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The Graduate School at the University of Missouri–Columbia (Mizzou)

Technology and Your Submission

Portable Document Format (PDF)

PDF is a universal file format that preserves the fonts, images, graphics and layout of any source document, regardless of the application and platform used to create it.

PDF files are compact and complete, and they can be shared, viewed and printed by anyone with free Adobe Reader® software. The free Adobe Acrobat Reader® does not allow you to create PDF files, however.

Creating a PDF File

PDF files can be created using the full version of the Adobe Acrobat software.

On Campus

MU’s IATS computer labs feature the full version of Adobe Acrobat. Generally, a research paper is put together in a word processing program (such as Microsoft Word or Word Perfect) and then converted to a PDF file.

Using the “PDF Maker” Button

Screen shot of the PDF Maker button in Microsoft Word

At MU’s computer labs, the Acrobat “PDF maker” button might be available. In this case, simply open the Microsoft Word file that contains your thesis or dissertation and click the “PDF maker” button (Figure A).

The PDF maker will ask you where you want to save your PDF. Select an appropriate destination and click OK. Your PDF will be generated.

Using Acrobat Distiller

Figure B: Screen shot of the Print dialogue box with “distilller” as the printer name option

In some cases, a “PDF maker” button will not be available. Instead, you must use the Acrobat Distiller to create your PDF (only available with the full version of Adobe Acrobat).

To create a PDF using the Acrobat Distiller, load your file into the appropriate program (Microsoft Word, Excel, etc.). Prepare to print the file.

When the pre-printing window pops onto the screen, you must change the printer to “Acrobat Distiller” (Figure B: The Distiller may also be named “Acrobat PDF,” “Adobe PDF” or something similar).

After selecting the Acrobat Distiller, click the “OK” button. You will be prompted to select a destination for your PDF file.

Adding Text to an Existing PDF File

Figure C: Changing the properties of a text box (screen shot)

The full version of Adobe Acrobat (available in IATS computer labs) has powerful commenting tools that allow you to manually update your PDF file to add figure titles, page numbers, etc. This is sometimes necessary because tables, graphs and other figures occasionally have difficulty in the transition between word processing file and PDF file.

  1. Open the Advanced Commenting Toolbar by selecting Tools -> Advanced Commenting -> Show Advanced Commenting Toolbar.
  2. The tool bar should appear at the top of your screen. Select the “Text Box Tool.”
  3. Draw a box in the position where you would like to add text, and type the appropriate text in the box.
  4. It may be necessary to change the properties of your text box. You can do this by right-clicking on the new text box and then selecting the “Properties” option (Figure C).
  5. From the Properties window, you can change the background color, border size and style of the text box. If you want only the text to appear, it might be necessary to set the fill color to white and to change the thickness of the border to zero.

Adobe Product Resources

Adobe offers many resources for its Acrobat products:

Multimedia File Formats

Multimedia files may also be included with your research paper on the CD. Only certain file formats are acceptable. The list below indicates which file formats are appropriate for a given medium.

Images
  • GIF (.gif)
  • JPEG (.jpg)
  • PDF (.pdf)
  • TIFF (.tif)
Video
  • Apple Quicktime (.mov)
  • Microsoft Audio Video Interleaved (.avi)
  • MPEG (.mpg or .mpeg)
Audio
  • AIF (.aif)
  • CD-DA
  • CD-ROM/XA
  • MIDI (.midi)
  • MPEG-2
  • SND (.snd)
  • WAV (.wav)

Declaring Your Files

Multimedia files must be declared on the Electronic Thesis and Dissertation File Declaration form. Information required includes the file extension, which program was used to create the file (including version information) and a brief description of the file.

Some image files may be included directly in the main body of the research paper. These images will be integrated into the PDF file when the PDF file is created and do not need to be declared on the File Declaration form. Only multimedia files separate from the required PDF files need to be listed on the File Declaration form.

Written Permission for Copyrighted Works

Any previously copyrighted works (including images, video, graphics, text, data and images of individuals) must be accompanied by written permission to include said media in the paper. Paper copies of these permission documents must be submitted to the Graduate School. View the copyright guidelines for more information.

Use a Folder Saved As “media”

Multimedia files should be burned to a folder named “media” on the dissertation/thesis CD. Any video, audio, external photos, etc. should be included in this folder. You may link to these items from within your paper.

Third-Party Software

Third-party software that will be used, distributed and replicated with the research may be included, as long as copies of licenses for the third-party software and written permission to distribute any third-party software are also included. Paper copies of these licenses and permission documents must be provided to the Graduate School.

CD Burning

Recommended CD Media

CD-R media (the type you will use to create your CD for submission) vary greatly. Name brand, high-quality media are preferable to generic media bought in bulk.

In some cases, certain types of media might be recommended by the manufacturer of your CD-R drive. Consult your manufacturer’s documentation for more details.

Formats

The Graduate School’s electronic thesis and dissertation requirements dictate that the research paper must be delivered on a CD readable in a standard Windows PC.

The simplest way to ensure that your CD can be read on a Windows PC is to burn the CD on a Windows PC. Mac computers running OS X or later may burn CDs in a hybrid file format that can be read by Windows computers.

It is important to verify that your thesis or dissertation CD can be read on a Windows PC by testing it before submitting it to the Graduate School.

When Your Files are Too Big for One CD

In the event that your submission files will not fit on one CD, you may either burn your files onto a DVD or onto multiple CDs, as long as no single file is split between CDs and the media you use can be read by Windows PCs running Windows XP.

On-Campus CD Burning Locations

All of the Macintosh computers in IATS computer labs are equipped with CD burners. The following computer labs have Windows PCs with CD burners:

  • Stanley 146/147
  • Agriculture 2-11
  • Black Culture Center 122
  • Arvarh Strickland Hall 222
  • Arvarh Strickland Hall 124

Tutorials

Binding Information

Soft-Back Binding

Soft-back binding, such as spiral binding or perfect binding, is done at MU Printing Services or Kinko’s.

Hard-Back Binding

Local: First Impressions Bindery

Hard-back bindings are done at First Impressions Bindery in Jefferson City.

Contact Nancy’s Trade-A-Book, 21 Conley Road, Suite Q, (573) 449-6164; or MU Printing Services, 573-882-7801, to arrange for hard-back binding.

Nancy’s Trade-A-Book accepts payment by check or cash only and requests that theses/dissertations be brought in a box with a lid.

Both locations serve as a drop-off and pick-up place for having copies of your theses/dissertations bound by First Impressions Bindery.

Online: Houchen Bindery Ltd.

Houchen Bindery Ltd. offers hard-back binding on-demand service. According to the site, orders are delivered about two weeks from the time the order is placed, and payment is facilitated through PayPal.