word-pdf

How to convert a Microsoft Word

Thesis/Dissertation into a
Electronic Thesis and Dissertation (ETD)
These instructions will guide you through the process of converting a Thesis/Dissertation
written in Microsoft Word into a pdf (Portable Document Format) formatted file. These
pdf formatted files will be used to display your Thesis/Dissertation electronically.
Converting your thesis or dissertation into a pdf document requires time and patience. There
are several steps that must be performed between formatting the thesis and submitting the
final pdf formatted version to the Graduate School. The amount of time necessary to
complete this process will depend upon the complexity of your thesis. A general overview
of what must be done is outlined below:

Step I: Preparation

• Gather and organize all files.

• Place all files into a common directory on the hard drive.
• Verify that each file is uncorrupted and complete.

Step II: How to Create Postscript File(s)

• Open Microsoft Word and Select a Postscript Printer.

• Review and Modify the Format of your File(s).
• Create your Postscript File(s).

Step III: How to Create pdf Documents File(s)

• Use Acrobat Distiller to create Portable Document Format (pdf) documents (files).

Step IV: How to Combine and Place Links into your pdf
Document

• How to Combine pdf Documents (Files)

• How to Link Entries in your Tables and Lists
• How to Link Files to the pdf Thesis/Dissertation

How to convert a Microsoft Word Thesis/Dissertation into a Electronic Thesis and1Dissert

 • How to Insert Movie and Sound Annotations

Step V: Submit files for Review

Step I: Preparation
Gather and organize all materials that were used to create your thesis/dissertation. These
files will be used to create your Electronic Thesis and Dissertation (ETD). From this point
on, we will refer to the electronic form of your thesis/dissertation as an ETD.

• Move all files that will be used to create your ETD to one directory on the hard drive.
You do not want to reference files on diskette. The hard drive will provide more work
space and will speed up the conversion process.

• Include all associated files such as sound, movie, etc., which will be used. (If you are
using the CIRCA labs, we recommend using the existing directory, c:\user. On the
Macintosh computers, create a folder on the hard drive called user then move all of
your files to this directory.)

• If your thesis or dissertation is made up of several files, verify that the files are
complete and uncorrupted before beginning.

Step II: How to Create Postscript File(s)

The following instructions show how to convert your Word thesis/dissertation files into
postscript file(s). These postscript file(s) will be used to create the pdf file(s) used in your
ETD. There are three steps required to create an accurate postscript file.
The instructions for each of steps are described in each section below.

Step II-A: Open Microsoft Word and Select a Postscript Printer

Your computer must have a postscript printer driver to create a postscript file. If you using
the CIRCA Labs, a postscript printer driver is available. If you are using your computer at
home, you may not find a postscript printer driver listed. You will need to add this driver to
your computer. See Appendix A for these instructions. To select a postscript driver in
Microsoft Word follow these steps:

Step IV: How to Combine and Place Links into your pdfDocument 2
 For Windows users:
1. Open your thesis/dissertation files with Microsoft Word. (If not already
opened.)

2. Select the File menu and the Print option.

3. The selected printer appears at the top of the Print window. Depending on the
version of Microsoft Word, press the down-arrow beside the printer's name
or press the Printer button to display the printers available.

If you are using the CIRCA labs, select a postscript printer (or double-click on a postscript
printer in the PrinterSetup window). The driver should be listed as Distiller Assistant. If
Distiller Assistant is not available, use the HP Laser jet 5P/5MP postscript printer driver.
Should you not see these drivers listed, then pick the postscript printer driver available. The
letter(s) "P" or "PS" or the word "Postscript" usually designates a postscript printer.

4. Once you select the driver, the Cancel button will change to a Close button.
Press the Close button. (In older versions of Word, select the Close button in
the Printer Setup window, then press the Close button. Microsoft Word will
automatically reformat your document using the new printer driver settings.

Click here for a simulation of these steps => ( Filename: winprint.avi, Size: 590KB )
For Macintosh users:
1. Before opening your thesis/dissertation with Microsoft Word, select the
Apple menu and the option, Chooser.

