Submission Guidelines for Web Updates
Guidelines & Best-Practice Procedures
Microsoft Word is the preferred document type for submitting content edits; however, Adobe Acrobat is also acceptable.
To understand better how to use Word's Track Changes feature, download How to Use Microsoft Word’s Track Changes for helpful instruction.
When Saving As, use a file name that's all lowercase, using hyphens only (no spaces, periods, or underscores) to separate words and abbreviations, and affixing "-edits" to the end of the file name. Example: photo-curriculum-update-edits.doc.
When sending edits to the web editor, use Word’s Comments feature to provide line-edit instructions, yet place the broader project directions either in the body of the email or clearly placed in the text file, such as at the top (immediate beneath the URL) or even on its own page. Use your best judgment.
To send additional PDFs, images, etc., use the secure CCA Dropbox to send file attachments directly to the web editor. Address your message to firstname.lastname@example.org. (Although you can attach up to 10 files, it's helpful to compress your files into one zipped, stuffed, or archived file so that you send just a single attachment.)
Send each update or revision project separately (regardless of how many webpage edits are included). Be sure to assign the project a brief description in the email subject field, starting with your department/program, followed by the page title, and what kind of request it is (update, rewrite, etc.).
Rather than edit an Adobe Acrobat PDF file (see Editing a PDF below), it's often far easier to make changes to the source Word document and then remake the PDF. Download Turn a Word Doc into a PDF to learn just how easy making PDFs is. Please submit final PDFs for all additional downloadable forms for your pages.
You can make a PDF of the webpage you wish to edit using the Print feature, then selecting "Save as PDF." Use Acrobat’s Advanced Editing tools to mark up and add comments directly to the PDF. (Note: You must have Acrobat Professional installed to edit PDFs.)
(While it's challenging to add/edit text that exceeds the length of a single line of text, you can insert a call-out box and type in the new content. You also can then draw a directional arrow to indicate the text's desired placement.)
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