Creating PDFs

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

Important Note: Avoid creating forms using the tools noted below. PDF forms are very very difficult to make accessible. If you need to create an accessible form, please contact ITS Support for help.

1 Converting Documents to PDF
- 1.1 Google Docs
  - 1.1.1 How to download a Google Doc
  - 1.1.2 Using Grackle
- 1.2 Microsoft Office 365 Word, Online version
- 1.3 Microsoft Word, Desktop version
- 1.4 Pages
- 1.5 LibreOffice
2 Adobe Acrobat Tips
- 2.1 Signing PDFs
- 2.2 Insert New Text Into a PDF
3 Additional Resources

Converting Documents to PDF

Google Docs

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 Grackle with your Swarthmore account.
Agree to the terms.
When you are ready to check a document created in the Google Suite, go to Extensions.
Choose Grackle.
Choose Launch.

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

The most accessible option is 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.

Common Grackle Error

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.

Microsoft Office 365 Word, Online version

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.

Microsoft Word, Desktop version

Run Accessibility Checker.
1. Click the Review menu.
2. Run Accessibility Checker.
3. Fix any issues found.
Title the file in Properties.
1. Select the File menu.
2. Select Properties.
3. Select the Summary tab.
4. Fill out the Title field and any other relevant fields with proper information or metadata.
5. Select OK.
Save as a PDF.
1. Select the File menu.
2. Choose the Save As option. (an alternative to selecting the menus is the keyboard shortcut: Shift + Command / Control + S.)
3. Choose a location on your computer to save the PDF version.
4. Change the Save as Type (Windows) or File Format (Mac) field to PDF.
5. In the Save As dialog box, click Options.
6. Click Document structure tags for accessibility.
7. Click OK.
8. Click Save.

Pages

Click the Print menu.
Choose Save as Adobe PDF.
Choose a location on your computer to save the PDF version.
Click Save.

You will need to do a number of things once a Pages file is moved to PDF, including:

In Adobe Acrobat, you will need to run the Accessibility Check and use the results to fix the tagged PDF issue.
In Adobe Acrobat, you will need to run the Accessibility Check and use the results to fix the primary language check issue. Language set in Pages does not carry over to Adobe PDF. See Changing the global language of an Adobe PDF | Swarthmore ITS Solutions.
In Pages, you should be able to set the title. However, you will still need to “fix” it in the Accessibility Check. In Adobe Acrobat, you will need to run the Accessibility Check and use the results to fix the title check issue.
In Adobe Acrobat, you will need to run the Accessibility Check and use the results to fix the figures alternate text issue. Alternative text set in Pages does not carry over to Adobe PDF.

Exporting directly from Pages 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.

LibreOffice

Click the Tools menu.
Click Check Accessibility.
Resolve any issues that come up.
Click the File menu.
Choose Export As…
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 fillable 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. (Hint: 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.