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DissOnline:
How to generate PDF/A files

Table of contents:

LinkWhat is PDF/A?

LinkGenerating PDF/A files with Microsoft Word 2010

LinkGenerating PDF/A files with LibreOffice 3.4

LinkGenerating PDF/A files with LaTEX


What is PDF/A?

PDF/A is an ISO-standardized version of the Portable Document Format (PDF) and used for long-term preserveration of electronic documents.

You may find additional information about PDF/A on the web site: www.pdfa.org.

Generating PDF/A files with Microsoft Word 2010

Using MS Word 2010 you can create PDF/A files without additional programs. You can use the program on the terminal server of the ITMZ Rostock.

Information about how to use the terminal server can be found on the ITMZ home page: http://www.itmz.uni-rostock.de/arbeitsplaetze/anwendungsserver/

1) Open your file in MS Word

If you have created your dissertation/thesis with an older version of Microsoft Word, we recommend that you check all page breaks and formatting. There may be differences to the original file, which should be corrected. If you make any changes, do not forget to refresh the table of contents.

2) Check the document properties

When MS Word exports you file to PDF/A it will also export the document properties. Please control them now and correct or complete them if necessary.

  • Open the document properties from the menu "File".
  • Afterwards select "Information" on the left side.
    You will find the document properties on the right side.
  • Select "Properties" from there.
  • Now choose "Extended properties".

MS Word 2010 Dokumentinformationen

The "Properties" dialog will appear.

  • Open the tab "Summary".
  • Complete the fields "Title", "Author", "Company" and "Keywords".
  • Select "OK" to quit the dialog and save the data.

MS Word 2010 Dokumentinformationen Dialog

3) Save your document in PDF/A format

  • Open the "Save as..." dialog from the menu "File" / "Save as...".

MS Word 2010 Speichern unter

  • Select the type "PDF".
  • Enter a name after the following scheme: Dissertation_Mustermann_2011.
  • Open the "Options" dialog.

MS Word 2010 PDF Optionen

  • Set the format "ISO 19005-1-compatible (PDF/A)".
  • Select the option "Create bookmarks" to generate a navigation structure in your PDF/A file.
  • With the option "Document structure tags" you may improve the usability of your document for technical aids (like screen readers).
  • Select "OK" to close the dialog.
  • Close the "Save as" dialog with "Save". Afterwards your PDF/A file will be generated.

Generating PDF/A files with LibreOffice 3.4

The following instructions can also be used with Open Office 3.3.

1) Open your document

If you have created your document on a different PC or with another version of the program, please check all page breaks and the formatting. There may be differences to the original file, which should be corrected. If you make any changes, do not forget to refresh the table of contents.

2) Check the document properties

Please check document properties like author and title, because they will be integrated into the PDF/A file.

  • Open the "Options" dialog from the menu "Extras" / "Options".
  • Select the tab "User data" and complete at least the author data fields.
  • Close the dialog with "OK".

Libre Office Optionen Dialog

  • Afterwards open the dialog "Properties" from the menu "File" / "Properties".
  • Open the tab "General" and select the field "Use user data"
  • Complete in the tab "Description" the fields "Title" and "Keywords".
  • Close this dialog with "OK".

Libre Office Eigenschaften Dialog (Tab: Allgemein)   Libre Office Eigenschaften Dialog (Tab: Beschreibung)

3) PDF/A export

  • Open the "Export" dialog from the menu "File" / "Export as PDF".
  • Please make the following settings in the tab "General":
    • Choose the option "PDF/A-1a".
    • Choose the option "Export book marks". This option generates a navigation structure from chapter headings.
    • By choosing the options "Optimized for JPEG compression" and "Reduce graphic resolution" you can reduce the size of the created PDF file, which makes it easier to open on the web.
  • In the tab "Startup presentation" select the option "Bookmark window and page". This option will display the generated book marks next to the page, when the PDF file will be opened.
  • Now you can close the "Options" dialog by selecting "Export".

Libre Office PDF-Optionen (Tab: Allgemein)   Libre Office PDf-Optionen (Tab: Anfangsdarstellung)

  • The "Export" dialog will appear.
    Please choose a file name after the scheme: Dissertation_Mustermann_2011 and save your PDF/A file.

Libre Office Exportieren Dialog

Generating of PDF/A files with LaTEX

For generating PDF/A files with LaTEX you may look at the following web sites:

Kontakt

Universitätsbibliothek Rostock
Digitale Bibliothek
18051 Rostock

digibib.ub(at)uni-rostock.de