Tag: tutorial

Embedding fonts in Microsoft Word

Embedding fonts in a dissertation or thesis is a requirement for ProQuest and the Graduate School.  We recommend using Adobe Acrobat to embed fonts for files created in Microsoft Word.  If you do not have access to Adobe Acrobat, this alternative method will allow you to embed fonts directly from Microsoft Word.

Step 1. Click the file tab at the top of the page and select the “Options” menu from the bottom left.

Screen shot showing how to navigate to Word Options.
Screen shot showing how to navigate to Word Options.

Step 2. On the left side of the Word Options window, click “Save” to open the save options. At the bottom of this page, make sure the “Embed fonts in the file” is checked and the sub-options are unchecked as shown below.

Screen shot illustrating proper selections to embed fonts
Screen shot illustrating proper selections to embed fonts

Step 3. To create the PDF file, select the File tab, and then select “Save As.”  Select “PDF” in the “Save as type” drop down menu. Navigate to the desired file location. Click Save to create your PDF or continue to Step 4.

Screenshot showing how to select PDF as a file type.
Screenshot showing how to select PDF as a file type.

Step 4. (optional) To create an accessible document with bookmarks, click on the “Options” button in the “Save As” window to click the bookmark selections as appropriate for your document. Click “OK” to return to the “Save As” screen and then click “Save” to create your PDF file. Please note that Word sometimes includes bookmarks that are not headings and do not appear in your table of contents.  Please proofread your bookmarks and edit the PDF for maximum accessibility.

Screen shot showing how to create bookmarks when using Word to save a PDF file.
Screen shot showing how to create bookmarks when using Word to save a PDF file.

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Using the Redaction Tool in Adobe Acrobat Pro

One of the requirements for a Thesis, Dissertation, or Report to pass our formatting checks to make sure that all signatures in your document are properly obscured to protect the identity of the signer.  To help you figure this out, we’ve created a step by step blog post on how you can use the Redact tool in Adobe Acrobat Pro to remove signatures.

To begin, you will need to open your document or the letter which you need to redact a signature from in Adobe Acrobat Pro. Make sure that you are using Acrobat Pro as the redaction tool is not available in Adobe Reader.

Example
We will use this example letter to guide you through the redaction process.

Once you have the document open in Adobe Acrobat Pro, you will want to locate the Actions menu on the right side of your screen. This is often just a small arrow as pictured below.

Expand Actions Menu
Expand the Actions Menu to see all of the Actions that Adobe Acrobat Pro has to offer.

Once this menu has been expanded, click on More Tools to find the Redact tool.

More Tools
Clicking on More Tools will give us access to the Redact tool.

To find the Redact tool you will need to scroll to near the bottom of the page. Redact is located under the Protect & Standardize section of tools. Once you have located the tool, click on Add.

Add Redact
Add the Redact tool to your Actions menu for easy access in the future.

To navigate back to your document now you will need to click on the tab with the document name at the top of the screen as seen below.

Return to Document
Adobe Acrobat Pro has tabs to make navigating between menus and documents easy.

To start the Redaction process you will want to go to your Actions menu on the right and click on Redact. Then you will see the Redact toolbar appear at the top of the screen.

Redact menu
The Redact toolbar has all of the tools you need to redact a signature in one centralized location.

Now we are ready to actually Redact information. The first step is to click on Mark For Redaction. When a dropdown menu appears, choose Text & Images.

Mark for Redaction
The Mark for Redaction tool lets us choose what text, images, or objects we need to redact from the document.

When the message appears telling you there are two steps to Redaction, go ahead and click on OK.  Click “Don’t show again” if you don’t want this reminder to display the next time you use the redaction tool.

2steps
We added the Mark for Redaction and Apply Redaction tools to our toolbar in the beginning of this post.

Next we will want to go ahead and select the area of the document we want to redact. This will box the selected area/text in red. Once you have selected your text/images to be redacted, you can click on the Apply Redaction tool which will generate the message as seen below reminding you that this will remove content from the document. Click on OK.

Apply Redaction 2
Applying the redaction will permanently remove information from your document. Do not proceed until you are sure you’re ready to redact.

