When uploading work samples on your Semester Reporting page, you may find that scanned files are too large to fit within the available server space. This is especially common when each page is saved as a separate color PDF. The good news is that a few simple adjustments to your scanning settings can make a significant difference.
Scan Multiple Pages into a Single PDF File
Rather than saving each page as its own separate PDF, most scanners and scanning apps allow you to add pages one after another into a single document. Look for an option such as “Add Page,” “Continue Scanning,” or a “+” button before you save. This reduces the total number of files and keeps your submission tidy.
Set the Page Size to Letter (8.5 × 11 inches)
In your scanner or scanning app settings, look for “Page Size” or “Paper Size” and select Letter or US Letter. This keeps the scan from being larger than it needs to be.
Scan in Grayscale or Black & White Instead of Color
Submitting color scans is perfectly fine! However, if you are looking to reduce file sizes, switching to Grayscale (best for pencil work, as it preserves shading) or Black & White (best for dark ink) can make a big difference. Color scans capture far more data per pixel, so a grayscale or black-and-white scan will often produce a file that is a fraction of the size while still capturing handwritten work clearly.
How Much of a Difference Do These Changes Make?
These adjustments can reduce a submission from tens of megabytes down to just a few. In many cases, that is enough to free up the space you need to upload all of your work samples without running into server limits. The goal is to keep each file under 5 MB if possible, while still clear and legible — and the smaller the better. This helps keep server maintenance costs down and makes your files easier for advisors to work with.
How Should I Organize My Files?
There is no single required way to organize your scanned files. The goal is simply to keep the total file size manageable and the submission easy to navigate. For example, one possible approach might be:
- One PDF containing all of the show-your-work pages
- One PDF containing the logbook pages
- One PDF for the test or worksheet itself
You are welcome to organize your files in whatever way makes the most sense for the subject and assignment, as long as everything is included and clearly labeled.
What If I Am Using a Phone to Scan?
If you are using a phone scanning app (such as the built-in scanner in your phone’s Notes app, Adobe Scan, or CamScanner), these same options are usually available under a “Settings” or “Filter” menu before you save the PDF.
If you continue to experience difficulty with file sizes or uploads, please do not hesitate to post your question on the Q&A Forums and we will be happy to help!