Getting documents ready for the web

It's important to plan before uploading a new document to our site. Our search only looks at the first 5 mb of the document, so important information is better served on an already existing or a new web page. These processes will not make your document ADA compliant (contact Web Help for more information on that process.)

Getting Word documents ready

  1. Open the document in Word.
  2. Save it using the Web file naming conventions in this guide.
  3. Click File on the top menu
  4. Click on Properties, and then click Advanced.
  5. A new box will open up.
  6. First enter the title of the document, make sure it matches the actual name presented on the file when it is opened. The title is most important. Make sure you use a descriptive title containing keywords that may be part of a user's search.
  7. Then type in the author or office who put the document together and owns the content.

Getting PDFs ready

New documents must include keywords consistently in the content, document title, and file name helps our users find what they are searching for. This does not

  1. Open the PDF in Adobe Acrobat DC.
  2. Go to Document Properties under File - Document Properties.
  3. There are three textboxes to fill in:
    1. First enter the title of the document, make sure it matches the actual name presented on the file when it is opened. The title is most important. Make sure you use a descriptive title containing keywords that may be part of a user's search.
    2. Then type in the author or office who put the document together and owns the content.
    3. As a bonus, you can put in keywords, or words people will use to search for your document, in the keywords box.
  4. Save your PDF file with a unique yet informative file name. The file name will appear in the web address (the URL), so it should be able to stand on its own, even if customers navigate to it directly. See Web file naming conventions in this guide for more information.
  5. Now you must ensure the document is in Fast Web View for quick loading online:
    • In Adobe Acrobat DC: click File > Save As Other > Reduced Size PDF select OK and rewrite the document you just filled in the properties for.
    • Older versions of Adobe Acrobat: click File > Save As.. > Reduced Size PDF and overwrite the document you just filled in the properties for.

 

Linking to the document

Now your document is ready to be uploaded to our website and linked to.

  • Once you link the document on a page, also add the document type and size
  • Example: WSDOT Drupal basic guide (pdf 714 kb)