Ingeniux CMS Tips: Creating and Linking PDF Files

MS Word:

• Open your previously saved Word document, all formatted and ready to become a pdf
• Under File, Print, check in the list of printer to see if the last one listed is PDF Creator (If this is not part of your current applications, contact Help Desk Services (x8222) if you need assistance in installing and/or creating pdf's)
• This sends the file to the virtual printer and will bring up a box to begin that process
• Rename the pdf if necessary to reflect dept./purpose with a short filename without spaces and save to an easily found location (desktop)
• Double click on the new pdf file to be sure that Acrobat reader opens and displays the entire document as desired.

After saving the file, a series of windows automatically pop up saying printing page(s). This is not actually printing to a printer, but rather a virtual process. A bar indicates the conversion progress; followed by similar windows for distilling the document (another part of the pdf creation) this may take a few minutes depending on the size of the document, graphics contents, etc.

NOTE: If you do not see any of the printing/distilling windows, or progression of the pdf transformation, it may not have been successfully created. If you want table of content links or other links within the pdf file, follow the steps in the Acrobat online help for Creating Bookmarks.

• After checking that the file opens, Open ICMS and under File, select Upload
• Navigate to look on the Desktop (or where you saved the pdf on your local machine),
• Change to File type = all files,
• Select Directory = Prebuilt (or the appropriate subfolder of Prebuilt)
• Click ok, and a window flashes that one file has been uploaded successfully.
• This file is now ready to be linked into an ICMS page.

Additional Files that can be uploaded to the Prebuilt directory:

Meeting Maker:
To publish calendar selections:

• Under File, select publish as web page,
• Top pull down = manual only,
• Enter the desired range of dates/months from the selected calendar,
• Choose browse to desktop (or where you want to save and find the files easily) and fill in folder name (including the .html),
• Click publish, then click ok.
• A .mmd folder will be created with many htm files representing individual events, single days, and whole month displays.
• Be sure to view which specific calendar htm files you wish to select and upload to ICMS, please do not upload the entire folder Meeting Maker creates.

• right click on the file, choose rename,
• Name the file appropriate to dept. and purpose, ex. renee902.htm
• Be sure to check that all links have the page they are calling working.
• Open ICMS and follow directions under 3 above.

Excel documents (data, spreadsheets, and graphs) can be saved as either pdf’s (follow steps 1-2 above) or in web (.htm) format – both file types can be uploaded into ICMS as directed in 3 above. Some graphs with very small labels or intricate overlays may not be viewed as clearly as they are in Excel (.xsl files). Scanning a printed version of these from Excel to Adobe Photoshop to be saved as jpegs or gifs files, and then imported to ICMS image directory may be more effective for involved graphs or charts.

Power Point presentations (except slide shows) can also be converted to pdf’s.

• Click on print to pdfCreator as in directions above and import the file.
• Link the presentation using a meta-refresh page or a hyperlink within the body copy that targets a “blank” webpage.

Please view files before uploading to ICMS. Also remember when importing, please do not overwrite an existing file, cancel the import and rename your file first.

Linking Prebuilt Files into ICMS pages:

• Highlight the text in the Body Copy or Body Copy Supplement that you wish the link to refer.
• Under Insert, Hyperlink, and type = other,
• 2nd line type in: Prebuilt\filename.pdf [entire file name exactly as imported needs to be typed in here].
• Target can be set to none (default) or _blank (so that a new browser window opens for the pdf file).