Template for Online PDF Files

PDF graphic art

Some Word and Google Documents and some signature-required forms posted to TMCC’s website are available in Portable Document Format (PDF). This standardized format ensures that documents are compact, platform-independent, and accessible for distribution.

To ensure a consistent, professional, and accessible experience for all users, PDFs posted on TMCC’s website must adhere to the College’s style and formatting guidelines. These branding standards maintain a unified look across departments and enhance readability and usability. For more details, refer to TMCC’s Policy for PDF Files.

Is Your File Going Online?

Before formatting a document to become a PDF, determine whether it will be posted to TMCC’s website.

  • If NO – Internal documents or forms that are not being posted online do not need to follow these guidelines.
  • If YES – Identify whether the file is a document (view-only, no user input) or a form (requires user input or signatures).

Guidelines for Documents

PDFs are not mobile-friendly, so consider whether your content would be more accessible as an HTML web page. If a PDF is still necessary, follow these steps:

  1. Download the TMCC template and instruction guide.
  2. Apply TMCC styles to maintain consistency across college materials. If you need assistance, Web Services can help.
  3. Print, review, and edit the document before submitting.
  4. Use a web-friendly naming convention when saving the file (refer to your department’s documents and forms page for examples).
  5. Submit the document to Web Services via email. Web Services will finalize branding, optimize the file, and post it online.

Template and Instruction Guide

TMCC provides a Microsoft Word template as the standard source file for most online PDFs. Specialized templates (e.g., Excel, calendar, landscape formats) are available upon request.

  • Universal Template
    Zip file includes resources for creating documents for online PDFs: universal TMCC template and step-by-step instructions.

Guidelines for Forms

Determine whether your form should be an HTML web-based form (preferred) or a fill-and-print PDF form.

Benefits of HTML Forms

  • Information is collected in a database and can also be emailed upon submission.
  • Provides flexibility in text field length and input options.
  • Users can submit the form online, eliminating the need to print and mail documents.

Creating an HTML Form

  • Schedule a meeting with Web Services to review your form’s purpose and required data fields.
  • Outline which fields you need and who will receive submissions.
  • Web Services will create a draft version for testing and feedback.
  • Once finalized, Web Services will publish the form and provide a direct link for distribution.

Creating a Fill-and-Print PDF Form

If a form requires a physical signature, a fillable PDF form may be necessary. However, if a signature is not required, consider converting the form to an HTML form instead. HTML forms can include a statement such as:
"By pressing submit, you verify that the information provided is true, correct, and complete."

If a PDF form is still necessary:

  • Determine what information the form will collect.
  • Contact Web Services to ensure the form follows TMCC’s templates and styles.
  • Web Services will assist in formatting and preparing the final version.