1. Highlight the text on your page where you'd like to link to the PDF file.

On this transition site, we have to link to PDF files in the copy. Select the text phrase that you would like to be a clickable link to the PDF file.

Note: Make sure that your PDF link text is on its own line after a paragraph. It's easier for users to pick them out.

• Do: "Learn about bicycle safety"
• Don't: "And that's why we created a flyer on bicycle safety."

2. Click "Insert" in Main Body menu and select "Insert file link or image" from the dropdown.

You can also click on the icon in the menu bar to the right. It's the icon that matches the one in the dropdown menu.

3. Click the box next to Categorized (under Media categories).

Clicking on the box with the plus sign "+" in the middle opens up the folder structure. You can also close a folder structure by clicking on the box again now that it has a minus sign "-" inside.

4. Navigate through the Media Library to the PDF section.

a. Click the box next to Content Assets.

b. Click the Documents folder. This is where all the PDF files are located in the Media Library but some files are further organized in subfolders here which corresponde to the page's file structure folder (e.g. Government pages have PDFs saved under "Government" and so forth.)

If the PDF is already in the media library

5. Click on the Name of the PDF you want to insert on your page.

TerminalFour lists the image and PDF files to the right. If there are several files, you might need to scroll down to find your PDF (or use the filter box). You must click the link on the name of the PDF you want. Afterwards, you will return to your page editor.

You have successfully linked to the PDF in the highlighted text of your page.

For help finding a PDF

See Searching the Media Library

If the PDF is not in the media library

Follow the instructions in the next section: Uploading a PDF to T4. After you upload the PDF, go back to step 5 here.

If you are not already in the Media Library

1. Click on the down arrow next to "Content" in the sidebar menu in T4.

It is located under "TERMINALFOUR" in the top left portion of your browser screen.

2. Click "Media Library."

This will take you to the main menu of the Media Library section of T4.

3. Click the box next to Categorized (under Media categories).

Clicking on the box with the plus sign "+" in the middle opens up the folder structure. You can also close a folder structure by clicking on the box again now that it has a minus sign "-" inside.

4. Navigate through the Media Library to the PDF section.

a. Click the box next to Content Assets.

b. Click the Documents folder. This is where all the PDF files are located in the Media Library but some files are further organized in subfolders here which corresponde to the page's file structure folder (e.g. Government pages have PDFs saved under "Government" and so forth.)

When you are already in the correct Documents folder

1. Click the green box labeled "+ Add Media" towards the top right of your browser.

You will need to be already be in your page name's folder in the correct location of the site structure. We do not have permissions to add PDFs outside of the site structure folders in this WWW2 transition site.

2. Click and drag your PDF file to the box next to Media file.

Written inside the box is "Drop file here or click to choose." You can also click it inside the box choose from your file directory. When that occurs, a pop-up menu will ask for the PDF's location in your computer.

IMPORTANT NOTE: Make sure the file name you saved the PDF with is user-friendly. That file name will become the public-facing URL for your PDF on the City website. The next step will outline how to make a user-friendly PDF name. When you save the file name, treat it like a URL so it should be all lowercase with hyphens separating different words.

3. Give the PDF a user-friendly name.

Look at the box directly below: "Name." A good PDF name should be descriptive (ideally, the title). We want the next person to easily navigate the media library and select their PDF (if necessary).

ex. Bicycle Safety Flyer (PDF) then please remove the (PDF) from the name.

4. Click the blue "Save Changes" box at the bottom right of the browser.

Your PDF is now in the media library in the correct folder.

Replacing a PDF

1. Navigate to the existing PDF in the Media Library.

Tips on searching the media library

2. Click and drag your new PDF file to the Media file (Max: 50000KB) box.

Note: This box is located between the Preview box and the Name box. This step will replace the existing PDF on file with your newest version. It will also update the file on any page that the old PDF file was being linked from.

Your PDF has been replaced!

1. Double-click on the PDF link text.

Make sure you in the page editor in T4.

2. Close the "Set Media Attributes" editor window.

This will pop-up when you double-click on a PDF link. Simply close the pop-up window (and not your browser window) so you can go back to the editor.

3. Press the delete button on your keyboard.

Make sure you're still highlighting all of the text. Once your remove that text, it will delete your PDF link.

1. Double-click on the PDF link text.

Make sure you in the page editor in T4. This will open the "Set Media Attributes" window.

2. Type in the new link text in the "Name" field.

Note: Make sure you add "(PDF)" at the end of your name. This will let users know that they're going to clicking through to a PDF file (and not another web page).

3. Press the OK button in the "Set Media Attributes" window.

Your PDF link text is now updated.