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Files and PDFs: uploading, linking to, replacing

You can upload files (PDFs) from your computer onto your site to link to from pages.

Note: You must be logged in to make any changes to your site. Find out how to log in >>

Uploading Files

You can upload files and PDFs to any documents folder in your site. Once you upload files, you can link to them from any page. Here's how to upload a file:

  1. From the main page of your site click on the Contents tab.

    contents tab

  2. Click on the folder named Documents.

    contents view main folder

  3. Select File from the Add New dropdown menu.

    add new document dropdown file

  4. Give the file you're uploading a Title.
  5. Click Choose File in the File field, navigate to the file on your computer, and then click Open.

    browse add file in documents

  6. Click Save at the bottom of the page.
  7. Your file will now be located in your documents folder and can be linked to from pages around your site.

Linking to Files from a Page

Once you've uploaded your file to a documents folder, you can link to it from pages around your site.

  1. Within the page you're editing (see Pages: creating and editing), highlight the text you want linked to your document.

    highlighted text to link

  2. Click the Insert/Edit Link icon: 
  3. A dialog box will open to the contents of the folder you're currently in; you can Search by title for the document, or Browse the page list (click Up One Level to navigate up through your folders).

    navigation options

  4. Select the file you wish to link to from the Link List.

    link list of documents

  5. Click Insert at the bottom of the box.

    insert button

  6. The text you highlighted will now be blue and underlined, indicating that you've successfully linked it to your file.

    blue undelined text

Replacing Files in Documents Folders

If you want to replace a PDF or file you've uploaded to a documents folder with a different or updated version of the file, you can do it without having to delete the existing file from your site.

  1. From the main page of your site click on the Contents tab.

    contents tab

  2. Click on the folder named Documents.

    documents folder in contents

  3. Click on the file you want to replace.

    file preview page

  4. From the preview screen, click the Edit tab.

    edit tab files pdf

  5. Under the File field, select Replace with new file.

    replace with new file option

  6. Click Choose File and locate the document you want to upload from your computer. Once you've located and selected it from your computer, click Open.

    file dialog box

  7. Click Save.

The new document you've selected has now replaced the previous version. Any links on your site that point to that file will now open the new document.

Deleting Files

If you want to delete documents or PDFs you're no longer using anywhere on your site, submit a request to the Web Team (through our help form) with the name(s) of the document(s) you want deleted. More about contacting the Web Team >>

Someone from the Web Team will contact you with any questions they may have and/or when your request has been completed.

A Note about PDFs

To be kind to your users and make your information accessible to everyone, we strongly recommend that you copy the content from your PDF into a page (that links to the PDF, for people who want to print it) so that people can access the information in a way that does not require them to download a file.

Portable Document Files (PDFs, made famous by Adobe Acrobat) revolutionized the web when they were originally introduced. Sadly, since then they've become overused. Here are some tips on how to avoid misusing PDFs:

  • PDFs are good for documents that will be printed. However, they should not be used instead of page text to describe information on a computer screen. Learn more >>
  • PDFs are difficult to read on screen – they don’t adapt to your user’s window size or font.
  • PDF files tend to be significantly larger than regular pages online with the same information, making it difficult or impossible for users with slower internet connections to view them.
  • Adobe Reader, which most people use to view PDFs, has a history of being slow and it often causes browsers to freeze or crash.

When To Use PDFs

If your document is one of the following, PDF is probably an appropriate format:

  • A document designed solely to be printed
  • An interactive form such as an order form
  • A document with footnote, endnotes, or sidenotes
  • A scanned document (but be careful here, because scanned documents are not accessible to those with sight disabilities).
  • A legally restricted format, such as tax forms
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