2. In the Chooser window, select the Laser Writer 8 icon in the left-hand
window. If a printer icon is not present on the desktop window, select a
printer from the right side window.

3. Close the Chooser window.

For Windows users: 3

 4. Important: The first time you open a MicrosoftWord file, you must select the
File menu and the option, Page Setup. When the Page Setup window
appears, press the OK button. This will format the file using the new printer
settings.

Step II-B: Review and Modify the Format of your File(s).

This may be the most time consuming and important step in creating an ETD. When
changing from one printer driver to another, it is possible for the font, paragraph, table, and
graphic formatting to change. These changes may or may not be significant. Before creating
the postscript file(s), you will need to review the Word document.

Scan through the Word document and make any adjustments to bring the document back
in-line with the Graduate School's Thesis and Dissertation standards. It is important to
stress that the review of your document must be thorough. An overlooked mistake at this
point may result in the lost of several hours and the repeating several steps. We recommend
reviewing the document in the following manner:

1. Make changes starting from the front of the document to the back. (Remember any
change in the forward pages may alter the placement of text in succeeding pages.

2. Scan the document from the Title page to the Biographical Sketch looking for these
formatting errors:

• Look for unintended font changes. (This is unlikely but can happen.)

• Look for incorrect paragraph separations. Verify that widows and orphans
were not created. (One line of a paragraph left at the beginning or end of a
page is called a widow or orphan line, respectively.) Make sure that page
breaks do not separate sub-level headings from the paragraphs following
them.

• Check the placement of tables and figures. Verify your tables and/or figures
are not incorrectly split by a page breaks. Make sure that the captions are not
separated from tables or figures.

For Macintosh users: 4

 • If you plan to add a movie or sound annotation to your ETD, plan the
placement of the annotation prior to creating the postscript file. Add space
in your text to accommodate the window size of your annotations. Adding
space (lines) to your document may affect text on subsequent pages and may
cause a need to renumber Table of Contents, List of Tables, List of Figures,
and List of Objects. Plan your changes carefully.

• If you plan to access other documents from your ETD, plan which text
references will be used as links prior to creating the postscript file. All of
these links should be in blue, and must contain a parenthetical notation about
the file type and size. (Examples follow.)

Figure 2-16: A picture of the Solar system. Filename: solar.jpg, Size: 65KB

Object 5-2: The sound of a Mockingbird. Filename: mock.wav, Size: 6.5KB

• If you plan to have several multi-media objects in your ETD, you will
need to add a List of Objects page to the forward section of your ETD. It
should be placed after the List of Figures. Add and number the List of Objects
entry to the Table of Contents. Minor re-numbering of your Table of Contents
will be required.

3. Compare the page numbering in the Table of Contents, List of Tables, List of Figures,
and List of Objects to the rest of the document. If a page number is wrong correct it.

4. If your thesis or document is composed of more than one file, make sure that the page
numbering between documents is sequential and continuous.

Step II-C: Create your Postscript File(s)

Once the review of your thesis or dissertation is complete, your document can be saved as a
postscript file. To create a postscript file, follow these steps:
For Windows user
1. Start Microsoft Word and open your thesis or dissertation. (If not already
opened.)
2. Select the File menu and the Print option.
3. Verify that the Postscript printer driver is selected.
4. Check the Print to file box.
5. Set the Page Range to: All.

Step II-B: Review and Modify the Format of your File(s). 5

 6. Set the Print What field to: Document.
7. Press the OK button.
8. In the Print to file window, select the directory that holds your files. If you
are in the CIRCA labs, use the c:\user directory.
9. In the Print to file window, type the name of the file into the File name field:
(i.e. master, part1, part2, ...)

Click here for a simulation of these steps => ( Filename: post.avi, Size: 875KB )

For Macintosh users

1. Start Microsoft Word and open your thesis or dissertation. (If not already
opened.)
2. Select the File menu and the Print option.
3. Set the Destination to: File.
4. Set the General field to: Save as File.
5. Set the Format to: Postscript Job
6. Set the PostscriptLevel to: Level 2.
7. Set the DataFormat to: ASCII
8. Set the FontInclusion to: All
9. Set the Print What field to: Document.
10. Press the OK button.
11. In the Print to file window, select the directory for the placement of your file.
If you are in the CIRCA labs, use the c:\user directory.
12. In the Print to file window, type the name of the file into the File name field:
(i.e. master, part1, part2, ...)

