Preparing files for submission to Turnitin

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1 [Type here] Preparing files for submission to Turnitin FOR MAC USERS This document provides guidance on preparing your files for online submission to Turnitin if you are using a MAC and Microsoft Office for MAC 2011, and: Last updated 16 th July 2015 Your file size is too large. You have multiple files that need to be merged together. It includes details on reducing file size, converting files to PDF and merging separate PDF files into a single file. These are things you may need to do so that you can submit your work electronically for assessment through Turnitin. This document and other Information Services documents are held online on our website:

2 University of Brighton Information Services Contents Turnitin restrictions... 3 Reduce file size Reduce the size of a Word file Reduce the size of a PDF file Using Adobe Acrobat Pro Using MAC Preview... 6 Convert files to PDF... 7 Merging files together... 7 Combine separate Word documents into one file... 7 Combine separate PDF files into one file... 8 Using Adobe Acrobat Pro Combine PDF files using MAC Preview...10 Page 2 Last Updated 16 th July 2015

3 Preparing files for submission to Turnitin Turnitin restrictions Turnitin submission points only accept: A single file, Maximum file size 20MB. If you are producing work for your assignment that requires you to make several files using different applications (e.g. Word and PowerPoint) you will need to convert them to PDF and merge them together into one file to submit it to Turnitin. If you are producing a long assignment with a large number of images or diagrams you will need to reduce the file size below 20MB to be able to submit it to Turnitin. Important: When making changes to your files, always use a copy of your original file. Reduce file size Reduce the size of a Word file. 1. In Word, click on File > Reduce File Size 2. In the Reduce File Size options box that appears, from the Picture Quality drop down menu select Best for viewing on screen (150ppi). 3. Keep the box ticked for Remove cropped picture regions, 4. And click OK. Printed Wednesday, 29 July 2015 Page 3

4 University of Brighton Information Services Reduce the size of a PDF file Using Adobe Acrobat Pro Basic method. 1. In the main menu, go to File > Save As > Reduced size PDF 2. In the Reduce File Size pop up box, choose to Retain existing compatibility and click OK. 3. Under Save As enter a modified file name and click Save Advanced method. Use Acrobat s PDF Optimizer to reduce file size if reducing file size has not made your file small enough to upload to Turnitin. 1. From the main menu, go to File > Save As > Optimized PDF Page 4 Last Updated 16 th July 2015

5 Preparing files for submission to Turnitin 2. In the PDF Optimizer window, choose which settings to change. 3. Click Audit space usage to see how the file size is made up. This will show where you can save file space. 4. If your file has lots of Images, choose to reduce the resolution of highresolution images under Image Settings by choosing Downsample options ppi for images above 150 ppi. 5. Or choose to Compression of images by selecting JPEG and quality Medium or lower. IMPORTANT: Check the results of this as it might reduce the quality of the images too much. Further options for reducing file size. You might also want to: 6. Un-embed Fonts. This can be done if you know that the person opening the file has that font installed on their computer. Click Fonts in the left hand menu to do this. Printed Wednesday, 29 July 2015 Page 5

6 University of Brighton Information Services 7. Clean up the file. This lets you remove items from the file that you don t need. Choose an Object compression option and select the items to remove by ticking them. Click Clean up in the left hand menu to do this. Note: Be cautious removing unfamiliar items. Experiment but save the file with a new name to leave your original file unchanged. 8. Once finished, click OK. 9. And under Save Optimized As, save the changed file with different file name. Using MAC Preview Preview is available as a pre-installed default application on all MACs 1. Open the PDF in Preview. 2. Click File > Export 3. In the dialogue box that opens next to Quartz Filter select Reduce File Size from the drop down menu. 4. Change the file name in the field next to Export As: to make sure you don t overwrite your original file. 5. Click Save. Page 6 Last Updated 16 th July 2015

7 Preparing files for submission to Turnitin Convert files to PDF Most Word Processing and Presentation applications have the ability to convert files to PDF in their menus. In Microsoft Word and PowerPoint: And In Adobe Creative Suite applications (e.g. Photoshop): 1. Go to File > Save as 2. Next to Format select PDF from the drop down menu. 3. Click Save. Merging files together Combine separate Word documents into one file 1. Open the main Word document. 2. Place your cursor in the position you want to insert the other document. 3. At this stage, you might want to insert a Page or Section break so that the file you insert starts on a new page. This will help retain the existing page layout and format. Printed Wednesday, 29 July 2015 Page 7

8 University of Brighton Information Services 4. On the menu bar, go to Insert > Break and choose either Page Break or Section Break (New page). 1. From the menu click Insert > File. 2. In the pop up window that opens, locate the document you want to add and click the Insert button. 3. The document will be inserted from the cursor position. Note: The inserted document should retain all previous formatting, although you may need to check through the document to ensure the layout is the same. If you need to insert further documents, repeat the process. Combine separate PDF files into one file Using Adobe Acrobat Pro Open Adobe Acrobat and from the menu click Combine Files. 2. Click Add Files Page 8 Last Updated 16 th July 2015

9 Preparing files for submission to Turnitin 3. Select the files you want to merge together and click the Add Files button. Or drag and drop them into the empty box. (Note: To select multiple files from the same folder in one go, hold down the Apple key and click on the files you want to include to highlight them.) 4. The selected files will appear in the box. Arrange the files in the order they need to appear in the merged PDF. Highlight the file to move and click either the Move Down or Move Up buttons. 5. Optional: Select the File Size option to reduce the size of the final merged PDF selecting the smallest icon. 6. Click Combine Files. Printed Wednesday, 29 July 2015 Page 9

10 University of Brighton Information Services 7. Wait for the files to be combined, this process is shown on screen and once completed the newly merged file opens with the title Binder1.pdf. 8. Under File > Save As give the merged PDF a new file name and click Save. Combine PDF files using MAC Preview Preview is available as a pre-installed default application on all MACs 1. Make a copy of one of your PDF files. 2. Open the PDF file in Preview. Go to File > Open and select the file. 3. Next, make sure the side menu is open. To open the side menu, click on the View Menu icon and from the drop down menu select Thumbnails. 4. Drag and drop other PDF files into the side menu to combine them. Drop the file into the position you want it to appear in the document (either above or below the existing pages). Note: You can also move individual pages in the side menu to re-order them. 5. Save the file. File > Save. Page 10 Last Updated 16 th July 2015

11 Preparing files for submission to Turnitin Printed Wednesday, 29 July 2015 Page 11

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