How to get bookmarked PDF from Word document

-: CEULearning
Course: How to get a bookmarked PDF from MS Word document
Book (Text): How to get bookmarked PDF from Word document
Printed by: Guest user
Date: Friday, 9 December 2022, 10:26 AM


1. Summary

Only bookmarked PDF files are accepted for submission on the ETD ( site. 

Bookmarks are used for navigation within the PDF file. 
Similarly to the Table of Contents (TOC) they are based on the chapter titles and subtitles of your document but they are displayed on a static side panel or top menu (depending on your PDF viewer) providing one-click navigation instead of scrolling.  

To generate bookmarks the titles, subtitles should be properly formatted (with Heading styles) within the Word document.  

Generating bookmarks is something you have to set up manually when you are converting the Word file into PDF. Alternate, more complicate option with functional disadvantages is to add the bookmarks to the PDF itself. 

Without bookmarks uploading the PDF to the CEU ETD database is not possible!

The proper process is:

  1. Use Heading styles in the Word document to format chapter titles and subtitles.
  2. Specify PDF conversion settings regarding bookmarks.
  3. Convert the file into a bookmarked PDF.

2. Format titles with Heading styles - The Basic Concept

In Word styles are the one-click solution to apply coherent formatting to selected parts of the text. Each Style is a pre-set combination of font type, size, color, line spacing, etc. There are some default styles offered in Word but you can create your own ones too.
Certain styles also include additional functions.  Heading styles are one of these: applying them to section titles and subtitles will allow you to generate a functional, linked Table of Contents in the Word document, and they allow you to generate bookmarks when converting to PDF. 

Note, proper approach to apply Heading styles is this:
1. Chapter titles > apply Heading 1 style
1.1. Subtitles apply Heading 2 style
1.1.1. Sub-subtitles apply Heading 3 style; etc.

Default styles (of recent MS Word versions) do not fit the CEU thesis writing standards, so you need to modify the settings for each used Heading style or create new styles. (If you are just starting your document consider modifying further styles as well: Normal, Footnote Text, Footnote Reference, Quote, etc.).

1.) Styles you find on the Home tab
2. a.) Style Gallery is directly accessible, offers a quick-view of a customizable selection of styles. 
2. b.) Style Pane - with more options and styles - can be accessed by clicking the right-bottom corner of the Style Gallery
3.) It could be important in the beginning that you select All styles to see, under the Options at the bottom of the Style pane.

2.1. Apply and modify default styles to fit your needs

If the default style settings do not fit you - they definitely do not fit the CEU thesis formatting requirements - you can modify them. 
Modifying styles the proper way is important as it saves time by automating the process: with one single modification, all instances formatted with the same style could be updated automatically.

This method is recommended if: 

    • your document has no formatted titles yet, or 
    • if you want to modify the current formatting while applying Heading styles.  
This method is NOT recommended if: 

Steps to modify styles

  1. Navigate to Home tab.
    You find the Styles gallery - a quick-view of customizable selection of styles - displayed on the ribbon's Home tab (1.). As default it does not show all styles you will be using while formatting your thesis. In the beginning it will be more convenient to use the Style pane.  
  2. Open Style pane
    Click the little arrow at bottom-right corner of the Styles gallery to open full Style pane. (2.)
  3. Click Options to access Style Pane settings
  4. Set to see all available styles 
    Set 'Select styles to show' drop-down list to ''All styles', click OK. This way you will have all available and newly created styles available in the Style pane.
  5. Select the title you want to format and apply the default heading style. Do not click away after, keep the flashing cursor within the title.
  6. Right-click the applied style in the style list or click the little arrow beside the style name (6.A.) and select Modify (6.B.).
  7. Adjust the settings - font type, size, color, alignment, line spacing, indentation - under Formatting (7.A.). Further settings can be found at the bottom of the pane by clicking the Format button (7.B.). For example special indentation options Would be found under Format > Paragraph.  
  8. Click OK to save the settings.
    You should see that the selected text changes appearance. 
  9. Apply the modified style to all other necessary parts
    For all further parts of the text that should look/function the same way it is now enough to apply the modified style. It will automatically apply the new settings. 
  10. Modify all other necessary styles