Microsoft Word will create the postscript file and save the file into the directory you
choose. Postscript files will be saved using the extensions: .prn .ps .eps (A printing of this
file will not appear on the printer or printer queue in the CIRCA labs.)

Step III: How to Create pdf Documents File(s)

Once the file is in a postscript format, use Acrobat Distiller to convert the document to a
Portable Document Format (pdf) file. To convert the document to the pdf format, follow
these instructions:

For Windows users

1. Open AcrobatDistiller. Acrobat Distiller will be found on the Windows 95
Start menu located under Programs and AdobeAcrobat.

For Windows user 6

 2. In the Acrobat Distiller window, select the File menu and the Open option.
3. In the Acrobat Distiller-Open Postscript File window, press the
down–arrow beside the Files of Type field and select the option, All files (*.*).
4. Open the user folder and highlight the postscript file you created and press the
Open button.
5. In the Acrobat Distiller-Specify pdf File name window, type the name of the
pdf file into the File name field (i.e. master, thesis, ...) and press the Save
button.
6. In the Acrobat Distiller window, a monitor will display the progress of the
conversion process and a message window will display the results of the
conversion.End of Job means the conversion process is complete and your pdf
file is created.
7. Close the Acrobat Distiller program after all files have been converted..

For MacIntosh user

1. Open AcrobatDistiller. In the CIRCA labs, Acrobat Distiller will be found

on the Panther.mac,Seacow.mac, or Whale.mac file server. It will be
located in he Adobe Acrobat 3.0.1 folder within the Applications folder.
(You will be asked to copy Acrobat Distiller to the hard drive before starting
the program.)
2. In the Acrobat Distiller window, select the File menu and the Open option.
3. In the Save window, open the user folder and highlight the postscript file you
created and press the Open button.
4. In the Save window, type the name of the pdf file into the File name field (i.e.
master, thesis, ...) and press the Save button.
5. In the Acrobat Distiller window, a monitor will display the progress of the
conversion process and a message window will display the results of the
conversion.End of Job means the conversion process is complete and your pdf
file is created.
6. Close the Acrobat Distiller program after all files have been converted.

The conversion from postscript to pdf format should have a page to page correlation and the
file should be much smaller in size. We do not expect formatting differences between the
two documents. Take time to check. Should you find any, please come to the UF Computing
Help Desk for assistance. Ask for the thesis consultant.

Step IV: How to Combine and Place Links into your pdf
Document
Once your Thesis/Dissertation is saved as a pdf formatted file, you will need to insert

For Windows users 7

bookmarks (links) into the document. These links will be used to connect various references
in the thesis or dissertation to other parts of the document or to other documents that are
associated with the thesis or dissertation. The following bookmarks (links) must be placed
into the thesis:

• Each Title entry in the Table of Contents must be linked to the page on which it
appears.

• Each First-Level Subheading entry in the Table of Contents must be linked to the
page on which it appears.

• Each entry in the List of Tables must be linked to the page on which it appears.

• Each entry in the List of Figures must be linked to the page on which it appears.

• Each entry in the List of Objects must be linked to the page on which it appears.

• Bookmark text citations to the Reference List.

• If you reference any Web documents, link and include the URL. (This should be done
sparingly.)

• For certain figures, maps, tables, and so on you may want to link to a separate file
outside of the pdf formatted thesis or dissertation. For example, you may want to
display a figure in a larger size or higher resolution.

If you do so, you still must have a version of the figure or table incorporated in your text, as
with the paper copy of the thesis. The figure legend below the figure or a note below the
table should then link to the separate file. With multimedia objects that cannot be
represented graphically in the pdf, include a complete title/description that links to/open the
file. Adobe provides a program called Acrobat Exchange that can be used to modify pdf
documents such as your thesis/dissertation. It can be used to embed Bookmarks (or links)
into a document. The program is easy to use. The next two sub-sections explain how to use
the program to embed links into your document.

