Big Idea Lab

Preparing Your Handouts

Thank you for joining us in our efforts to create and provide accessible content. Below are some tips to help ensure your session handouts are in an appropriate format. Your final handout must be a single PDF file less than 25 MB in size. We recommend you create your handout as one file. Once you have your session materials ready, the next step is to convert to PDF. The document can then be checked for tags and further adjusted, if needed. 

How to Convert to PDF

If you are converting to PDF from an application such as Microsoft Word or PowerPoint, it is best to use the built-in Acrobat tool, Create PDF, if you have Adobe Acrobat Pro.

If you have Adobe Acrobat Pro, then follow the steps below within PowerPoint or Word:

1. Select Acrobat from the ribbon tool bar
2. Select Create PDF
3. Select Yes
4. Save your PDF

If you DO NOT have Adobe Acrobat Pro, then follow the steps below within PowerPoint or Word:

1. Select the File drop-down menu
2. Select Save As
3. In the File Format drop-down menu, select PDF
4. Select Export

*Please note: Exporting to PDF through the print menu within an application is generally discouraged.

How to Combine Files Into One Single Handout Using Adobe Acrobat

Presenters are required to upload one single handout. If you would like to combine content from different files or documents, you can do so within the source application (such as Microsoft Word or PowerPoint, for example) OR you can combine the files once you convert to PDF. If you want to combine files once they are converted to PDF, follow the steps below:

1. Save all of your files that you want to combine as separate PDFs
2. Open the main file in Adobe Acrobat
3. Select the Tools tab within Adobe Acrobat
4. Find the Organize Pages tool under Create and Edit
5. Select Add
6. Return to the PDF file
7. Open the Organize Pages tool from the right hand tool bar
8. Select Insert From File from the top
9. Select the files you want to combine (you can insert multiple files at a time)
10. Follow the options for Insert Pages
11.  Select OK
12. Repeat the process as needed, or move the pages around within the file as needed
13. Close the Organize Pages tool and Save the document

How to Resize Your PDF

The file size limit is 25MB. You can check the size of your PDF file by selecting Properties under the File drop down menu.

If your PDF exceeds the allotted file size, you should first try to use the Reduced Size PDF option within Adobe Acrobat. In order to use this feature, follow the steps below:

1. Select the File drop down menu
2. Select Save as Other
3. Select Reduced Size PDF
4. Select Retain Existing in the drop-down menu
5. Select OK
6. Enter the File Name in the Save As text field
7. Select Save

If you are not able to use Adobe Acrobat to complete these steps, please email your materials to Jill Hudson.