Adding PDFs and Other Files

Before Uploading Your PDF

• As a general practice, content should only be uploaded as a PDF if absolutely necessary. PDFs often present issues for readers using screenreaders or other accessibility technology. They can also create version control issues and bloat when they are updated without deleting old versions.
• Before uploading a new PDF, consider if that content could instead be created in the form of a new webpage. The Campus Services and Resources pages are a good home for the type of informational content PDFs often contain.
• Also consider the file size of your PDF. For large files, consider running the file through an optimizer. Adobe Acrobat (included in the Adobe Creative Cloud) offers optimization tools, and in-broswer tools can be found online, such as at SmallPDF.

Uploading a New File

1. Access the Media overview page by clicking "Shortcuts" in your Drupal toolbar, then "Media" in the secondary toolbar. You may wish to right click "Media" and open the page in a new tab so that you do not lose your progress editing your page.
2. Click the blue "Add Media" button.
3. Select "File".
4. Enter an easily searchable file name in the "Name" field. The name can include spaces, and should describe the content or name of the file being uploaded. Include the date of upload at the end of the file name, in the format MMDDYY
5. Click "Browse" and in the pop-up window select the file you're uploading from your computer.
6. Click "Save".
7. Your next step is to return to your page, and link to the file you just uploaded. See "Linking to Your File" below.

Replacing an Existing File

Whenever uploading a new version of an existing document, the existing document should be replaced rather than uploading a new document. Replacing an existing file ensures that all existing links to this file continue to work. To replace an existing file:

1. Access the Media overview page by clicking "Shortcuts" in your Drupal toolbar, then "Media" in the secondary toolbar.
2. Search for the file you're looking for using the search filters.
3. Click the title of the file you're replacing to browse to the file screen.
4. Click the gray "Edit" button.
5. Click the "Remove" button.
6. Click "Browse" and select the new version of your file from your computer.
7. Click "Save".

Linking to Your File

After uploading a file using the instructions above, you may link to your file on any piece of content.

• In the content you're linking from, highlight the link text and click the Link button.
• Begin typing the Name of your file in the "URL" field and select your file from the drop-down that appears. Your file will appear under the heading "Media - File".
• Click the "Advanced" tab and click the "Open In New Window" checkbox.
• Click "Save".