Documentation

Web PDF

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

References/Prerequisites

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. If an ScML-compliant InDesign file is available, this should be done in InDesign. This is the recommended method. If the source file is only a PDF, then a web PDF can be created using 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.

Add Cover Page

  • In Scribe Tools, go to Web PDF > Add Cover Page >.
  • Load cover image. If a cover is not available, click Cancel to insert a blank page “Cov-1.”
  • Add alt text (short description) to the cover image. Right click on the image frame and select Object Export Options. For Alt Text Source, select custom and add “Cover Page for [Book Title]” as the alt text.

Add Bookmarks in InDesign

  • Go to Web PDF > Add Bookmarks >.
  • Answer the prompt about whether to insert words like “Chapter” and “Part” in the bookmark name.
  • Answer prompt about whether to include ah/ahaft as bookmarks.
  • Review Bookmarks list. Modify bookmark names and page numbers as appropriate. Run GREP replacements on bookmark names if the project has custom requirements. Click OK when finished.

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.
  • Use the Bookmarks panel to nest bookmark entries if required.

If required, add URL links.

  • 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.

Add links between endnote numbers and endnote references.

  • Go to Scribe Tools > Endnotes > Link Endnotes for PDF.
  • In the hyperlink menu, review the list of generated hyperlinks.
  • Go to Web PDF > Add TOC Links.
  • Confirm all links resolve to a real page in the Hyperlink menu.

Add Metadata

  • Go to Web PDF > Set Metadata.
  • Type the Title and Authors or use the Pull From Book Text button to load the fields with the text from the bk, bk1, and bkau paragraph styles.

Remove Alt Text from Decorative Images

  • Go to Web PDF > Remove Presentation Alt Text.
  • This will delete the word “PRESENTATION” from any decorative image that does not require a short description. In these instances, the alt text field should be blank.

Output the PDF

  • Install the Adobe PDF Preset web-pdf-output-v1 (included in the Scribe Tools for InDesign download). Go to File > Adobe PDF Presets > Define > Load.
  • To export the PDF, go to File > Adobe PDF Presets > web-pdf-output-v1.
  • Review the PDF using the Web PDF QC Checklist. Note: All links and bookmarks will have a zoom setting of “Zoom to Page Level” in Acrobat.

Remove Blanks from End

If the PDF has blank pages at the end, delete them.

Creating a Web PDF in Acrobat

Getting Started

If InDesign files are not available 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.

Add Bookmarks in the PDF

Set the PDF to “Zoom to Page Level” in single page view (not scrolling).

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.
  • Check any bookmarks that contain hyphens, en dashes, or em dashes. There may be nonbreaking characters following them that will appear as double dashes when viewed on a PC. Replace by backspacing from the word that follows it or retyping the hyphen, en dash, or em dash.

Set the PDF to “Zoom to Page Level” in single page view (not scrolling).

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, including the page number, 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

Add 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 drop-down 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, add “Cov-” as the Prefix and click OK. Set the cover page to be “Cov-1”.
  • If there are any other pages before the roman numeral front matter pages, right click on the first page after the cover in your Page Thumbnails menu and select Page Labels.
  • Under Begin new section, add “A, B, C, …” and click OK.
  • Add alt text (short description) to the cover image. Go to Accessibility > Set Alternate Text and add “Cover Page for [Book Title]” as the alt text.

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 the steps for adding the cover page.

Adjust the PDF

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

  • 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.

Remove Blanks from End

If the PDF has blank pages at the end, delete them.

Add 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.