Once the redaction has been applied, you will get a message saying that you have successfully redacted information from your document and asking if you would like to remove hidden information. We recommend that you click Yes. This scan may take a while if your document is large. When it is complete, you have successfully redacted information!

Remove Hidden Info
Removing the hidden information from your document makes sure that there are no traces of personal data attached that may be confidential.

If your document looks like the one below at the end of the redaction process, congratulations! You successfully redacted information from your document.

Success
Redacting is very important to protect the identity of those whose signatures are in documents. Failure to redact a signature will result in your document being rejected during formatting review.

We hope that you found this blog post helpful. If you have any questions feel free to email us at gradschool@mtu.edu or stop by our offices on the 4th Floor of the Administration Building.

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New Module: Incorporating Information Literacy into Instruction

The Van Pelt and Opie Library and the Center for Teaching and Learning (CTL) invite faculty and graduate students to attend a module, Incorporating Information Literacy into Instruction, consisting of three one-hour sequential workshops.

Instruction and Learning Librarian Sarah Lucchesi is delivering the module through theCTL’s University Teaching and Learning (UTL) Seminars program.  In this module, using the framework of Michigan Tech information literacy rubric for undergraduate students (learning goal #6), we will explore the library’s information resources, digital tools for keeping current in a field of study and assignment elements that allow students to practice information literacy skills.

Faculty and graduate students are welcome to register only for this three-workshop series, or as a part of the complete UTL Course Design program.  The workshop sessions are:

  • Monday, Nov. 4th, 11th and 18th
  • 11 a.m. to noon in Library 242

Please register by noon, Friday, Nov. 1.

If you have any questions, contact instrlib@mtu.edu

Published in Tech Today.

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How to use a preflight profile

Preflight profiles in Adobe Acrobat® Pro can be used to check properties of a PDF document, as well as make some automatic fixes to them.  In this tutorial, we’ll show you how to use preflight profiles developed by the Graduate School to check the image quality in a PDF file.

To begin, download a preflight profile and save it to your computer. Depending on your browser settings, you might need to right click on the link to save the file to your computer as a *.kfp (or*.xml) file. The Graduate School has created the four below:

  1. Graduate School All Items will show you all items that have errors (red “x”) or should be examined (yellow exclamation point).  It includes checking page size (red “x”), embedded fonts (red “x”), type 3 fonts (red “x”), image quality (yellow exclamation point), and color images (only important if saving printing costs is a concern for you).  This is the same checker that the Graduate School uses.
  2. Graduate School Embedded Fonts will show you all of the fonts that aren’t embedded and where type 3 fonts are used.
  3. Graduate School Images will show you which images have a resolution below 300ppi.
  4. Graduate School Color Pages will show you which pages are in color.

First, you need to open the preflight tool.  In Adobe Acrobat® XI Pro, the preflight tool is located in the “Print Production” section of the “Tools.”

From the Print Production tool, select “Preflight.”
The first time, you will need to import the profile created by the Graduate School.  Press the options button, and select “Import Preflight Profile….”

Select “Import Preflight Profile” to load a profile.
Find the *.kfp file where you saved it on your computer and click the “Open” button. Note that if you saved the file as an XML file, you will need to select “All Types” in the “Files of Type” drop down menu.

Navigate to the location of the preflight profile on your computer.
Highlight the profile, and click on the “Analyze” button. In this example, we’re checking the resolution of images in our document.

Select the profile you want to run, and click “Analyze.”  In this example, we’ll examine our document to determine which images are less than 300 ppi.
When the profile is complete, the results tab will show the total number of errors, and a list of where they are.  Note that the pixel size and resolution of the image is listed – the image highlighted in blue is 176 ppi, which is significantly below our requirements for 300 ppi images.  Double click on any item to see it in the PDF file.

The results tab shows all of the images that are less than 300 ppi. Double-click on an item to navigate to it in the pdf file.
For some LaTeX files, the Graduate School has seen extraneous matches to bitmap images.  These images are generally horizontal lines in equations.  The preflight profile can be edited to only check color and gray scale images, if desired.

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How to create a new style

When the built in styles don’t meet your needs for formatting paragraphs in Word, you will need to create your own styles.  In this example, I will create a style for my paragraphs that contain equations.