How to Combine pdf Documents (Files)

If your thesis/dissertation is composed of several pdf files, then you will need to combine
these files to make one continuous pdf document. The program Acrobat Exchange can be
used to modify pdf documents. Follow these instructions to combine the pdf files:

Step IV: How to Combine and Place Links into your pdfDocument 8
 1. Start Acrobat Exchange.
2. In theAcrobat Exchange window, select the File menu and Open option.
3. In the Open window, move to the folder containing your pdf formatted
thesis/dissertation.
4. It will be easier to add the files together based on their page numbering. Highlight
the first pdf file (it should contain your title page) and press the Open button.
5. Select the Document window and the Insert Pages option.
6. In the Select File to Insert window, move to the folder containing your files.
7. Highlight the next file (maintain continuous page numbering) and press the
Select button.
8. In the Insert window, set the Location setting to After and the Page setting to Last.
9. Press the OK button.
10. Repeat steps five (5) through nine (9) until all of your pages are combined.

In addition to Inserting pages, the Document menu also provides the options: Delete Pages,
Extract Pages, and Replace Pages. These options may prove handy if you find mistakes.

How to Create Thumbnails

Thumbnails can be created to help you and the viewer move through the pdf document
quickly. To create a icon thumbnail for each page within your thesis/dissertation, open your
main pdf document, select the Document menu, and the Create All Thumbnails option. A
list of thumbnails will appear on the left side of your pdf document. This step should be
repeated if pages are removed or added.

Click here for a simulation of how to set the link => ( Filename: thumb.mov, Size:
3,617KB )

How to Link Entries in your Tables and Lists

Entries in the Table of Contents, List of Tables, List of Figures, and List of Objects must be
linked to the page on which they appears. These instructions explain how to link an entry to
a specific page within the document.

1. Start Acrobat Exchange.

2. In theAcrobat Exchange window, select the File menu and Open option.
3. In the Open window, move to the folder containing your pdf formatted
thesis/dissertation.
4. Highlight the file and press the Open button. Your thesis/dissertation should load into
the program.

How to Combine pdf Documents (Files) 9

 5. Move to the page containing your Table of Contents, List of Tables, or List of
Figures. Repeat the following steps until each entry is linked to the page on which it
appears.

How to set the text to Blue

a. Press the TouchUp text tool button on the toolbar. (The button appears as a
"T".) Your cursor will now appear as an I-beam or capitalized "I".
b. Move the cursor to a line containing an entry. Highlight the entire line.
c. Select the Edit menu and the option, Text Attributes.
d. In the Text Attribute window, press the down-arrow beside the middle text
preference that (by default) is associated with the color, Black.
e. Select the color Blue. This will change the color of the text to blue.

How to set the link

a. Press the Link tool button on the toolbar. (The button appears as two
interlocking links in a chain.) Your cursor will now appear as a cross hair
rather than a hand or I-Beam.
b. Create a box around each entry by pressing the Control key (Windows) or
Option key (Macintosh) down, then highlight the text by using the mouse.
c. A Create Link window will open. In the window, verify that the following
settings are chosen:

• Set AppearanceType to: Invisible Rectangle

• Set Highlight to: Inverted
• Set Action Type to: Go to View
• Set Magnification to:

Inherit Zoom is strongly recommended for the Table of Contents entries. (Most people will
want to stay at their current view when moving through a document.) The other
magnification settings are available for use with the Lists of Figures, Tables and Objects.
Should you decide to use a different magnification, great care should be taken when
choosing the appropriate view. A magnification should display the figure, table or object as
well as convey meaning.

• To set the link, move to the page where the entry appears using the scroll bar
(on the right) or pressing the Ctrl key and the 5 key simultaneously and
entering the page number. Since Acrobat Exchange counts the total number of
pages starting with title page, take into account the forward pages in your
calculations.

How to Link Entries in your Tables and Lists 10

 • Once the screen is positioned on the correct page, press the Set Link button to
save the setting.

