Working With PDFs

You can work with PDF documents or convert documents to and from PDFs in many ways. Swarthmore has Adobe Acrobat available for download for all community members, as well as installed on all of the computers in our public computing labs.

Converting Documents to PDF

Microsoft Word (Desktop Application)

Click the Review menu
Run Accessibility Checker
Fix any issues found
Click the File menu
Choose the Save As option
Choose a location on your computer to save the PDF version
Change the Save as Type (Windows) or File Format (Mac) field to PDF
In the Save As dialog box, click Options
Click Document structure tags for accessibility
Click OK
Click Save

Office 365 - Word (Online)

Click the Review menu
Run Accessibility Checker
Fix any issues found
Click the File menu
Choose the Save As option
Choose Download as PDF
Click Download
Choose a location on your computer to save the PDF version
Click Save

Google Docs

Exporting directly from Google Doc to PDF is not your most accessible option.

The most accessible option is actually to export the document into Microsoft Word first, and then follow those steps to make your PDF accessible. However, you can make your Google Doc more accessible by using Grackle. Grackle is a plugin that acts as an accessibility checker

How to download a Google Doc

Click the File menu
Choose Download
Choose PDF Document (.pdf)
Choose a location on your computer to save the PDF version
Click Save

Using Grackle

Go to Extensions
If installed, you will see "Grackle Docs" in the list. If not installed, go to Add-ons.
Go to Get add-ons.
There you should see extensions under "Approved for You" and in that list is Grackle
Engage the Install button, associate it with your Swarthmore account, and agree to the terms
When you are ready to check a document created in the Google Suite, got to Extensions,choose Grackle and then Launch

Note: Chrome can get confused when there is more than one user logged in to a browser and it causes add-ons to hang. Visit Grackle not responding for possible solutions.

LibreOffice

Click the Tools menu
Click Check Accessibility
Resolve any issues that come up.
Click the File menu
Choose Export As - then Export As PDF
A PDF Options window will open. Make sure one of the two options is selected:
1. Tagged PDF (add document structure) and Export bookmarks are checked
2. Universal Accessibility (PDF/UA)
Click Export
Choose a location on your computer to save the PDF version
Click Save

Adobe Acrobat Tips

Signing PDFs

You can easily add your signature to a PDF document or form. To view directions that include downloadable practice files, please visit Adobe's official documentation on how to fill and sign PDF forms. The directions for adding a signature are the same, even if the document you are signing is not a fill-able form.

Adobe also allows you to have multiple individuals sign a PDF form with ease from the Adobe Document Cloud using Adobe Sign. For detailed instructions that include downloadable practice files, please visit Adobe's official documentation on how to get multiple signatures on a single document.

Insert New Text Into a PDF

Select the Tools menu
Choose Edit PDF, then choose Add Text
Click and drag to define the width of the text block you wish to add
1. For vertical text: Right-click the text box and choose Make Text Direction Vertical
You can change the text properties using the options under Format in the right pane
Type your text
To resize the text box, click and drag a selection handle
To move the text box, place the pointer over the line of the bounding box (avoid the selection handles). When the cursor changes to the Move pointer (crossed arrows), click and drag the box to the new location. To maintain alignment with any other list items, press Shift as you drag.