To begin, format the paragraph to your specifications.  In this case, I have added tabs (boxed in the figure below) at 3.25″ so my equation will be centered on the line, and at 6.5″ so my equation numbers will line up on the right side of the page.  See our previous post to learn more about tabs.  Click on the circled icon to display the Styles window.

Format text to your specifications.

Click on the “New Style” button in the Styles window. This button is circled in the figure below.

Click on the "New Style" button (circled) in the Styles window to create a new style.

Give a name to the style.  I sometimes create names with my initials in them, so I can see which styles were created by me and sort them easily.  Change any of the options you wish in this menu, and click OK when you are done.  The other options here are:

  • Style type: by default, you will create a paragraph style, but there are other choices, including character styles.
  • Style based on: any changes to this style will affect the style you create.  If you change, for example, the font of “Normal” to Arial, the font of this style will also change to Arial.
  • Style for following paragraph: by default, this will be the name of the style you create.  If you want a different style to follow this paragraph, for example, Normal, you can define this here.
  • Format: Use the format button or any of the tools in this window to change any other formatting.

The Create New Style window. Name the style you just created.

I named this style “ddc-equation” so I recognize this is a style I created for my equations.  It now appears in the Styles window, and I can select it for any of my paragraphs that contain equations.

The new style is now available from the ribbon or Styles window.
The new style is now available from the ribbon or Styles window.

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How to edit a style

Styles apply a common set of formatting to a paragraph within Word.  In a previous post, we showed how to apply a style to a paragraph.  This tutorial will show two ways to edit an existing style.

First, edit the text as you desire.  In the example below, I have edited the text “Introduction” to be a different font (Adobe Garamond Pro Bold) and size (24 point) than the original Heading 1 style.  We can tell Heading 1 is applied to this text because it is outlined in orange in the Style section of the ribbon.

Edit the text to meet your specifications.

Right click on “Heading 1” to display a contextual menu, and select “Update Heading 1 to match selection.”

Right click on "Heading 1" to display the contextual menu.

After the style is updated, the preview text for Heading 1 will now match the text you edited.

The Heading 1 text is now updated to match the edited text.

The style can also be updated from within the Styles window.

  • Click the circled icon to display the Styles window.
  • Right click on Heading 1, or click on the arrow to the right of Heading 1.  The arrow will appear when you roll over the right side.
  • Select “Update Heading 1 to match selection” to update the style.

Styles can also be updated from the Styles window.

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How to apply a style to a paragraph

Styles in Word are used to format text consistently throughout your document. Each paragraph may have a single style applied to it.  For each paragraph, styles define the:

  • Appearance of the text (bold, bulleted, size, font, etc.)
  • Behavior of the paragraph (does it stay with the next paragraph?  Have a page break before it?)
  • Structure of the document (is this a heading meant for the table of contents?)

Styles are found on the Home tab of Word, in the Styles section (boxed in the figure below).

The Styles section on the Home tab contains all of the built in styles available for use.
If you click on the “Change Styles” button in the Styles section, there are a few defaults you can change without creating or modifying any of the styles individually:

  • Style set changes the default set of attributes for the built in styles.  You can choose a “Distinctive” set, or the standard “Word 2007” set.
  • Colors changes the default color scheme for your fonts.
  • Fonts allows you to select a set of fonts to apply to the styles. For example, the “Normal” font in Word 2007 is Calibri, but in Word 2003, it was Times New Roman.  If you prefer the default fonts from a previous version of Word, or want to define your own, select this option.
  • Set as default makes any of the above choices the default for new documents created in Word. Note that these changes may not remain fixed in a network environment.
The "Change Styles" menu.
The "Change Styles" menu.

To apply a font, place your cursor within the paragraph.  In the picture below, the cursor is between the “o” and “d” in introduction.  Then, click on the desired style.  In this case, I have selected “Heading 1.”  Note that as you roll over each style, the text will change to match the preview text for the style.

Applying "Heading 1" to the paragraph "Introduction."
Applying "Heading 1" to the paragraph "Introduction."

Sometimes, it is difficult to scroll through the large preview icons in the Home tab, and a simple list of styles is easier to work with.  In this case, click on the circled icon in the figure below to display the boxed Styles window.  This window has other helpful tools that will be explored in future blog posts.

