
  9. From the "Action Type" section choose "Open File".
  10. Select the Select File icon find the external multimedia object and select Open.
  11. Ensure all information is correct.
  12. Select "Set Link" icon.
  13. Now the link is set.
  14. Choose the Hand Tool icon, the link will now become invisible.
  15. Save your document, this operation is critical.
  16. Repeat this process if you wish to created more links to external multimedia objects. Go to top

Creating Post It Notes

  1. Open your document in Adobe Acrobat 5.0, 4.0 or Acrobat Exchange.
  2. Select the "Text Note" icon.
  3. Drag the cursor to the area you would like the Post-It Note.
  4. The Note will appear to Edit Properties go to the toolbar and select Edit, Properties, to change the title and the colour of the note, once you are happy with the properties select OK.
  5. Type in your note, once you have finished click on the upper left button to close the note.
  6. To delete the note select the note and click on delete on your keyboard or Edit, Delete on the toolbar.
  7. Save your document, this operation is critical
  8. Repeat this process if you wish to created more Post It Notes. Go to top

Creating Thumbnails

  1. Open your document in Adobe Acrobat 5.0, 4.0 or Acrobat Exchange.
  2. Click the Thumbnails tab in the navigation pane to bring the Thumbnails palette to the
    front.
  3. Choose Small Thumbnails from the Thumbnails palette menu to view thumbnails at
    approximately one-half the default size (38 x 48 pixels).To toggle the view back to the
    default size (76 x 98 pixels), choose Large Thumbnails from the palette menu.

To embed or unembed all thumbnails in a document:

  1. Click the Thumbnails tab in the navigation pane to bring the Thumbnails palette to the
    front.
  2. Do one of the following:
    • Choose Embed All Thumbnails from the Thumbnails palette menu.
    • Choose Remove Embedded Thumbnails from the Thumbnails palette menu. Go to top

Glossary

Acrobat

Software by Adobe Systems Incorporated that creates, modifies and reads PDF files.

ADT

Australian Digital Theses.

Distiller

Distiller reads PostScript files and generates PDF documents.

Exchange

Adobe software that allows you to modify and place security onto your PDF documents.

Link/s

Links provide the ability to jump to other locations in the same document, to other electronic documents, or to Web sites. You can use links when you want to ensure that your reader has immediate access to related information. You can also use links to initiate actions, such as playing a sound or movie file, or to enter articles, to show annotations, or to submit forms.

PDF

Portable Document Format - a wide spread compact document format by Adobe Systems Incorporated that enables text and graphics from a variety of applications to be displayed and printed on any platform while retaining original layout, type fonts, links and colours and is very secure.

Notes or Post-It Notes

The Acrobat annotation tools provide a variety of methods for marking up text and attaching notes and commentaries to PDF documents.

PostScript

A page description language by Adobe Systems Incorporated for printing documents.

Reader

Adobe software that allows you to read PDF documents. (Free software).

Security

Security allows you to limit access to all PDF files created by Distiller or Writer by giving the files passwords and restricting certain features such as printing and editing. You can limit the access when you first create a PDF file or any time you save the file in Acrobat. When files have restricted features, any tools and menu items related to those features are dimmed. This will be done by the Library Staff.

Thumbnails

Thumbnails, located in the navigation pane, are miniature previews of the pages in a document. You can use thumbnails to jump quickly to a selected page and to adjust the view of the current page.

Writer

Adobe software that allows you to write/create PDF documents.

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