11. Frequently Asked Questions
Submission and Technical Support
How can I submit a multi-part file?
Combine all the sections together as one PDF file and submit that. To make one PDF file from multiple files, open the first PDF file, then choose Document> Insert Pages from Acrobat’s menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one combined PDF file which may then be submitted.
How do I change the format of the page numbers for different sections in my Microsoft Word document?
Your manuscript must be submitted as one file. So, create different formats of page numbers or to restart page numbering in the document you’ll need to divide your document into “sections”, and then change the page number format for each section. (Note: That specific step will vary for different versions of Microsoft Word.)
NOTE***In order to prevent you difficulties in the future when submitting your final draft, it is highly recommended for you to create different files: A document with only the roman numerals, another separate document with regular numbers, and another separate document which is going to be the copyright page. By doing this, at the very end when converting them to PDF files (Adobe Acrobat), the process will be much easier and less time consuming for you. Thus, during the final steps of the process all you will have to do is insert all pages (from multiple files) and combine them into one {Refer to PDF Questions}. Click here for detailed instructions
How do I add a portrait page number to a landscape page in Microsoft Word?
From Microsoft Word’s Knowledge Base: If a page of your document is formatted with landscape orientation, the header and the footer of the page are also formatted with landscape orientation. There is an article provided on the following link that describes how to use rotated text in a text box or table to add a page number in portrait orientation to the header or footer layer of a landscape-oriented page. http://support.microsoft.com/?kbid=211930.
PDF Files
Do I have to do anything differently when writing my manuscript?
You simply write your document as you normally would in your word processor, keeping a few tips in mind to improve the quality of the PDF document:
- Spacing and pagination: Use tabs instead of a series of spaces to align text. Insert page breaks instead of a series of paragraphs to start a new page. Use section breaks to change the format between pages in the document. Use your word processor’s tools for creating table of contents and cross references to ensure that pagination is consistent even if the generation of the PDF file causes the pages to shift slightly.
- Fonts: According to the Thesis/Dissertation Manual the Time New Roman font is to be used.
- Graphics: It’s best to use EPS (Encapsulated PostScript) files rather than bitmaps, GIFs, or JPEG images. Use a high resolution such as 6000-dpi.Avoid using graphic editors that are part of a word processor.
- Equations: Microsoft Word users should NOT use Microsoft Word’s Equation Editor. Instead, use italic Times Roman font and Symbol font, along with superscripts and subscripts to create equations.
What settings should I choose when creating the PDF file?
Though each version of the PDF creation software will differ slightly in how you create the file, you should always choose the following options:
- Embed all fonts (VERY IMPORTANT!)
- Print optimized
- Minimum of 600 dpi resolution
- Do not encrypt the file. Encrypted PDF files will not be accepted. The text cannot be extracted from them for full text indexing or storage.
Other important tips for creating the best PDF files:
- If you are using Adobe products, use Acrobat Distiller to create the highest quality PDF files. Do not use Adobe Acrobat Writer to create the files (Distiller comes with the full version of Adobe Acrobat).
- Create the PDF file on the same machine where the original document was created to ensure that the fonts necessary for viewing and printing the resulting PDF file are available during PDF creation. If you create the file on a different computer, please examine the final PDF file to verify that the correct fonts were used throughout the document. Note: These instructions do not apply when using the PDF conversion tool-Found in the ETD Site.
What does “embed all fonts” mean?
When fonts are embedded, readers of your work will be able to see your document as you intended, with the same fonts that you used. If you do not embed all your fonts, and those fonts are not available on the reader’s computer, Adobe Acrobat will make its best guess at what font it should use as a substitute. This can result in significant differences between your original document and what the reader sees (particularly with symbol fonts).
How do I embed my fonts?
These instructions differ depending on what you are using. Click here for detailed instructions
How do I create PDF files from Microsoft Word Documents?
Creating a PDF file from a word processing document is fairly straightforward. Once you have installed the software necessary to write PDF files (For EX: Adobe Acrobat Distiller), you can essentially print to a PDF file instead of printing to paper.
If you are using Adobe Acrobat Distiller and Microsoft Word, the best way to go about creating the PDF file is:
- From the Microsoft Word File menu choose Print.
- Select Distiller (or “Crate Adobe PDF”) as the printer by choosing it from the “Name” (or “Printer”) drop down list at the top of the print dialog.
- Choose “Print Optimized” as the job option.
- Click OK (or “Save”) to create the PDF file. You will be prompted to name the file choose where it is saved. Do so, and click Save. (If you’re not prompted to choose the name and location, make note of where the file is being saved as indicate in the Print Dialog.)
What if my manuscript is made up of multiple files?
If your submission consists of multiple documents (such as word processing file, graphics, spreadsheets, etc.). It is best to consolidate them first in one document and then print that file as a PDF document. If you aren’t able to consolidate the files before creating the PDF file, it is possible to combine PDF files using the commands in Adobe Acrobat.
- Open the main PDF file in Adobe Acrobat.
- Go to the page where you want to insert the additional pages or pages.
- Choose “Insert Pages” from the Document menu.
- Select and open the PDF file that contains the pages to be inserted.
- Verify the settings in the dialog to be sure that you’re inserting the pages in the correct location, and click OK.
How do I do the uploading of my Thesis/Dissertation?
Goto: File - Save As - Word document - Tools - Save Options - Embeded Fonts (click on it-a check mark should appear) - Save - Save As - PDF Conversion tools - File to convert - Convert File (from thumb drive) - PDF (click on the word) - Browse - Save and Continue
