Publishing Microsoft Word files to the Web by ahd19113

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									           Publishing Microsoft
              Word files to the
                          Web

                                        Christy Blew, M.S.
             University of Illinois at Urbana/Champaign




Illinois Center for Instructional Technology Accessibility (iCITA)
     What you will need

Illinois Accessible Web Publishing Wizard
  Download the demo version of the Wizard from
   http://www.accessiblewizards.uiuc.edu
  Follow the directions for installing that are on
   the website. You will need to close PPT to
   install the program.


Microsoft Word 2000 - 2003


              Illinois Center for Instructional Technology Accessibility (iCITA)
    Web History 101

Why was the Web Invented?




          Illinois Center for Instructional Technology Accessibility (iCITA)
    Web History 101 Answer

Share information between scientists
Interoperation with computer systems
Public standards




           Illinois Center for Instructional Technology Accessibility (iCITA)
    Interoperability

Compatible Communications Paths
   Information can be retrieved without having to
   have certain programs, browsers, or system
   platforms.


Is the Web Interoperable today?
   Why or why not?




             Illinois Center for Instructional Technology Accessibility (iCITA)
     Do You Remember?




 Do we still see this today?


              Illinois Center for Instructional Technology Accessibility (iCITA)
    Publishing to the Web

What are some common formats:
   we publish information to the web?
   we publish documents to the web?


Which of these formats meet the
 Interoperability test?



             Illinois Center for Instructional Technology Accessibility (iCITA)
    Publishing Microsoft Word

What saving formats does Word offer?
   Look under the FILE menu in Word.


What might be limitations to using each of
 these formats to publish a Word document
 to the web?

Which format would be the most effective?

            Illinois Center for Instructional Technology Accessibility (iCITA)
     Best Practices for MS Word

What are Best Practices?
   Collection of application functions including
    what to avoid when preparing Microsoft Office
    files.
Best Practices for Word includes:
   Headers
   Images
   Charts
   Lists


              Illinois Center for Instructional Technology Accessibility (iCITA)
     Why Worry About Best Practices?

Limited “formal” training in Word

Benefits of Best Practices
   Creates a more structured document.
   Improves conversion of document.
   Save time while preparing a more quality
    document.



             Illinois Center for Instructional Technology Accessibility (iCITA)
     Styles and Formatting

User-defined formats that control the look
 and feel of paragraphs, characters, tables
 and lists.

Best Practice:
  Format your document using the Styling and
   Format functions.



            Illinois Center for Instructional Technology Accessibility (iCITA)
     Styles and Formatting Location




 Open Microsoft Word
   Locate the Styling and Format Toolbar
   Locate the Styling and Format Sidebar


               Illinois Center for Instructional Technology Accessibility (iCITA)
      Applying Styles and Formatting

 Prior to typing text:
    Place the cursor at the spot
     where the Header will be
     inserted. Select the Header
     style, then type the text.


 Reformatting text:
    Highlight the text that will be
     changed then select the style
     from the style choices.


                 Illinois Center for Instructional Technology Accessibility (iCITA)
     Styling and Format Activity

 Create a new document
 Open the Styling and Formatting as a sidebar
 Insert a few lines of text.
 Change text from normal to Heading 1 by
  using the Styling and Formatting toolbar.
 Change text to other styles. Notice how the
  current style is highlighted in the sidebar.
 Select a style then insert new text on a line


             Illinois Center for Instructional Technology Accessibility (iCITA)
       Modifying Styles and Formatting

 The formatting style can be
  changed by selecting the
  arrow at the right of the style
  you are wanting to change.
  This will bring up the
  submenu. Select Modify and
  the Modify Style window
  opens. Make changes as
  desired and select OK to
  continue. Any text in the
  document with that style will
  change to the new format.


                 Illinois Center for Instructional Technology Accessibility (iCITA)
     Modifying Styling and Format Activity

Change the “normal” style to Arial, 9 point.
 Notice how all text that uses this style has
 changed.
Change the style of the different Headings.
 Use different fonts and sizes. Notice how
 all change.
All formatting features can be changed
 including thing like indentation and line
 spacing.

            Illinois Center for Instructional Technology Accessibility (iCITA)
     Styling and Format Thoughts

Headers:
   Separates sections of the document.
   Creates an outline or table of contents for the
   document.
   Headers are used in a heirarchy manner. H1 is
   generally the main point, H2 are the subpoints
   of H1, H3 are the subpoints of the H2, etc.
   Think of an oultline.



             Illinois Center for Instructional Technology Accessibility (iCITA)
     Images

 Use:
   Reference, emphasis, explanation, or aesthetics
   Imported data objects


 Best Practice:
   Use the “Insert” feature, not cut/paste from other source.
   Use images that are representative of the content of the
    document.




