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PDF Guide

Instructions for creating PDF documents

Your work must be available as one PDF File (rather than multiple, individual files). Please create a PDF file with navigation controls. That is either with bookmarks or with a hyperlinked table of contents. Please make sure that your PDF is "Optimized for Fast Web View" and do enable any security settings.
Files that do not meet these requirements, can not be published on eDiss.

PLEASE NOTE: If you do not want to publish your curriculum vitae (CV) in your electronic thesis, please remove this page from your PDF file before submitting.
Please do not include a signed "affidavit" in your PDF.

Create a PDF with Word

Minimum requirements for Word documents

To ensure that your PDF file has a hyperlinked table of contents, please mark all headings in the Word documents appropriately. You can do this in the following manner:

Place the text curser in the respective header line and choose "Heading n" in the "Styles Menu", where n is the hierarchic rank of your heading.

With cumulative dissertations it is advisable to use at least the table of contents, introduction and synopsis as headings. See the section "Cumulative Dissertations".

Creating PDF documents

With Adobe Acrobat Pro

If you have access to Adobe Acrobat Pro (purchase required), we recommend that you use this program. This software is also available on all computers in our Learning Resources Center (LRC) . There, you can create your PDF (- on request with the assistance of studIT staff) - from all popular text formats.

  • Open Adobe Acrobat Pro.
  • Choose "Create PDF" and "From file..." from the file menu. Select your file on your computer and click "Open".
  • Go to the "Edit"-menu and select "Preferences" or "Settings ...". Then select "document" in the "categories" dialog box. Make sure that the Option "‚Save as‘ Optimized for Fast Web View" in the list on the right is checked. Then click "OK".
  • Go to "File" menu and select "Properties...". The "Description" tab allows you to specify the title, author, keywords etc. for your document. These data are displayed, for example, in the results list of a Google search.
  • Finally, choose the "Security" tab and set "No Security" as security method.
  • Please save your settings by clicking "OK".
  • Now save your document from the file menu. Finished.
Screenshot Acrobat X

With free PDF Software

Alternatively, you can install the free open-source software for Windows PDFCreator. With these suite of programs, you can create PDF documents that meet all eDiss requirements.

With Microsoft Word

Microsoft Word (Version 2007 and above) offers the ability to create PDF files directly from the application. However the created PDFs are not optimized for the web ("Fast Web View"). For this a post-processing step is needed. In this case please follow the instructions:

  • Open your Word Document, go to "File" menu bar and select "Save As".
  • Go to the dropdown menu "File Type" at the bottom and select the option "PDF". Please do not yet save!
  • You will see a new button "Options". Click it and select the settings exactly as shown in the picture below.

Screenshot Word

  • Then click "OK" and "Save".

Now your PDF will be optimized for fast web viewing.
See section "Optimize for Fast Web View" for details.

PDF from LaTeX documents

The simplest method is to use the TeXDocC Service. Compress your TeX file with all components into a zip archive and upload it. The system compiles your file and returns a PDF file. For more information, please see the information section on the TEX Document Center.

You can use Hyperref to create the hyperlinked table of contents.

Optimize for Fast Web View

The simplest way is to use the freely available Adobe Reader.

  • Open your PDF file with Adobe Reader.
  • Verify that the preset "Optimized for Fast Web View" is active:
    • Go to "Edit" menu and select "Preferences..." (the last item in the list).
    • Click on "Documents" in the "Categories" dialog box.
    • Please check "‚Save as‘ Optimized for Fast Web View" in the option list on the right.
    • To save your settings, click "OK".
  • Now go to the "File" menu and select "Save as" to save your document.
    The modified PDF file is now optimized for "Fast Web View".

If you are using a Linux operation system we would like to suggest the following:
There is a free, open source software available for Linux that can optimize PDFs for fast web view. To do that, one needs to execute the following Linux command: qpdf --linearize thesis.pdf thesis_fastweb.pdf
This will read an unoptimized pdf file named thesis.pdf and create an optimized version named thesis_fastweb.pdf.
For further detail see this webpage TeX - LaTeX Stack Exchange.

Known Problems (mainly PDF on Mac OS)

Occasionally the problem might occur that although you created a hyperlinked table of contents, which works just fine when you open your file on your computer, the PDF might be rejected when trying to upload the file (Messge "TOC / Bookmarks: no"). In this case please create at least one bookmark in the document (e.g. for the table of contents). Then upload your new file to eDiss.

Scanning and editing images

You can edit scanned image files with an image editing application. The image editors typically bundled with a scanning application are usually sufficient for this purpose

During image processing, please perform the following steps in all cases:

  1. Crop the image exactly to remove unnecessary portions of the image or an accidentally scanned background.
  2. Reduce the actual size of the image, measured in pixels or inches/cm before you paste it into your document. This reduces the file size of the image and the final document. Please ensure that the proportions to the original are retained in order to avoid distortion.
  3. In the case of a photograph or graphics consisting of many different shades, save your image as a JPG file. On the other hand, choose the GIF format, if you have a graphic with only a few shades of color. Using these formats, you will achieve the optimal compression for your image. This is the only way to ensure that documents containing a lot of graphics can be viewed in a reasonable amount of time on the internet.
  4. Insert the processed images into the dissertation using your favorite word processor. In Microsoft Word, this is done via the menu item "Insert", then "Picture" and finally "From File ...".

Legal considerations in the reproduction of images

With online-publishing you should consider the same copyright rules as in a print publication.

To avoid unnecessary difficulties with publishers, who may be the rights holders for such pictures, you should get permissions for their reproduction.
This includes:

  • for the reprint of an image that serves only to illustrate a thesis, you have to obtain the reprint permission of the publisher. Obtaining this permit should be associated as far as possible with a so-called "Verschweigefrist" ("period of non-disclosure") of 3 to 4 weeks.
  • the reprint of images discussed in the text is covered by the "right of quotation".
For further information, please review the publication:
"Multimedia Law for University Practice" publishe by the Centrum für eCompetence (CeC) in Hochschulen, NRW.