COLLABORATING ON A YEARBOOK IN CANVA:
How to Work on Individual PDFs and Combine Them into One Project
Creating a yearbook is a big task, especially when you’re working with multiple people. Whether it’s teachers, students, or school staff helping out, collaboration is key — and Canva makes it easier than ever.
A great way to divide the workload is to have individuals work on specific pages or sections as separate PDF files, and then combine them into one overall yearbook project.
Here’s a step-by-step guide to doing just that:
Step 1: Plan the Yearbook Layout and Assign Pages
Before jumping into Canva, start with a clear layout plan:
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Decide how many pages your yearbook will have.
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Assign specific sections (e.g. Sports, Class Photos, Events, Awards, etc.) to different team members.
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Keep a master spreadsheet or document with everyone’s page numbers, responsibilities, and deadlines.
Tip: Ensure all contributors use the same page size (e.g. A4) and orientation (portrait or landscape) to make combining files easier later.
Step 2: Have Contributors Design Their Pages in Canva
Each contributor should:
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Create their assigned page(s) as a new Canva design.
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Use consistent margins, fonts, and colours to keep the final book cohesive. (You can download our templates here)
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When finished, download their pages as PDF Print files with:
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Crop marks and bleed turned on.
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Flatten PDF checked (for better compatibility).
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RGB colour profile (or CMYK if you’re using Canva Pro and planning to print professionally).
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They can send you their completed PDF files for final compilation.
Step 3: Create the Master Yearbook File in Canva
Once you’ve received all the individual PDF files:
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Open Canva and start a new design with the correct dimensions for the yearbook.
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Add enough blank pages to match the total number of pages you’re compiling.
Tip: Add page numbers early on if you’re planning to include them.
Step 4: Import the Individual PDFs into Canva

To add each contributor’s work into your master file:
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Upload each contributor’s PDF file into Canva via either the Uploads or Projects tab.
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Once uploaded, drag and drop each page from the PDF onto the appropriate page in your master yearbook file.
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If you’re using Canva Pro, you can click to import PDF pages directly into your design from the upload.
Step 5: Adjust and Finalise the Design
Once all pages are imported:
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Check alignment, spacing, and margins.
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Make sure all fonts and colours appear correctly.
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Standardise any headers, footers, or page numbers.
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Proofread for consistency and typos across all pages.
Step 6: Export the Final Yearbook for Print or Digital Use
When you’re ready to export:
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Click Share > Download.
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Select PDF Print as the file type.
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Turn on:
– Crop marks and bleed.
– Flatten PDF.
– Use CMYK if available for professional printing.
Download and test print a copy before sending it to the printer or sharing it digitally with your school community.
Why This Method Works Well
✔️ Efficient Collaboration
Everyone works independently without needing to edit the same file at once.
✔️ Easy Version Control
You avoid overlapping edits and accidental design changes.
✔️ Flexible Compilation
You can easily reorder, swap, or replace pages before finalising the book.
Final Tips
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Create and share a page design checklist to ensure uniformity across designs.
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Use a shared folder (e.g. Google Drive or Dropbox) for contributors to upload their PDFs.
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Consider locking the layout in each page before importing to prevent accidental edits.
Need help setting up your yearbook project?