                Illinois Center for Instructional Technology Accessibility (iCITA)
     Inserting Images

 Insert,
 Picture,
 From File.

 Four Types:
   Decorative
   Decorative – No description
   Informative
   Chart


                  Illinois Center for Instructional Technology Accessibility (iCITA)
       Decorative Images

 A Decorative Image would be one that is
  placed in a document such as a logo or
  snapshot. The image does not convey
  any information about a process or
  action.

 A Decorative Image that would not use
  a description would be an image object
  with no value to the document. This may
  be a transparent image used as a
  spacer or an image that is used in
  conjunction with another aspect of the
  page, but does not convey any
  information.




                  Illinois Center for Instructional Technology Accessibility (iCITA)
       Informative Images

 An Informative Image is one that supports the context of the
  document and/or conveys information to the user. This may be an
  image that has been grouped together to form on single image or an
  Organizational Chart.




                  Illinois Center for Instructional Technology Accessibility (iCITA)
        Charts (Images)

 Used to represent a set of data, charts are a type of image.




                   Illinois Center for Instructional Technology Accessibility (iCITA)
       Images - Grouping

 Several images are selected and connected to create a single
  image.

 Select all image to be grouped (each will have a bounding box).

 Select GROUP from the DRAWING Toolbar (you can also right click
  to get the GROUP option).




                   Illinois Center for Instructional Technology Accessibility (iCITA)
    Images Activity

 Locate the DRAWING toolbar
 Insert various drawing items into your
  document
 Group/ungroup different objects
 Resize a grouped and an ungrouped
  image
 Save your document


            Illinois Center for Instructional Technology Accessibility (iCITA)
      Lists

 Use:
    Emphasize information, group information, or represent
     information in a certain order.

 Best Practice:
    Create lists by using the Bullets and Numbering feature


 Two Types:
    Ordered (1,2,3)
    Unordered (bulleted)


                Illinois Center for Instructional Technology Accessibility (iCITA)
  Lists - Ordered
Ordered lists are a sequence of items followed in a
particular order. Ordered lists are used with directions,
 such as the steps in a recipe. This type of list would
           include two or more list elements.




            Illinois Center for Instructional Technology Accessibility (iCITA)
       Lists - Unordered
Unordered lists can also be referred to as bulleted items. This
     type of list would include one or more list elements.
     Use the icon on the toolbar or open the Bullets and
            Numbering box from the format menu.




                Illinois Center for Instructional Technology Accessibility (iCITA)
      List Activity

 When would you use:
     An UNORDERED LIST?
     An ORDERED LIST?


   Create an ORDERED LIST with 5 items
   Change the bullets on the UNORDERED LIST
   Change the bullets on the ORDERED LIST
   Save your document


             Illinois Center for Instructional Technology Accessibility (iCITA)
     Charts

Use:
  Charts: Visual way of representing a group of data


Best Practice:
  Create charts within the program – datatable info
   is automatic.




              Illinois Center for Instructional Technology Accessibility (iCITA)
         Charts - Inserting

 Open the DATASHEET window.
     (INSERT then PICTURE then
      CHART)

 Enter your chart data into the table
  cells.
     (Change the value by highlighting
      the value and typing in a new
      value or use the up and down
      arrows to select a value.)

 Close the datasheet window to
  return to chart.

 Select the chart to activate the
  datasheet window again.




                      Illinois Center for Instructional Technology Accessibility (iCITA)
    Chart Activity - Inserting

Insert chart using the INSERT function
Change the information in the data table
Exit the chart editing mode
Save your document




           Illinois Center for Instructional Technology Accessibility (iCITA)
       Charts - Format chart

 Select chart to activate.
    (Active chart has
     diagonal-lined box around
     it)

 Select option from
  CHART menu item.
    (This is only visible when
     chart is active)

 Make format changes to
  chart type, colors, font,
  etc.


                  Illinois Center for Instructional Technology Accessibility (iCITA)
     Chart Activity - Formatting

Insert a new chart or use an existing one
Change the chart styling
Change one of the formatting options
Save your document




            Illinois Center for Instructional Technology Accessibility (iCITA)
     Final Touches

 Presentation
  Properties

 Save Presentation




             Illinois Center for Instructional Technology Accessibility (iCITA)
    Final Touches Activity

Open the PROPERTIES for the document
Insert your information
Save your document




          Illinois Center for Instructional Technology Accessibility (iCITA)
    Best Practices for Word Review

Styling and Format
Images
Lists
Charts
Properties




           Illinois Center for Instructional Technology Accessibility (iCITA)
    Publishing to the Web - Review

What are some common formats:
   we publish information to the web?
   we publish documents to the web?


