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Tips for Preparing the Electronic
Submission of a Dissertation in PDF format
This guide is based on using Microsoft Office 2019 and Adobe Acrobat DC [Pro, not Reader].
To install a free version of Microsoft Office on your computer while you have a UAlbany Mail
email account. See:
https://wiki.albany.edu/display/public/askit/Microsoft+365+Apps+Subscription+License
Tips to keep in mind:
1. Use delete, not cut, when permanently removing information and graphics.
2. Use the formatting tools in Word; do not manually format paragraphs. For example, do
not press spacebar to move text to the next page. Use the command Insert > Page Break.
Use paragraph and page layout options.
3. Use section breaks in Word to address changing the format of page numbers. See
https://library.albany.edu/imc/tutorials_handouts/Dissertationpageformat.pdf
For landscape pages, tables and graphics see:
https://library.albany.edu/imc/tutorials_handouts/dissertation_landscape.pdf
Create the PDF file
It is highly recommended that you submit the PDF version of your dissertation to ProQuest and
not have ProQuest convert it to PDF. There are a few different ways to create the PDF format.
The method described here is ensures that fonts are embedded and that less formatting issues
occur. You must access Adobe Acrobat DC, not Reader, and Microsoft Word on the same
computer. Acrobat and Microsoft Office are available at the University Libraries on Macs and
Windows computers.
On Windows, in Microsoft Word select File > Options > Save.
At the bottom of the window, select Embed Fonts in the file. Unselect the options below
“Embed Fonts in this file.” Select OK.
IMC
Innovate Make Create
https://library.albany.edu/imc/
518 442-3607
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On Mac, in Microsoft Word select Word > Preferences; select Embed Fonts in the file.
NOTE: Adobe Acrobat DC requires an Adobe ID. To continue, open Adobe Acrobat Pro DC
and create an ID and/or log in and open Acrobat Pro. Keep the application open.
Go to Word to create the PDF file. If you are not logged onto Adobe Acrobat and it is not open,
you may receive error messaged when printing to Adobe PDF.
On a Windows computer, select File > Print. Select Acrobat PDF as
the printer.
To embed fonts, select Printer Properties.
Select the Adobe PDF Settings tab.
Uncheck “Rely on system fonts only; do not
use document fonts”
Click OK
Select Print. The file is saved as a PDF file.
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On a Mac select File > Print. Click on the PDF
button on the bottom of the window. Select Save as
PDF.
Embed fonts in Adobe Acrobat and confirm format/layout
1. Open the file in Adobe Acrobat. Confirm that page numbers and page formatting are
correct. If editing is required, return to the Word document and make changes. Repeat
steps to create the PDF file.
2. Search Tools; search for Preflight. Select Preflight
When the Preflight window opens
confirm that the Profiles tab is selected.
Click on the Wrench to select Single
fixups.
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Scroll down and select Document > Embed
Fonts. Select Fix. Save the file.
When the process is complete, a report window opens.
To verify that the fonts are embedded, close the file and re-open it. Select File > Properties.
Select the Fonts tab and review the font report for the document. In example below, note that the
subsets are embedded. All fonts should show "(Embedded Subset)" after the font name.
Written by Regina Testa, Head, IMC, Innovate Make Create Center, 1/15; 7/15; 11/15;
12/16; 12/17;12/18; 1/2020; 4/2020; 9/2020; 3/2021. This work is licensed under the
Creative Commons Attribution 4.0 International License. To view a copy of this license,
visit https://creativecommons.org/licenses/by/4.0
