University Marketing and Communications

How to add documents

It is recommended to limit the use of documents, such as pdfs or PowerPoint presentations, in your web presence. This is because documents are often not compliant with the Americans with Disabilities Act (ADA) that protects the rights of individuals with disabilities. Also, documents do not support a seamless web experience because they lack site navigation. If a document happens to rank well in a search and a visitor clicks on the link and arrives at the document, then he or she cannot easily access other content on your website. 

In most cases, we encourage the content of a document to be recreated as a web page. Often the content may have to be rewritten and restructured. But this small amount of extra work will ensure ADA compliancy and a better web experience for your visitors. 

However, in some cases online documents are preferred, such as forms that need to be printed out, completed and delivered or lengthy guidebooks used by staff or faculty. In these limited situations, you may follow the steps below to add documents to your web pages. 

  1. Rename the document you want to upload using only lowercase letters or numbers. Do not use underscores. For spaces, use hyphens.
  2. Browse to the web page to which you want to add the document, log in and click "Pages" Pages button in the upper left-hand corner. This will take you to the list of pages and files that make up the web presence you wish to edit. 
  3. Upload the document to the "docs" or "pdfs" folder. Please note that you have to upload the document to a folder that is specially designated for documents before adding it to a web page. Permitted documents include: pdf, xls, xlsx, doc, docx, pps, ppsx, ppt and pptx. If the folder holding the web page you want to add documents to has a "docs" or "pdfs" folder, then please proceed. If the folder does not have a documents folder, then please contact webdevelopment@utoledo.edu and ask the web team to add one for you.
  4. To upload the document, first click on the "docs" or "pdfs" folder. 

    Upload docs

  5. Click the "Upload" button Upload button near the top of the page. 
  6. In the new window that appeared, you may upload the document in two ways:
    • Drag the document from your computer into the new window, then click the blue "Start Upload" button Start Upload button
    • Click the green "Add" button Add button , browse to the document on your computer, select it, click "Choose" Choose button and click the blue "Start Upload" button Start Upload button

      Screenshot of upload docs window
  7. Once the document uploads click the green "Close" button Green close button to close that window.


    Please note, the document you uploaded is now saved in the docs or pdfs folder for future use. However, you will not see the document in the folder in the "Staging" tab. To view the document, click on the "Production" tab near the top right of the page, as shown below. 

    This is because the OmniUpdate content management system uses a staging server and a production server. The staging server is used to create, edit and preview content privately before publishing it. While the production server contains the published web pages that can be viewed publicly. Images and documents are uploaded directly to the production server, so you will not see them when the staging tab is selected.

    Screenshot of docs folder in production
  8. Return to the page to which you want to add the document by clicking on the appropriate folder name in the upper left-hand corner and, in the list that appears, clicking on the page.
  9. Click the green "Edit" button Green edit button next to the section you want to edit. 
  10. You may add a link to the document by making text a link or creating a button. Learn how to link text or create a button.
Last Updated: 11/27/19