Which of these formats meet the
 Interoperability test?



             Illinois Center for Instructional Technology Accessibility (iCITA)
     Convert to HTML

 Why convert to HTML??

   Reach a larger audience
   Offer current audience more efficient way to get
   information
   No secondary program needed to view
   No worry about converting from .doc to other format
   Better usability for all, including those with disabilities




                Illinois Center for Instructional Technology Accessibility (iCITA)
  Word to HTML

Publish your Word Document to the Web
       in Accessible HTML Format:

 Accessible Web Publishing Wizard for
            Microsoft® Office




         Illinois Center for Instructional Technology Accessibility (iCITA)
         Accessible Web Publishing Wizard for
         Microsoft® Office
 Provides a simple way to create highly
  accessible and standards compliant
  web versions of Office documents

 More accessible and usable by
  everyone, including people with
  disabilities.

 Supports everyone from legacy
  browsers and slow Internet
  connections to the needs of blind
  users with screen readers.

 Documents created with the Wizard
  can be put on the web, e-mailed to
  colleagues, shared on intranets and
  read with a wide variety of web
  browsers.




                       Illinois Center for Instructional Technology Accessibility (iCITA)
     Starting the Wizard

 Review document and Best Practices

 Start Wizard by selecting “Save as Accessible
  Web page” from FILE menu




             Illinois Center for Instructional Technology Accessibility (iCITA)
Splash Screen




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       Document Info

If you have entered information into the properties box, the Wizard will
                   extract the information automatically.




                   Illinois Center for Instructional Technology Accessibility (iCITA)
      Images

The Wizard will promt you for the type of image an object represents
    and ask for the appropriate descriptions based on your choice.




                 Illinois Center for Instructional Technology Accessibility (iCITA)
     Charts

When a chart is created in the document, the Wizard automatically
exports the datatable information. You only need to enter description
                             information.




                 Illinois Center for Instructional Technology Accessibility (iCITA)
Charts that are images
 When a chart is an imported object, the Wizard will prompt you
                      for datatable variables.




         Illinois Center for Instructional Technology Accessibility (iCITA)
Exporting

Select a background color based on your
                presentation




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Output Options




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   Saving


Select Save Output:

   Save to disk
  Save to ZIP file
 Save to WebDAV




           Illinois Center for Instructional Technology Accessibility (iCITA)
     Using the Demo Version of the Wizard

 The demo version of the Wizard will only convert
  the first 1200 – 1500 visible character of your
  document To experience the Wizard to its full
  extent, include the following in the first part of
  your document:
   Text that incorporates at least 3 headings
   At least one decorative image
   At least one informative image
   At least one chart created by using the Insert Chart
    function
   At least one “chart” that is an imported image


              Illinois Center for Instructional Technology Accessibility (iCITA)
     Conversion Activity

 Using the Accessible Web Publishing Wizard,
  convert the document “styling.doc” to HTML
  format.
 Designate images:
   decorative image
   informative image
   chart (created from using the Insert Chart feature)
   chart (an imported image/graphic)
 Open the new HTML document

              Illinois Center for Instructional Technology Accessibility (iCITA)
     Word to HTML - Views

How did the Wizard utilize your Heading
 structure?
How did the charts output?
How can saving Word documents as
 HTML benefit individuals?
   with disabilities?
   without disabilities?



              Illinois Center for Instructional Technology Accessibility (iCITA)
     Why the Wizard?

There are several ways to export Word to
 HTML out there, why use the Wizard?
   CSS based output with clean code
   Build in accessibility without having to have a
   knowledge of accessibility or HTML
   Creates an output usable by everyone
   including those with disabilities




             Illinois Center for Instructional Technology Accessibility (iCITA)
     Accessible Web Publishing Wizard for
     Microsoft® Office
                    Free demo version available at
                   www.accessiblewizards.uiuc.edu


                              License Options:

                              Standard Licenses
              starting at $39.95 and discounts with the more you buy
                                (bundled purchase)

                                 Site Licenses
(annually renewed) starting at $10.00 per computer for 100 computers and discounts
                               with the more you buy.

                     Special Offers for Illinois Institutions




                   Illinois Center for Instructional Technology Accessibility (iCITA)
     More information

Thank you for your interest. Comment or
 questions can be sent to Christy Blew,
 clblew@uiuc.edu

Other Office to Web Training Information:
   http://www.cita.uiuc.edu/presentations/office2web/index.php




                Illinois Center for Instructional Technology Accessibility (iCITA)

								
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