# Create Presentation-Ready PDFs in ARTERNAL

Create branded, presentation-ready PDFs from your inventory with flexible layouts, artwork blocks, and full design control.

Written by Kalila Richards  
April 7, 2026

## Where to Find the new PDF Builder

1. Tap on **Previews** from the left-hand navigation
2. You’ll land on the **main PDF dashboard**

Here you’ll see:

- **Recents** (previously created PDFs)
- **My PDFs**(For users with teams, you can find the PDFs you created here.)
- **Archive** (Archived PDFs)
- **Brand Profile** (PDF settings)
- A **Create New** button to start a new PDF

## Step 1: Create a New PDF

1. Click **Create New**
2. Select a **list** (inventory, exhibition, fair, or selection cart)
3. Click **Generate PDF**

Once selected, your PDF will be automatically generated and opened in the editor.

## Step 2: Get Familiar with the Editor

When your PDF opens, you’ll see a visual editor designed for quick layout control.

### Left Panel: Pages

- Shows all pages in your PDF
- Click to navigate between pages
- Drag to reorder pages

### Main Canvas

- The page you’re actively editing
- Move and resize elements directly on the page

### Right Panel: Properties

- Updates based on what you select
- Controls layout, typography, spacing, opacity, backgrounds, and more

## Top Bar Controls

At the top of the editor, you’ll find:

- **Back** → Return to the PDF dashboard
- **Menu** → Access additional settings (pages, margins, rename, etc.)
- **Preview** → View your PDF before exporting
- **Download** → Export your finished PDF
- **Share** → Generate a live link to view your PDF in a browser

## Step 3: Add Content to Your PDF

You can build your PDF using flexible content blocks.

### Add Artwork

Pull artwork directly from your selected list. Main images automatically include captions, which can be edited.

### Add Text

Use text blocks for titles, descriptions, or curatorial notes.

### Add Shapes

Add simple shapes like rectangles, circles, or lines to structure your layout.

### Add Images

Upload images from your computer, such as logos or supporting visuals.

## Step 4: Add and Structure Pages

Click **+ New Page** to build out your PDF.

You can choose from:

- **Cover Slide** → Title page with background
- **Artwork Slide** → Artwork with caption
- **Detail Slide** → Full-bleed image
- **Blank Slide** → Fully custom layout

This allows you to structure your PDF like a presentation, catalog, or sales document.

## Step 5: Customize Your Layout

Click on any element (artwork, image, or text) to edit it.

You can adjust:

- Position and alignment
- Font, size, and spacing
- Opacity and shadows
- Layer order (bring forward or send backward)
- Background color or image

## Share Your PDF

You can share your PDF using a live link, making it easy to send to collectors, clients, or collaborators without downloading a file.

## How to Share a PDF

1. Click **Share** in the top right corner
2. Select **Share Link**
3. Click **Copy** to copy the link
4. Send the link to your recipient

Your recipient will be able to view the PDF directly in their browser.

## How Shared Links Work

Shared PDFs are **live links**, which means:

- Any updates you make to the PDF will automatically reflect in the shared link
- You don’t need to resend the link after making changes
- The link always shows the most recent version of your PDF

This is especially useful when you’re iterating on a presentation or updating available works.

## Share Link vs. Downloaded PDF

There’s an important difference between sharing a link and downloading a PDF:

- **Shared Link**
  - Always stays up to date
  - Reflects any edits made after sharing

- **Downloaded PDF**
  - Static file
  - Does not update after changes are made

If you need a fixed version for records or offline use, download the PDF. If you want a flexible, always up-to-date version, use a share link.

## When to Use Each

- Use a **Share Link** when:
  - You’re still editing or refining the PDF
  - You want recipients to always see the latest version
  - You’re sending to collectors or clients digitally

- Use a **Download** when:
  - You need a finalized version
  - You’re attaching it to an email
  - You need a static file for records

## Brand Profile (Optional Setup)

You can set up your **Brand Profile** to ensure consistency across all PDFs.

This includes:

- Gallery name and contact details
- Logo (light and dark versions)
- Brand colors
- Typography

Once set, your branding will automatically apply to your PDFs.

## Tips

- Start with a **cover slide** to introduce your PDF
- Use **detail slides** for high-impact visuals
- Preview your PDF before downloading
- Use your Brand Profile to save time on styling

## ❓ FAQs

**Q: Can I edit artwork captions in the PDF?**  
A: Yes. Captions are automatically added, but you can edit or reposition them.

**Q: Can I upload my own images?**  
A: Yes, images can be uploaded and placed anywhere in your layout.

**Q: Can I reorder pages?**  
A: Yes, drag and reorder pages from the left panel.

**Q: Does the PDF automatically use my branding?**  
A: Yes, if your Brand Profile is set up.

## Explore Layout Ideas

Looking for inspiration?  
Check out **[PDF Layout Examples & Best Practices](https://support.arternal.com/en/articles/14188331-pdf-layout-examples-best-practices)** to see how to structure different types of gallery PDFs and design more polished presentations.