It could be useful to adjust some other styles to your needs as well: Normal style (the default basic style of each new document), Footnote Text style, Footnote Reference style, Quote style, etc.
Note 1.: Modifying the Normal style is recommended rather at the beginning of writing a new document. Modifying it on the go might cause some hassle.
Note 2.: Modifying the Normal style will automatically adjust Footnote Text and Footnote Reference styles to the same font type which is a convenient feature.

2.2. Adjust styles to your current formatting

You may already have some formatting - e.g. bold, bigger font size, underline, etc. - applied manually to your titles. There is this convenient way to keep the appearance but still have the required Heading styles applied. 

  1. a.) Select the title you want to format 
    b.) Note that the currently used style is highlighted on the Style Gallery / Style pane. 
  2. Right-click on the Heading style you want to apply for that title. 
  3. Select Update Heading ... to match selection - this will apply & adjust the Heading style at the same time.
    You should see in result that the title did not change appearance, but now the selected Heading style is highlighted in the style list as the style being used for that part of the text. Note, if your titles were numbered, applying a style will remove the numbers. You can fix it by applying a Multilevel List > Numbered Headings formatting to the title. 
  4. All further titles of the same level now can be set to the modified style. Select the titles one by one and then simply click on the Heading style. Automatically the new appearance will be applied, no further updating is required.
  5. For remaining titles of other levels the same process of adjusting and applying Heading styles should be repeated.

3. Convert to a Bookmarked PDF

The background

Only after the titles in your Word document are properly formatted with Heading styles it's just a few clicks to get a bookmarked PDF. 
If you have not formatted titles using the Heading styles you need to do that first. Navigate back to Section 2 for instructions on applying Heading styles. 

MS Word versions for Windows starting from 2007 have a built-in function to generate a bookmarked PDF. Although Word for MAC has the PDF conversion possibility, only the most recent versions have the bookmarking feature. Best practice for MAC users having no bookmarking feature is to get the document converted on a Windows PC. 

There is a possibility to add bookmarks to a ready PDF but it has considerable functional disadvantages. Such editing of PDF documents could be made for example with Adobe Pro (Adobe Acrobat 9) or by using online solutions. Because of the functional disadvantages, we do not recommend these solutions. 

What to do

  1. Open your Word document
  2. Navigate to the File tab, select Save As (select save location)
  3. Select Save as type: PDF
    The default save option is probably Word Document (.docx) format. Select instead PDF from the drop-down menu. Do not save yet.

  4. Set up the bookmarking option
    A.) In Word for PC:
    As soon as you select PDF a new Options button appears. Click it.
    In some versions of Word instead of the Options button, you will find a More options link. Click it.

    B.) MAC users who have a bookmarking feature should find and select Best for electronic distribution and accessibility. Notice, it uses online services! If done skip to point 8
    and open the PDF file.
    If you do not see the above-mentioned option your Word version does not have the bookmarking feature. Please convert your document on a PC (e.g. CEU computer).

  5. Add bookmarking settings
    Select these options: Create bookmarks using: Headings. Click OK.

  6. To open the converted PDF automatically have the Open file after publishing option checked (below the Options button).

  7. Save the file
    It will take a few seconds till the PDF file is generated and opened.

  8. Check the bookmarks in the new PDF file.
    Click the bookmarks icon to open the side panel.

    Click each bookmark (1.) to check if it navigates you to the right place. Note the foldable structure (2.) of titles.
    Note, documents written on MAC might have bookmarking errors (linking to the wrong place, etc.). If this happens, turn to Computer and Statistics Center's Coordinator or Course Instructor for assistance.