WordPress allows you to upload a variety of documents to your website, making it easy to share information with visitors, customers and colleagues.
You might want to upload documents such as application forms, price lists, newsletters, meeting minutes, reports, policies or other useful resources.
Before uploading a document, it’s worth considering whether you want visitors to simply read it or whether they need to be able to edit it.
Choosing the Right Document Format
Different document formats are useful for different purposes.
| Format | Best used for |
|---|---|
| PDF (.pdf) | Sharing documents that visitors can read, print or download without easily changing the contents. Ideal for reports, newsletters, policies and price lists. |
| Word (.doc, .docx) | Sharing documents that visitors may need to edit, complete or customise, such as application forms and templates. |
| Excel (.xls, .xlsx) | Sharing spreadsheets, budgets, data and other information that visitors may need to work with or update. |
| PowerPoint (.ppt, .pptx) | Sharing presentations, training materials and slides that visitors may wish to view or edit. |
| Text (.txt) | Sharing simple text documents without special formatting. |
| OpenDocument (.odt, .ods, .odp) | Sharing editable documents, spreadsheets and presentations created using software such as LibreOffice. |
Editable or Non-Editable?
PDF documents are usually the best choice when you want people to read or download information without accidentally changing it. They also preserve the layout of your document, so it should look the same regardless of the device being used to view it.
Word, Excel and other editable formats are better when you want visitors to make changes to a document. For example, you might provide a Word document that visitors can download, complete and return to you.
Bear in mind that visitors may need compatible software to open and edit these documents.
Uploading Your Document to WordPress
Follow these simple steps to upload your document to your website’s Media Library.
Step 1: Log in to WordPress
Log in to your website’s WordPress dashboard using your username and password.
Step 2: Open the Media Library
- In the menu on the left-hand side, click Media
- Then click Add New Media File (sometimes shown as Add New).
Step 3: Choose Your Document
- Click the Select Files button and find the document you want to upload on your computer.
- Alternatively, you can drag and drop your document directly into the upload area.
WordPress supports a variety of common document formats, including PDF, Word, Excel, PowerPoint and text files.
Some formats may be restricted depending on your website’s settings.
Step 4: Wait for the Upload to Finish
WordPress will upload your document to the website.
Once the upload has finished, the file will appear in your Media Library.
Your document is now stored on your website and ready to be shared.
Step 5: Get the Link to Your Document
If you want to share your document or add a link to it on your website:
- Go to Media → Library.
- Click on the document you have just uploaded.
- Find the File URL field.
- Click Copy URL to clipboard.
You can now use this link to share your document or add it to a page, post or button on your website.
For example, you might create a button labelled Download Application Form and link it to the Word document you have uploaded.
To add a link within a page or post, see our guide: Turning Text into A Clickable Link in WordPress
A Few Helpful Tips
Choose the right format
Use PDF for documents intended primarily for reading or printing, and editable formats when visitors need to complete or change the contents.
Give your documents sensible names
Use clear, descriptive filenames such as membership-application-form.docx rather than Document1.docx. This makes documents easier to identify and manage.
Check your document before uploading
Open the document and make sure it contains the correct information. Check that you have not accidentally included personal details, private notes or information that should not be shared publicly.
Remember that Media Library files may be publicly accessible
Uploading a document to the standard WordPress Media Library does not make it private. Anyone with the document’s URL may be able to access it, even if you have not added a link to it on a page.
Do not upload confidential or sensitive documents unless your website has appropriate access controls in place.
Test your document link
After adding the document to your website, click the link yourself to make sure it opens or downloads correctly.