Adding Files (PDF, Word doc, etc.)

Adding Files (PDF, Word doc, etc.)

NOTE: PDFs and other file types can be very inaccessible to users with screen readers. Please consider the following:

  • If a document is just a text document with no special formatting, the text should be cut and pasted in as a web page.
  • If it is a form, you should request a new interactive form on the site.
  • If it is a longer document, you should make it a word document and make it accessible using headers and other techniques learned in accessibility training. Word documents are easier than most pdfs to make accessible so we encourage this route. Word docs can be protected from editing and later changes.

 

Adding a file to the site:

  1. Create your file, making it as accessible as possible.
  2. Check your file for accessibility, and then make it accessible. .
    - Adobe Acrobat Pro and Microsoft Word have accessibility checkers built into the software.
    - To learn about making Word and PDF files accessible, take the accessibility training available through Lynda.com.
  3. Make sure you have the file in an easily accessible location on your own computer hard drive.
  4. In the Web Site CMS, browse to the folder where you plan to house this file.
  5. Select “File” under the “Add to Folder” or “Add Item” Action Tab.
  6. This will open an edit dialog box.
  7. Complete the page title, and description. The page title should be what ever the link should be called to that document. Make sure it is followed by the file type in parenthesis, ie (pdf)
  8. Click the "certify" button to certify that it is accessible. Do this ONLY if you have checked the accessibility of the document, and have confirmed that it is accessible.
  9. Select the reason you are uploading a file, rather than creating a web page.
  10. In the dialog box, browse to the file on your computer hard drive to identify it for upload.
  11. Then select the "settings" sub tab.
    a. If the file should not be in the navigation, select “exclude from navigation."
    c. Select save at the bottom of the page.
  12. Submit the file for review by the site editor.
  13. ONCE THE FILE IS PUBLISHED: If you have excluded this file from the navigation, then you will need to add a link to this file on a page somewhere on your site. Go to the page where the file is referenced. Find the link, highlight it, and then browse to this file within your site. (It will be in the “documents” folder” or in the folder where you just saved it.) Review How to Make a Link.

 

Updated March 13, 2017