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Adding a document for download

Put a PDF, a spreadsheet or another file on an Exponential site so visitors can download it - upload it as a File item, give it a clear title, link to it from a page - and how to replace it with a newer version without.

  • Topic type: Concept
  • For: Visitors Editors Non-technical people
  • doc.help.non-technical-people.first-steps.adding-a-document-for-download
  • Last changed
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On this page

Contents

  1. How files work
  2. Steps
  3. Linking to it from a page
  4. Replacing it with a newer version
  5. Good practice
  6. If it does not work

How files work

Like a picture, a document you upload becomes an item of its own, usually of the type File (Images, media and uploads). The item has a title, which visitors often see as the link text, and its own page with a download link. Because it is an item, it can be replaced, hidden, moved and found by the search like any other.

Steps

  1. Click Media and open the Files folder (or the folder your site uses for documents). You may also upload into a normal folder next to the page that uses the file.
  2. Press Upload (or Upload files on the dashboard).
  3. Press Choose files... or drag the file onto the dashed area.
  4. Change the title from the file name (annual-report-final-v3.pdf) to something people understand (Annual report 2025).
  5. Press Upload all.

Linking to it from a page

  1. Edit the page that should offer the download.
  2. Select the words that become the link, for example Download the annual report (PDF).
  3. Press Insert/edit link, then Browse, and choose the file item.
  4. Press Insert, then Send for publishing.

Choosing the file with Browse instead of typing its address means the link keeps working if the file is moved (How do I add a link in the online editor?).

Replacing it with a newer version

Do not upload the new version as a second file and remove the old one: links elsewhere would break. Instead:

  1. Open the existing file item and press Edit.
  2. In the file field, choose the new file from your computer.
  3. Update the title if needed (Annual report 2025, revised).
  4. Press Send for publishing.

Every link still points to the same item, which now offers the new file. The old file remains in the item's versions, in case you need it back (Undoing a mistake).

Good practice

  • Say the type and size in the link text: Price list (PDF, 1 MB).
  • Prefer PDF for documents people read, and the original format only for forms people fill in.
  • Make PDFs accessible where you can: real headings, text rather than scanned pictures (Accessibility checklist in plain words).
  • Remove documents that are out of date, or mark them clearly as archived.
  • Never upload documents with personal data that should not be public; a file on the public site can be found by anyone.

If it does not work

What you seeWhat to do
The file is too largeThe upload page shows the limit. Ask your administrator whether it can be raised, or make the file smaller
The type is not allowedYour site accepts only certain file types. Save as PDF, or ask your administrator
Visitors cannot download itThe file may be in a hidden or members-only part of the site. Check its visibility and section

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