Overview of PDF file requirements
Please note the following instructions regarding your PDF file:
- The text-based content must be copyable and searchable and thus markable and selectable. The content must not be embedded as an image, but must be machine-readable and barrier-free.
- The file must not be password protected.
- The fonts used in the file must be embedded. The decisive factor for this is the display of the fonts in Adobe Acrobat Pro.
- PDF settings: In the document properties, at least information on the title and the author is required. Further details such as keywords, language and licence information are desirable. The bookmark bar is displayed. The page layout is set as single-sided and continuous.
- PDF bookmarks: At least the first level headings must be bookmarked to allow readers to easily navigate the file.
Questions and answers about PDF files
What general requirements must be fulfilled in the PDF?
Text-based content must be searchable and copyable. Content must not be embedded as an image, but must be machine-readable and accessible. The file must not be password protected and all fonts must be embedded. Another requirement is a navigable table of contents in the form of bookmarks.
What properties should the document have?
The document properties should contain information on the title and the author. Additional information such as keywords, language and licence information is welcome. The bookmark bar is displayed. The page layout is set as single-sided and continuous.
How do I create a PDF with MS Word?
MS Word offers various options for creating PDFs. You will find instructions on the following website Creating PDFs with Word.
How do I create a PDF with LaTeX?
There are various packages that can be used to create a PDF. You can find instructions on the following webpage Creating PDFs with LaTeX.
How many levels must the bookmarks have?
At least the headings of the first level (preferably up to the third or fourth level) must be bookmarked to enable readers to easily navigate through the file.
How do I create a table of contents in MS Word that can be navigated via bookmarks?
In MS Word, tables of contents can be created automatically and generated via bookmarks using headings when creating a PDF format. You can find out more about this on the following webpage Creating PDFs with Word.
Is it possible to create bookmarks afterwards?
We recommend that you always create bookmarks automatically. If this is not possible, bookmarks can be set manually using Adobe Acrobat Pro. To do this, open the bookmark tab on the left-hand side, scroll to the relevant page where the bookmark is to be set, select the heading and click on Add bookmark. The bookmarks are then placed in the corresponding level.
How do I embed fonts with MS Word?
Fonts can be embedded in MS Word in various ways. You will find instructions on the following webpage Creating PDFs with Word
How do I check if all fonts are embedded?
To check whether all fonts are embedded, it is best to use Adobe Acrobat or Adobe Reader. Click on "Properties" and select the tab "Fonts". This lists whether the fonts are embedded. Either "(embedded subgroup)" or "(embedded)" must appear behind each font.
As part of the publishing process of the PDF file, the UB checks whether all fonts are embedded. The decisive factor for this is the display of the fonts in Adobe Acrobat Pro.
Why is the embedding of fonts important?
If fonts are not embedded, there may be display problems when viewed on end devices and when printed. Fonts are not displayed correctly or, in the worst case, unreadable.
Images in my PDF have a black background. What can I do?
Transparent images are given a black background when converted from MS Word to the ISO-standardised PDF/A-1 format. One solution to the problem can be to create the PDF via the Adobe plug-in "Save as Adobe PDF". Alternatively, the free PDFCreator from pdfforge can be used. Choosing a different PDF/A format - e.g. PDF/A-2b - can also solve the problem.
How can the quality be improved for images that are unclear or distorted after transformation from a Word to a PDF file?
Use high-resolution images if possible to reduce quality loss. If you use Adobe Acrobat Pro, save with the function "Save as Adobe PDF" or create the PDF via the ACROBAT tab in the Word file. This can also reduce the loss of quality. Alternative products such as the free PDF Creator from pdfforge can also provide a solution.