Documentation

Web PDF

Use the following procedure to produce a Web PDF from an InDesign or PDF source.

References/Prerequisites

  • Adobe InDesign
  • Adobe Acrobat

Overview

Scribe's standard Web PDF is the print PDF with bookmarks added for each entry in the table of contents and all major sections, a linked table of contents, and output without crop marks and images saved down to 150 dpi. Depending on the source files, this should be done in either InDesign or Acrobat (Creative Cloud versions).

Creating a Web PDF in InDesign

Getting Started

If the InDesign files are available for a project, the bookmarks and hyperlinks should be added in a duplicate InDesign file. Make a copy of the final print file saved as the project name with “-web” appended to the end. Before starting, check that all images and fonts are present and spot check the InDesign file against the final print PDF to confirm there is no reflow.

Adding Bookmarks in InDesign

Automate Adding Bookmarks in InDesign

If a project has been typeset in InDesign using consistent styles, use the table of contents function to automate the bookmarking.

  • Click on the Layout drop down menu of your toolbar and select Table of Contents. If the full menu does not open, click on More Options in the top right of the box.
  • Select the following: Add PDF Bookmarks and Include Book Documents (if there are multiple files).
  • In the Other Styles window on the right, click on the first style for which you need a bookmark and click “add.”
  • Adjust the level you are making each style to ensure proper nesting with “1” being the top level.
  • Repeat this step for all of the styles in your table of contents, the title page, the copyright page, the book’s table of contents, and any backmatter not included in the TOC (e.g., author bio).
  • Once all of the styles have been set up, click OK to generate the table of contents.
  • Place the new TOC in its own box (simply click outside of the margins to do this), shrink the box so that none of the text is visible, and lock the text box (either command+l or going to Object > Lock).

Manually Adding Bookmarks in InDesign

If you have InDesign files that do not use styles consistently, add the bookmarks manually.

  • Open the Bookmarks panel (Window > Interactive > Bookmarks).
  • Go to the location of the first entry for which you need to add a bookmark and highlight the text (this will become its name).
  • Click the Create New Bookmark icon at the bottom of the panel.
  • Repeat this for every bookmark needed. InDesign will nest any new bookmarks within the entry highlighted in the panel.

Reviewing Bookmarks in InDesign

To view your bookmarks, go to Window > Interactive > Bookmarks.

  • Check that bookmarks are all present and named correctly.
  • All entries should match the table of contents (add a period after the chapter number if there is no punctuation between cn/ct).
  • The title page should be named “Title Page” and copyright page “Copyright Page.”
  • Any other chapters not included in the table of contents should have their names match their chapter titles.
  • Follow the steps under Creating a Web PDF in Acrobat to add bookmarks for sections not present in the InDesign file (e.g., the Cover Page).

URLs that had breaking characters inserted in InDesign may result in Acrobat linking to URL fragments. To prevent this, use Scribe Tools for InDesign to generate hyperlinks.

  • Go to Scribe Tools > URLs and Linking > Generate Hyperlinks.
  • In the hyperlink menu, review the list of generated hyperlinks. If any should be removed, delete them.

To link your table of contents, add hyperlinks to each entry.

(Note: If you are working with more than one file, all of the documents need to be open to create links.)

  • Go to Window > Interactive > Hyperlinks.
  • Highlight the text of the first entry in your table of contents and click on the Create New Hyperlink icon at the bottom of the panel.
  • In the hyperlink menu, change the Link to: setting from URL to Page and select the correct page number. If your book is more than one file, select the correct file name in the Document menu.
  • In the PDF Appearance menu, select Invisible as the Type and select OK.
  • Repeat for all entries in the TOC.

Outputting the PDF

Outputting a Web PDF is the same as outputting a print PDF but with different settings. To output from a single file, click File > Export (or command+e). To output from a book, click on the drop down menu of your book’s panel and select Export Book to PDF.

  • Choose your export location and select Adobe PDF (Print) in the format menu at the bottom of the print window.
  • Select High Quality Print as your Adobe PDF Preset option.
  • In the General menu, select (check) Bookmarks and Hyperlinks options at the bottom of the box.
  • In the Compression menu, change all values to 150.
  • Click Export.