6. Once the setting is made, you will automatically return to the Table or List. As
mentioned above, repeat the instructions within Step 5 for each entry in the Table of
Contents, List of Tables, or List of Figures.

Click here for a simulation of how to set the link => ( Filename: linktoc.mov, Size:
4,114KB )

After all of the links are made, press the Hand Tool button on the Tool bar and test the link.

How to Link Files to the pdf Thesis/Dissertation

For certain figures, maps, tables, and other media, you may want to link to a separate file.
These instructions explain how to link each text reference to a specific document outside of
the main pdf formatted thesis or dissertation. (Do not use these instructions for your Table of
Contents, List of Tables, or List of Figures.)

1. Start Acrobat Exchange and open the thesis or dissertation file. (If not already open.)
2. Move to the page containing the text that refers to an outside document. All of these
links should be in blue, and must contain a parenthetical notation about the file type
and size. (Examples follow)

Figure 2-16: A picture of the Solar system. Filename: solar.jpg size: 65KB

Object 5-2: The sound of a Mockingbird. Filename: mock.wav size: 6.5KB

How to set the text to Blue

a. Press the TouchUp text tool button on the toolbar. (The button appears as a
"T".) Your cursor will now appear as an I-beam or capitalized "I".
b. Move the cursor to a line containing an entry. Highlight the entire line.
c. Select the Edit menu and the option, Text Attributes.
d. In the Text Attribute window, press the down-arrow beside the middle text
preference that (by default) is associated with the color, Black.
e. Select the color Blue. This will change the color of the text to blue.

How to set the link 11

 How to set the link

a. Press the Link tool button on the toolbar. (The button appears as two
interlocking links in a chain.) Your cursor will now appear as a cross hair
rather than a hand or I-Beam.
b. Create a box around each entry by pressing the Control key (Windows) or
Option key (Macintosh) down, then highlight the text by using the mouse.
c. A Create Link window will open. In the window, verify that the following
settings are chosen:

• Set AppearanceType to: InvisibleRectangle

• Set Highlight to: Inverted
• The Action Type should be chosen based on the type of file being linked to
and how it is to be included in the pdf thesis or dissertation. The Action Type:

Movie specifies the playing of a QuickTime or AVI movie annotation that has been placed
within the thesis or dissertation. The movie annotation will be apart of the thesis or
dissertation but the QuickTime or AVI file will be saved in a file separate from the pdf
thesis or dissertation. When the thesis or dissertation is viewed online the QuickTime or
AVI file will download as well as a temporary file.

Sound specifies the playing of a wav of aif file. The sound link will be apart of the thesis or
dissertation but the wav or aif file will be saved in a file separate from the pdf thesis or
dissertation. When the thesis or dissertation is viewed online the wav or aif file will
download as well as a temporary file.

Open File specifies launching and opening a non-PDF file. With the exception of
QuickTime, avi, wav, and aif files, all other files will use this Action Type. When the thesis
or dissertation is viewed online these links instruct the browser to launch the appropriate
program to display the object or media.

Read Article specifies the viewing of a specific part of the thesis. The Article annotation
must exist prior to using this link.

World Wide Web Link specifies a web link to a specific location on the Internet. It is
recommended that this link be used sparingly and for locations that will not change over a
great deal of time. The full World Wide Web reference should be displayed in text.

3. Once the Action type is set, press the Select button and pick the file that you want
the text to be linked to. The file should be in the same directory as your other files.
After the link is made, press the Hand Tool button on the Tool bar and test the link.

How to set the link 12

Click here for a simulation of how to set the link using a button icon rather than selected text
=> ( Filename: button.mov, Size: 11, 535KB )

How to Insert Movie and Sound Annotations

Adobe Acrobat has the capability of including Quicktime, AVI, and sound annotations to a
pdf document.
These files exist outside of the thesis however they are downloaded at the same time the pdf
document is viewed.

