TMCC

Web Services

PDF Document and Form Templates

Overview

PDF documents and forms posted to TMCC's website are required to meet specific styles and formats. This "branding" gives all documents and forms a consistent look and feel to create a unified image of the college and its electronic materials.

Templates provide a user-friendly solution and stable foundation for quickly placing your TMCC departmental content online. The TMCC templates have been developed by Web Services for use by TMCC departments, offices and/or student clubs/organizations. Each template is pre-loaded with TMCC styles for further consistency across departments.

See Also: Website Policy for PDF Documents and Forms

Quick Reference Guide

A basic overview for creating PDF documents and forms is outlined below. This information is not a substitute for the instructional workshops taught by Web Services staff through Professional Development. We strongly encourage TMCC Web content providers to attend the workshops and/or contact Web Services for guidance on proper use of the TMCC templates and styles.

First, determine if you are creating document/form that will be posted online.

  • If NO: Stop. You do not need to use this process. Internal documents that are not being posted online to the TMCC website are not required to follow these guidelines.
  • If YES: Identify if this will be a PDF document or a form (see: What is the difference between a document and a form?)

Basic Steps for Documents

  1. Download the universal template and instruction guide (below). Follow the procedures and be sure to apply TMCC styles.
  2. Print and review.
  3. Edit as needed prior to converting to PDF.
  4. Save your document using a web-friendly department naming convention (view your department's documents and forms page for examples).
  5. Convert to Adobe Acrobat PDF (note: you must have the Adobe Professional software installed. Contact the IT Customer Service for further information).
  6. Set your PDF document properties/optimize.
  7. Submit to Web Services to post online.

Basic Steps for Forms

First, determine if you want your form to be set up as a web-based/HTML form, or as a "fill-and-print" PDF form. (Note that most TMCC departments have a "Contact Us" page which is one example of a web-based/HTML form.) Benefits of an HTML form include:

  • Information is collected in a database and can also be included in an email when submitted by the user.
  • More flexibility in field length (number of words/characters users can input).
  • Users can submit online without having to print or mail anything (note that online forms can be printed, however).

If you choose to publish your form as web-based/HTML:

  1. Set up a meeting with Web Services to review the data you want to collect.
  2. Outline the form fields you'll need.
  3. Determine who will receive the information when a user hits the "submit" button.
  4. Web Services will design a draft/BETA version for you to test and review.
  5. When finalized, Web Services will post the form online and send you the link to promote.

If you choose to publish your form as a fill-and-print PDF:

  1. Determine what information your form will be collecting from users.
  2. Consider whether or not your form will require a signature (in which case the user will be required to fill out the form and print it) OR, in most cases you can include a check box where the user indicates he/she has read and understands the content and verifies the information is true/correct/complete, making it possible for the form to be saved and included in an email as an attachment.
  3. Download the universal template and instruction guide. Follow the instruction guide's procedures for creating a form using TMCC Quicktables, and be sure to apply TMCC styles.
  4. Print and review. Do not convert to Adobe Acrobat PDF until your Word version is completely finalized.
  5. Convert to Adobe Acrobat PDF (Note: You must have the Adobe Acrobat Professional software installed. Contact IT Customer Service for further information).
  6. Use the Adobe Acrobat wizard to assist in creating form fields.
  7. Set the properties for each of the form fields.
  8. Use the TMCC Form Elements document to: add check boxes/radio buttons and add Print/Instructions/Reset buttons.
  9. Preview/test form field data.
  10. Print and review.
  11. Set the document properties/Optimize/Enable additional features for saving data.
  12. Submit to Web Services to post online.

Microsoft Word Document and Form Resources/Templates

There is currently one "universal" TMCC template that can be used to create both documents and forms. The template is in Microsoft Word. There is also a custom template designed for handbooks and manuals that includes a TMCC-branded cover sheet. Other specialized templates are available, or can be created, by request (e.g., Excel template, calendar template, landscape version, etc.).

Please note that the instruction guide included below is not a substitute for the instructional workshops taught by Web Services staff through Professional Development. We strongly encourage TMCC Web content providers to attend the workshops and/or contact Web Services for guidance on proper use of the TMCC templates and styles.

Resources for creating TMCC-branded Word documents/forms are listed below.

  • Universal Template (revised February 2013)
    This Zip file includes resources for creating TMCC online documents/forms: a universal template; a template specifically for handbooks/manuals; a sample elements doc; and an instruction guide.

Adobe Acrobat PDF Resources

All TMCC documents and forms that are posted on the TMCC website first need to be converted to a Portable Document Format (PDF)—an open standard file format to distribute compact, platform-independent documents.

Resources for converting Word documents/forms to TMCC-branded PDFs are included in the ZIP file below.

  • Creating PDF Resources
    This Zip file includes resources for creating TMCC online PDF files: conversion settings and instructions, a form elements doc, and a creation guide.

If you have further questions, please contact us.

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