Creating a Web PDF in Acrobat

Getting Started

If you do not have the InDesign files for a project, the bookmarks and hyperlinks must be added to the PDF using Acrobat Pro. Make a copy of the final print pdf, saved as the project name with “-web” appended to the end.

Adding Bookmarks in a PDF

Add each bookmark manually to the PDF. In addition to chapter titles, bookmark major sections (minimally: Cover Page, Title Page, and Copyright Page).

  • Open up the Bookmarks menu in the panel on the far left of your PDF. (If you do not see the menu, click on the gray bar with a right pointing arrow. If the Bookmarks menu is not in this panel, right click and choose Bookmarks.)
  • Navigate to the first page for which you need to add a bookmark (this should be the cover page).
  • If your bookmark name should match something on the page (e.g.,the chapter title), highlight that text.
  • Click on the New bookmark button and adjust the name if necessary.
  • Repeat this for every bookmark needed.
  • Rearrange the bookmarks so that entries are properly nested, as needed. Drag each bookmark and drop it on the entry that it should be nested within.

To link your table of contents, add hyperlinks to each entry:

  • Open up the Edit PDF menu in the panel on the far right of your PDF. (If you do not see the menu, click on the gray bar with a right pointing arrow. If the Edit PDF menu is not in your right panel, click on Edit > Manage Tools and click Add on Edit PDF.)
  • At the top of your screen, click on the Link button and choose Add/Edit Web or Document Link.
  • Click on the PDF near the entry to be linked and drag the cursor so that the entire paragraph is within the box.
  • In the Create Link menu, change the Link Type to Invisible Rectangle.
  • Select Go to a page view and click Next.
  • Navigate to the page to which you want your link to point and click Select Link. (Note: View in single page mode.)
  • Repeat for all entries in the TOC.

Adding the Cover and Adjusting the PDF

Adding the Cover

If the front cover is cropped to the book’s trim size, add the file to your PDF.

  • Click on the Page Thumbnails menu in the panel on the far left of your PDF. (If you do not see the menu, click on the gray bar with a right pointing arrow. If the menu is not in this panel, right click and choose Page Thumbnails.)
  • Right click on the first page in your book and select Insert Pages > From File.
  • Navigate to your cover’s location and select OK.
  • Choose Before in the dropdown menu and First under Page and click OK.
  • Right click on the cover page in your Page Thumbnails menu and select Page Labels.
  • Under Begin new section, choose “A, B, C, …” and click OK.

To crop out a front cover from a full jacket file:

  • Click on the Page Thumbnails menu in the panel on the far left of your PDF. (If you do not see the menu, click on the gray bar with a right pointing arrow. If the menu is not in this panel, right click and choose Page Thumbnails.)
  • Right click on any page and select Crop Pages.
  • Adjust the Top/Bottom/Left/Right values so that only the front cover is within the crop box (the Cropped page size underneath the image on the right must match the trim size).
  • Click OK and save your file.
  • Follow steps above for adding the cover page.

Adjusting the PDF

Crop the pages to the correct trim size (if necessary) and reduce the size of your PDF so that it can be quickly navigated.

  • Click on the Page Thumbnails menu in the panel on the far left of your PDF. (If you do not see the menu, click on the gray bar with a right pointing arrow. If the menu is not in this panel, right click and choose Page Thumbnails.)
  • Right click on any page and select Crop Pages.
  • Adjust the Top/Bottom/Left/Right values so that the Cropped page size underneath the image on the right matches the trim size.
  • Select All in the Page Range box on the bottom right and click OK.
  • Go to File > Save as Other and select Optimized PDF.
  • In the Images section, change the ppi to 150 for all image types.
  • Click OK and choose to overwrite your Web PDF.

Adding Metadata to the PDF

Add metadata to the PDF through the properties window.

  • Go to File > properties.
  • In the Description window, add the book’s full title and author information.
  • If required, further information can be entered at this time (e.g., subject, keywords). Click Additional Metadata for more fields.