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CREATING AN ADVANCEMENT PORTFOLIO DOCUMENT
INTRODUCTION: There are two basic approaches.
• Approach One: Use Microsoft Word and then SAVE AS a PDF. Link to supporting documents shared in
OneDrive.
o Advantages:
▪ Most faculty are already familiar with Word, eliminating the need to learn a new program.
▪ Word documents, PDF files, PowerPoints, photos, most audio and video files, etc. in OneDrive will
display and/or play in the web browser of the user without downloading.
▪ When the Word document is saved as a pdf all links remain intact.
• Approach Two: If you have just a collection of documents already, you can start your document in Word
and gather all documents into one file using Adobe Acrobat Pro. It will accept a wide range of file types
including Word documents, pdf files, graphic files, etc. Finally, you will create links to the supporting
documentation within the document itself.
o Advantages:
▪ If you have already converted all your artifacts (evidences) to pdf documents and you have your
philosophy and other content as separate Word or pdf files, this may be a convenient solution.
▪ Everything will be in one document.
o Limitation: You have to do more in Adobe Acrobat Pro, which may mean learning a new program.
Basic instructions for each approach are included below.
APPROACH ONE: Creating your Portfolio in Microsoft Word only (easiest method)
I. Open Microsoft Word and begin typing your content according to the organization stipulated in the Faculty
Development and Advancement System Manual. Include documentation needed by inserting graphics, text or
objects as you normally would. There are a variety of ways to include artifacts in your portfolio document.
A. Use hyperlinks to add artifacts to your Word document.
1. Link to a document in a OneDrive folder. (RECOMMENDED METHOD for linking to files of all
types)
Go to portal.office.com, login, and click OneDrive.
In OneDrive, click +New and choose “Folder” and name
it appropriately.
Click Upload and upload all your supporting documents to the OneDrive folder you created.
Place your mouse pointer over a file name to reveal the
“Share” icon and then click it.
Click “People you specify can view” and select People in Bob Jones University with the link.
Click Apply and then click Copy Link (bottom left corner of dialogue box).
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When the link window opens, click the Copy button.
In your portfolio document in Word, right click where you want to place the link and in the
pop-up menu, select Link.
In the right panel under
“Link to,” select Existing
File or Web Page tab, paste
the OneDrive share link in
the “Address” field (bottom)
and add “Text to display” in
the top field (optional).
Click OK.
NOTE: Do not link to documents within your private network folders or to folders and
documents on the hard drive of your personal or University computer/laptop. Links to your
private folders will work for you but not anyone else since you are the only one with rights to
those folders. Also, links to public network folders will break when created in Word.
2. Link to supporting information on a website.
Select text to link (or place mouse pointer at desired place in the document).
Right click on it and choose Link.
In the Existing File or Web Page tab, paste the website link in the “Address” field and click
OK.
3. Link to a place within the document itself.
Move to the location in the document that you want to link to (for example, Appendix A).
Click at the beginning of the location.
In the Insert tab, click Bookmark.
Name the bookmark something to identify the location – AppendixA, for example (no spaces).
Click Add.
Select the text you want to link to the Appendix and right click it.
Choose Link.
On the left side of the dialog box, choose Place in This Document.
Select the bookmark you created and then click OK
The text will now link to the location where you placed the bookmark.
B. Use the
Windows Snipping Tool.
These instructions show how to use the snipping tool.
After you get your “snip” choose Edit>Copy.
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Then move to the Word document, right click and choose Paste.
Format the image so that text will wrap around it (especially smaller images).
▪ Right click the image.
▪ Choose Wrap Text.
▪ Choose Square or Tight.
▪ Resize and/or move the image to the desired location in the document.
C. You can also use your smartphone camera or digital camera to take photos of documentation.
Examples include the diplomas or certificates, charts or tools that you use in class, thank you notes from
colleagues or students, or photos of students engaging in class activities. You can place these photos in
OneDrive and link to them (see A, 1 above) or copy and paste them directly into our document.
II. When the document is complete and all links and artifacts have been added, save it to your network folder or
OneDrive. Then save the document as a pdf.
1. File>Save As
2. Change the type of document from Word Document to PDF and click Save.
3. You now have a pdf document as well as a Word document. All links should work in the new pdf.
4. To add other documents to this one, you can follow the instructions below for using Adobe Acrobat
Pro.
APPROACH TWO: Creating the Portfolio document with Adobe Acrobat Pro
This method combines all documentation and artifacts into one PDF file.
1. In Word, create a Table of Contents page to serve as a “home” page. This document will direct the reviewer to
the main parts of your portfolio and documentation. Make sure you keep page numbers accurate.
2. Copy the entire portfolio folder to the desktop of your computer, including all documentation (artifacts) that
you wish to link to.
3. Open Adobe Acrobat Pro. (Access to the program is available in the START menu on your University laptop.)
4. Choose Create>Merge Files From a Single PDF (also available in the Combine menu).
5. In the dialog box on the upper left, choose Add Files and then Add Folder.
6. Navigate to the folder (on the desktop) with all your portfolio documents and artifacts. Select the folder and
click OK. You should see all the files in that folder show up in a list in the dialog box.
7. Arrange the documents in the order you wish them to appear in the final document by dragging them to the
correct location in the list.
8. Select Combine Files in the lower right-hand corner of the dialog box.
9. Adobe Acrobat will combine all the files you selected into one pdf document and present you with a dialog box
asking for a document name (it suggests binder1.pdf) and location for saving. Save the file in your network
folder. NOTE: Acrobat will convert most of the standard file formats to pdf, but not all. Any Office document
will be fine, as well as standard graphic formats like jpg, bmp, gif, tiff and png. It will not, however, accept an
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email file saved from Outlook (msg files). Take screenshots of emails with the Snipping Tool or save them in .txt
format.
10. Insert hyperlinks.
A. In your new pdf document, move to the first page (Table of Contents).
B. Select the text that you want to link FROM (the text that will be the hyperlink to something else).
C. RIGHT click and choose Create Link.
For Link Type choose Visible Rectangle.
For Line Style choose Underline.
D. Click the Next button.
E. Scroll or move to the location in the document that you want to link TO.
F. Click on the Set Link button. It’s important to follow step E. above, and it’s easily missed. If you
don’t, your link will go to the same page you’re linking FROM.
G. Test the link. If it doesn’t move to the right location, undo (CTRL>Z) and try again.
H. Continue until all links are created. Remember to include links that take the reviewer back to the place they
were reviewing in the document.
I. Save the document.
J. If you need to delete an incorrect link follow the steps below steps:
From the menu at the top, choose Tools.
Choose Select Object Tool.
Click on the link. You should see the blue handlebars/outline of the link rectangle.
Press the delete key and it should disappear.
Now you can link to the proper location.