1. Start Acrobat Exchange.

2. In theAcrobat Exchange window, select the File menu and Open option.
3. In the Open window, move to the folder containing your pdf formatted
thesis/dissertation.
1998 EE 380L Data Mining Unique # 15250
Fall

File transfer

• Always use text mode (as opposed to the default binary mode in ftp) when
transferring .ps files
• In ftp, type 'as' to select ASCII (i.e. text) transfer mode

Creating a .ps file on PC in ENS 507 (LRC)

1. Print your file to the 'ENS 507 Color Queue' printer

2. Check the 'print to file' box
3. When prompted for a location and file name

♦ select *.* in the file type box (instead of *.prn)

♦ select a path
♦ type in your filename, e.g. filename.ps

Some PCs are not properly equipped with the 'ENS 507 Color Queue' printer.
Let the administrator know your frustration via remark@ece.utexas.edu.

Creating a .ps file on PC in ENS 507 (LRC) 13

//IGNORE/Madonna
//IGNORE/ens3**

will NOT work.

Creating a .ps file on any Macintosh

1. Print your presentation in the application that created it

2. Select 'Print to file' in the printer dialog box

♦ Make sure to select 'LaserWriter' as the printer in the chooser

♦ it is ok even if you don't have a LaserWriter connected to your Mac.
3. You will be prompted for a filename, enter 'filename.ps'

Creating a .ps file on other PC

If you are printing from a deparmental printer (which is most likely Postscript based), follow
the same procedures as that of the Mac except,if possible, in the printer properties dialog
under the following tabs:

1. Select '300 dpi' under the 'Graphics' tab

2. Select 'Postscript (optimized for portability - ADSC)' under the 'Postscript' tab

If you are printing at home under Windows9x/NT

1. Install a Color Postscript printer driver(e.g. "HP Color LaserJet PS", if you want to
create color postscript file) in your OS using the setup CD
2. In the printer setup, choose'FILE: (Creates a file on disk)' as the printing PORT
3. Configuer this new printer properties as follows:

♦ Select '300 dpi' under the 'Graphics' tab

♦ Select 'Postscript (optimized for portability - ADSC)' under the 'Postscript' tab
4. After setup you should see a small disk icon on top of the printer icon of your newly
set up Color Postscript printer
5. Print your presentation using this new printer
6. You will be prompted for a filename, the default extension is .prn, but it actually
outputs a postscript file which you may rename to 'filename.ps'
7. Attach this file with you email to kuiyu@pine.ece.utexas.edu

Creating a .ps file on other PC 14

Converting files to PDF format

Overview

Create a document in your word processor. "Print" it out to a Postscript file. Open the .ps file
in Ghostview. "Print" it out to .pdf format.

My pc specs

My OS isWindows NT 4.0, my word processor is MS-word. I use the free software program
Ghostview version 2.7.

Procedure

a. Install a Postscript printer on your PC (doesn't have to actually be attached to a

printer, you just need the drivers) I used HP Color LaserJet PS drivers (why not have
color?)
b. In your word processing program, open the document you want to convert
c. Print the document to a file using the PS printer: File | Print... choose PS printer from
list, check box that says print to file. Save the file as a .ps file not the default .prn
file!
d. Open the .ps file using Ghostview
e. Convert PostScript to PDF: File | Print, select pdfwrite, 300dpi, Print to File. (With
Ghostscript 5.50, fonts with non-standard encodings will be included as bitmaps. If
you choose 72dpi, fonts will look rough.)

You can then check it with Ghostview or Adobe Reader to be sure it converted properly.

Misc.

Other things you can do with Ghostview:

Converting files to PDF format 15

 1. Convert PDF to PostScript: File | Print, select pswrite, 300dpi, Print to File.
2. Convert Level 2 PostScript to Level 1 PostScript. File | Print, select psmono, 300dpi,
Print to File. Instead of 300dpi, you should use the resolution of your printer.
3. Convert to a bitmap. File | Print, select bmp16m, 72dpi, Print to File.
4. Convert to an editable vector format (pstoedit). Edit | Convert to vector format OR
convert to PDF using the method above.
5. Extract text (pstotext). Edit | Text Extract

Ghostview available at:http://www.cs.wisc.edu/~ghost/

Misc. 16