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User Guide: Convert/Combine file(s) to PDF

Article published on the 4th of May 2020.

Contents

1. Introduction

The "Combine file(s) in PDF" feature can be used to combine multiple files into a PDF document. The documents selected to be combined into a PDF file will be concatenated with the content of one file following the next, and so on. This makes is easier to make files ready for external distribution directly from WorkPoint instead of having to export documents from WorkPoint to e.g. local drives and then distribute the content from there.

the following file types are supported for this feature: ASPX, CSS, DOC, DOCM, DOCX, DOT, DOTM, DOTX, EML, HTM, HTML, JS, MPP, MPT, MSG, POTX, PPT, PPTM, PPTX, REG, RTF, SQL, TXT, VSD, VSDX, XAML, XLS, XLSB, XLSM, XLSX, XLT, XLTM, XLTX, XML, XPS, XSD, XSL.

2. End User Guide

As the "Enabled for Command bar" option is checked on the for configuration, the wizard can be run from the command bar of e.g. a document library:

1. Select the documents in the document library which should be added to a Zip archive file.

2. Click the "Send to..." button in the Command bar.

3. In the "Select action to run" window, select the wizard for adding the files to a Zip archive.

4. Select in which library to save the PDF file.

5. Optionally, select a sub folder of the selected library to store the PDF file in. This option is only available if a sub folder exists.

6. Provide a name for the PDF file.

7. An overview of the selected files to be combiend is shown in the "Selected documents" section. the up- and down-arrows can be used to reorder the documents in the final PDF.

8. The "Add as a new version to existing file(s)" checker can be checked if an existing PDF file with the same name should be overridden by the new file created now. In that case, the version number will be incremented. If this option is not checked ON, and a PDF file with the same name exists, creation of the new PDF file will fail, and you will have the chance to choose a new name for the new file.

9. The "Add page numbers" checker can be  checked if there should be page numbers displayed in the resulting PDF.

10. The "Add index" checker can be checked if an index file for the file should be created. The index is shown in the first page of the PDF, and shows an overview of the files combined and makes it possible to jump directly to sections of the PDF.

11. The "Add source information" checker can be used to include source information in the index. If the output PDF is to be shared internally, it can be useful to include source information, so users can navigate quickly to the original files from the index.

12. When satisfied with the options, click "Save".

Note that if the wizard is configured to give the user options for the PDF output file format, the following additional field appears in the wizard (red box):

In the case of the image above, the wizard is configured to be able to output PDF in the formats PDFA A1, PDFA 1B, v1.3, v1.7, and PDFX 3.

The wizard now starts the job for creating the Zip file:

Once the creation of the Zip file has completed, the following window appears:

13. You can click "Toggle detailed output" to view more details about the job. The window can now be closed.

Upon completion, the PDF file appears in the selected library where it was saved:

Opening the PDF file shows the index, followed by each document combined:

3. Notes

Note that the maximum size of the final PDF file is 10GB, as this is the file size limit of SharePoint Online.

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