An Adobe Acrobat file is called a PDF, which stands for portable document format. They are used to easily share large amounts of formatted text and graphics like you might find on a printed page. People can print them and read them offline.

Why PDFs are useful

PDFs are useful because people who visit your site can use them to print large amounts of information. If the PDF is a form, they can print it and fill it out. They can also save a PDF on their computer and use it again in the future.

When to make and use a PDF

You should make and use a on your Web site PDF if:

• The content you want to add is a form you would like people to be able to print, fill out and send in to you.
• The content is a long document. It can be difficult to read long documents on a computer screen.

When not to use a PDF on your Web site

Navigating a PDF can be difficult for people who visit your site. The size of the document you have turned into a PDF may not match the size of a computer screen. This makes fonts small and hard to read.

PDFs also lack the navigation that exists on the rest of your Web site. It cuts people off from other information they might need.

Do not use a PDF if you can take your document and turn it into smaller chunks and categories. Then you can take each chunk or category and turn them into articles.

When deciding whether or not to use a PDF, consider what will be best for the people visiting your Web site. (If you need more advice on using PDFs, contact Cheyanne Ritz or Nancy Prater.)

Link names for PDFs

If you upload a PDF and link to it in your articles or on pages, be sure to designate it as a PDF. This can be done by typing PDF after the link.

For example: ABC Form (PDF).

Doing this will tell people who visit your site that they are about to click on a PDF and that it will open the Adobe Acrobat Reader. This allows visitors to be prepared for the extra time it takes for a PDF to open.

Examples of good use of PDFs

• The Ball State University 2004 Annual Report: http://www.bsu.edu/annualreport/media/pdf/04annualreport.pdf
• Graduate School Forms
  http://www.bsu.edu/gradschool/forms/

How to create PDFs

To create PDFs, you will need Adobe Acrobat Professional. (You cannot create PDFs from the free Adobe Acrobat Reader.)

To order a copy of this software, call or visit the Computer Showcase Center, located in RB 134B.

Once you have the right software, creating PDFs is simple and takes only the click of a button.