HOW TO UTILIZE MICROSOFT WORD TO CREATE A CLICKABLE ADOBE PORTABLE DOCUMENT FORMAT (PDF)

Transcription

1 HOW TO UTILIZE MICROSOFT WORD TO CREATE A CLICKABLE ADOBE PORTABLE DOCUMENT FORMAT (PDF) This tutorial expects a basic familiarity with Word If you can open a document, navigate tabs within a document, and open dialogue boxes, you ll do fine. What you ll need: A computer running Windows; Microsoft Office 2011; Adobe Acrobat Pro version 9 or later. Section 1: Create Headings 1. Open a new or existing Word 2010 document. 2. Click the Home tab then take note of the Quick Styles Gallery. This style gallery provides the headings for the TOC. See Figure 1.1 below. Figure Word Header detailing how to access the Quick Styles Gallery. 3. Add some style to your document by applying styles from the Quick Style Gallery to your section headings as needed. a. Highlight desired text then click appropriate style (title, heading 1, heading 2, etc.) from the Quick Style Gallery. Do this for all applicable text throughout remainder of document. See Figure 1.2 for an example of applied styles. b. To view more quick styles, click the More Styles Button to the lower right of the gallery denoted by a down arrow with a line directly above it. See Figure 1.1 above. c. Further customization: Here is a nifty how-to on adding, removing, and deleting styles from the Quick Styles Gallery, for a more personalized user experience. Figure Word header with Quick Styles Gallery expanded. Page 1 of 5

2 Section 2: Create Table of Contents (TOC) 1. Scroll to the top of your document, placing your cursor at the start to the left of the title and simultaneously press Ctrl+Enter to create a page break. This creates a page for the TOC. Scroll to the top of the blank page, click to place your cursor at the beginning of this page to enter the TOC. 2. Under the References tab, click the Table of Contents button and select a preferred style. In this example, Automatic Table 2 is selected. See figure 2.1. a. Remember there are four levels of headings in the document (see figure 2.2) and notice only three levels are being displayed in the created TOC. This is where Field Codes are useful. 3. Toggle on the TOC field codes by simultaneously pressing Alt+F9 or Shift+F9, either or both may work depending on the computer you re using. See figure 2.3. Figure Word header with Table of Contents (TOC) options expanded. Figure TOC detailing heading levels 1-3 within TOC. Figure TOC field codes detailed. Page 2 of 5

3 4. The standard TOC Field Code will read { TOC \o 1-3 \h \z \u }, which displays headings 1-3 as denoted by the text in quotes. Change the 3 to a 4 so the code reads as follows: { TOC \o 1-4 \h \z \u }, to display headings 1-4 in the TOC. See Figure 2.3. a. If you are curious about the other coding within the TOC field code string, here are some snippets from the previously linked Microsoft document: i. \o Headings - Builds a table of contents from paragraphs formatted with built-in heading styles. For example, { TOC \o "1-3" } lists only headings formatted with the styles Heading 1 through Heading 3. If no heading range is specified, all heading levels used in the document are listed. Enclose the range numbers in quotation marks. ii. \h Hyperlinks - Inserts TOC entries as hyperlinks. 1. Without this coding, the links would not be created when converting the file to a PDF rendering the file non-interactive. iii. \z - Hides tab leader and page numbers in Web layout view. This means if the document were created for web viewing, the headings would become clickable links. iv. \u - Builds a table of contents by using the applied paragraph outline level. This is an additional way the coding controls what is inserted into the TOC. To view the levels, click the View tab and select the Outline view. v. For further information and details about TOCs and field codes, start on page 35 of this well-crafted document. 5. Toggle off TOC field codes by simultaneously pressing Alt+F9 or Shift+F9, again, either or both may work depending on the computer you are using. 6. Update TOC by clicking Update Table, then select Update entire table then click Ok from the Update Table of Contents dialogue box. See figure 2.4. a. The TOC will now display levels 1-4 as shown in figure 2.5. Figure TOC s Update Table of Contents dialogue box detailing how to update an existing TOC. Figure TOC detailing heading levels 1-4 within TOC. Page 3 of 5

4 Section 3: Create Bookmark in Footer as a running Quick Link to the TOC 1. At the top of the document, in the TOC, highlight the words Table of Contents and click Insert then Bookmark. In the Bookmark dialogue box, type TOC, click Add then click Close. See Figure In the footer of the document, type Back to Table of Contents. This will create a running bookmark throughout the document that will take the reader back to the TOC in one-click. 3. Highlight the text, Back to Table of Contents, click the Insert tab then click Hyperlink. See figure 3.2. Figure Bookmark dialogue box for creating and naming bookmarks in document. Figure Highlighting and inserting a hyperlink in the footer. 4. In the Insert Hyperlink dialogue box, click Place in This Document from the Link to: selection pane and then click TOC under the Select a place in this document pane. Finally, select TOC then click OK to create the bookmark link. See figure The bookmark will now appear at the bottom of each page as a clickable link, like figure 3.4. a. Side Note: Bookmarks can be used to create a quick-list of links, similar to a TOC, made up of main key words and phrases. For example, a syllabus key words may be discussion boards, exams, instructor s contact info, participation expectations, term projects, etc. Figure Insert Hyperlinks dialogue box utilizing created bookmark. Figure Clickable hyperlink in footer. Page 4 of 5

5 Section 4: Creating a PDF from a Word Document 1. Click the Acrobat tab and click Create PDF. You will be asked to save your file, click Yes. See figure Though you cannot tell in this screenshot, the TOC is clickable. The PDF bookmarks, in the left side pane, are created automatically based on the Heading 1 formatted text in your original Word document. See figure 4.2. a. Side Note: Set the PDF properties to automatically open the bookmark pane by selecting File then Properties to open the Document Properties dialogue box. Select the Initial View tab. In the Navigation tab dropdown box, select Bookmarks Panel and Page. See figure Congratulate yourself for creating a clickable PDF from a standard Word 2010 document! Figure Acrobat PDFMaker dialogue box asking to save file. Figure Example of clickable (not in screenshot) TOC in created PDF detailing heading levels 1-4. Figure PDF Document Properties dialogue box detailing setting PDF to open with Bookmarks Panel showing. Page 5 of 5