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Michael Schwartz Library

Converting Theses & Dissertations from MS Word to PDF

The Michael Schwartz Library at Cleveland State University recommends using Microsoft Word 2007 with the "Save as PDF add-in" to convert documents in either Word 97-2003 format or Word 2007 format to PDF format. Microsoft Word 2007 with the "Save as PDF add-in" is available for patron use in the Michael Schwartz Library's 1st Floor Learning Commons and 3rd floor Multimedia Services areas.

Converting a Word Document to PDF in Word 2007

  1. If you are working at a non-Library computer, download and install the Microsoft Office 2007 "Save As PDF or XPS Add-in" (note that this is only available for Microsoft Office 2007) from the 2007 Microsoft Office Add-in page.
    Note: This Add-in is already installed on the Library's workstations that have Office 2007.

  2. Open your Word Document, click the MS Office Button in the upper left corner, and click the "Save As" button.

  3. Next to "Save as type:", select "PDF (*.pdf)". Then name your file and click "Save". You can check whether or not the file converted correctly by opening the PDF file with Adobe Reader.

 

Combining Multiple Word Documents in Word 2007 and Adjusting Page Numbering

If you have multiple Word documents that need to be combined or have their page numbering adjusted before converting to PDF format, do the following:

  1. Open the Word document that will be placed first in sequential order (usually the one containing the Title Page), and page down to the very bottom of the document so that your cursor is at the end of all text.

  2. If the document you wish to add will have a different style or format of page numbering (for example, going from "i, ii, iii" to "1, 2, 3", or from no page numbering to page numbering), go to "Page Layout > Breaks > Section Breaks - Next Page" to add a section break. You will also need to add Section Breaks at the end of any pages within the current document where the page numbering scheme will change.

  3. Click "Insert" on the main menu, and in the "Text" block of the tool ribbon, click the drop-down arrow next to "Object", select "Text From File", then select the next document to add.

  4. If you need to adjust the page numbering in the new section, double-click one of the page numbers in the new section so that the "Header & Footer Tools: Design" menu appears in the menu ribbon. In the "Navigation" menu box, deselect the "Link to Previous" button to prevent the current section from affecting the page numbering in the sections before it.  Next, in the "Header & Footer" menu box, click "Page Number > Format Page Numbers". In the Page Number Format box, you can specify the type of page numbering for the selected section, the page number which will start the section, and whether or not the numbering should be different from the previous section.

    You may also have to go back to the previous section and reformat its page numbers if they were changed by the addition of the new section.
  5. Repeat steps 2-4 to add additional documents.

For Additional Assistance

If you need additional assistance, please contact Jeff Beuck, Library Systems and Data Specialist, at 216-523-7486 or j.beuck@csuohio.edu to schedule an appointment.