Display the Styles window for additional functionality with styles.
Display the Styles window for additional functionality with styles.

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How to rotate landscape pages in a pdf file

For your thesis or dissertation, you must either present all pages in portrait orientation, or list all of the landscape pages on the Degree completion form.  If you have many landscape pages, it may be easier to rotate the pages in the pdf than list all of the pages one by one.

This tip requires Adobe Acrobat, and applies to either a single sided or double sided document.

To start, go to the “Tools” area, select the “Pages” subsection and the “Rotate” command as highlighted in the screen shot below.  Right click on the button and select “Add to Quick Tools” to add the command to your toolbar.

Selecting the "Rotate" command.

 

Set the Direction and Rotate options as shown in the screen shot below.  Be sure to select “All” pages.

The "Rotate Pages" dialog with proper settings to rotate landscape pages.
The "Rotate Pages" dialog with proper settings to rotate landscape pages.

Adobe Acrobat will rotate all of the landscape pages to a portrait orientation.  Save your document and submit to the Graduate School!

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How to check your papersize and page number location

Having the correct paper size and page number location is an important part of preparing a thesis or dissertation.  Adobe Reader and Acrobat have tools that will help you verify these elements of your document.

Check the basic paper size

In Adobe Acrobat or Adobe Reader, select File…Properties.

The file menu in Adobe Acrobat.
The file menu in Adobe Acrobat.

Click on the “Description” tab and look at the paper size.  The paper size of the primary paper will be listed.  If you have inserted over-sized pages, these will not be shown here.

The document properties window.
The document properties window.

Check the advanced paper size and page number location

Adobe Acrobat provides more tools for viewing your page size than Adobe Reader.  In Adobe Acrobat X Pro, turn on the rulers by selecting “View…Show/Hide…Rulers&Grids…Rulers”  or <ctrl> + R.  In version 9, turn on the ruler by selecting “View…Rulers” as shown in the screen shot below.

The view menu highlighting the rulers command.
The view menu highlighting the rulers command.

The ruler at the top and side of the page will appear.  Scroll through your document to see how large each page is, or to see the location of the page numbers on your finished page.

The rulers shown on a pdf file.
The rulers shown on a pdf file.

The grid can also be turned on by selecting “View…Grid” (version 9) or “View…Show/Hide…Rulers & Grid…Grid” or <ctrl> + u (Version X).  If you don’t like the default grid, you can change the options by selecting “Edit…Preferences”.  Select “Unit and Guides” and alter the layout to the desired grid spacing.

The Units and Guides preferences.
The Units and Guides preferences.

With the grid on and spaced at one inch intervals, it is easy to see that the page numbers are at least one inch from the edge of the page (see red line).  These page numbers are a little under 1.25″ away from the edge of the page – and are too high up on the page for the current procedures.

The pdf document with rulers and grid visible.
The pdf document with rulers and grid visible.

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How to use the Edit Text Tool

Adobe Acrobat has a Edit Text & Images Tool for content editing. This tool can be used to do minor text edits, such as deleting a small amount of text, or fixing a spelling mistake.

Open your pdf file, and select Edit Text & Images by clicking on “Tools” and selecting it from the “Content Editing” section as shown in the screen shot below.  If you use the tool a lot, right click on the tool to “Add to Quick Tools” and it will appear on your toolbar.

Selecting the TouchUp Text Tool.

Highlight the text you would like to delete, or edit.  In this example, I want to delete the page number “i” from the title page of my dissertation, and correct the spelling of “TECHNOLOGICAL” by switching the “N” and the “O”.

Select the text you wish to edit and delete or type the correction.
Select the text you wish to edit and delete or type the correction.

Press the delete key or edit the text, and it’s fixed!

The corrected page.
The corrected page.

A few caveats and tips:

  • This tool will not work on complicated tables or documents with complex formatting.
  • It works best if all of your fonts are embedded, because Acrobat is not a word processor.
  • If you need to add or delete more than a word or two of text, Acrobat will not adjust the line wrapping for a paragraph, so you will need to return to your word processor for longer edits.

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