PDFs

Questions

  • How do I add a PDF to my website?
  • When should I use a PDF instead of a webpage?
  • When should I avoid using a PDF?
  • How do I upload a new version of a PDF without changing its URL?
  • What should I name a PDF file before uploading it?
  • Where should PDF files be stored in my site?

Environment

This applies to Bowdoin website editors working in the Cascade content management system (CMS). PDFs are sometimes useful for your website, and there are some types of files — forms available for download, annual reports, certain reference materials — that are best represented online using an accessible PDF.

Resolution

When to Use a PDF

Here are times a PDF might be appropriate on the bowdoin.edu website:

  • Application forms
  • Annual reports
  • One-pagers for download/printing
  • Handbooks/manuals
  • CVs on faculty/staff profiles

When to Avoid Using a PDF

Important: PDFs should never be used in lieu of creating webpage content.

PDFs provide a poor user experience, often present accessibility and formatting issues, and prevent some audiences from accessing the information contained within them. In thinking about your mobile site visitors, larger file sizes can eat up users' data (or never load at all), and PDFs are not optimized for viewing on a small screen. Many users might have to zoom and strain to read your content. Don't provide extra barriers to accessing your information!

How to Add a PDF

  1. Before uploading your file, make sure your PDF has a short, legible name. Use all lowercase letters and hyphens; do not use any spaces, underscores, or special characters. Your file name will determine your file's URL and will be visible to external audiences.
    • Good examples: 2017-annual-report.pdf; scholarship-application-form.pdf
    • Poor examples: 2017 annual report draft_final edits.pdf; appform_20180103_draft.pdf
  2. Click the Add Content button.
  3. Select File.
  4. In the Placement Folder field, browse to the pdf folder. It's important to keep your site organized so that you can always locate your files, replace them as needed, and link to them across your site.
  5. Drop your file(s) in the dotted line area.
  6. Click Preview Draft > Submit > Submit. Now your file is stored in your website and will be available for linking elsewhere.

How to Create a New Version of a PDF

If you have a file that is regularly updated and you want the URL to remain the same, you can replace your existing PDF with a new version.

  1. Navigate to the file you would like to update within the pdf folder of your site.
  2. Click Edit.
  3. Drag the new version of the file to the dotted line area.
  4. Click Preview Draft > Submit > Submit.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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