Making the Most of Microsoft Word: Hands-on Activities for Creating Word Documents for Conversion to HTML or PDF.
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1 Making the Most of Microsoft Word: Hands-on Activities for Creating Word Documents for Conversion to HTML or PDF. Goals Learn some of the advantages of working in outline view. Learn how to apply styles to format Word for conversion to HTML. Learn how to apply styles to format Word for conversion to PDF Learn what transfers and what does not when sent to other formats. Learn the advantages of adding styles for PDF. Compare the various methods for making a Word Document into HTML. Shortcut Keystroke Summary Ctrl + Home Go to very beginning of document. Ctrl + C copy selected text. Ctrl + V paste selected text. Ctrl + A select all. Ctrl + Shift + S- apply style. Ctrl + Shift + right arrow select entire next word Ctrl + F Find Ctrl + H Hunt (find and replace) Ctrl + Shift + Heading # apply heading level # Ctrl + Shift + N apply the normal style Working Document We will be taking a document developed in Word that needs to go both to print and to the web. We will be applying styles and creating both HTML and PDF versions. We will use Heading levels to organize the text content. The text will be styled so that each Headings will create Bookmarks for use in PDF format, and so that a table of contents can be created as hyperlinks for the HTML version. Access to Postsecondary Education through Universal Design for Learning
2 The Task prepare a document to be exported to multiple formats. Exercise # 1 Open Using Stlyes.doc Exercise # 2 Go to Outline View (View > Outline) (Alt + Ctrl +O) Step 1. Organize your Document by adding Styles. Note: for today s class we will start with a formatted document. 1. If starting from scratch, use Outline View to write the framework of your paper or presentation. 2. Go to View > Outline. a) Outline automatically assigns levels or hierarchies for the document as you organize it, and applies styles accordingly. 3. If cleaning up a document that is already written, select Go to Format > Styles and Formatting. 4. Select the text you wish to categorize and then apply the style you wish by choosing it from the Styles and Formatting List. 5. "Chunk" the document into headings and subheadings. Generate a Table of Contents if needed. Step 2. Add alt text to explain all pictures and diagrams 1. Go to the first image in your document, double-click or select the alternate menu by right click or shift F10 and then select Format Picture. 1. Select the Web tab, type in the Alt Text that best describes your graphic. 2. The best descriptions will clearly convey your intent for including this graphic. Step 3. Check Figures and Tables for use of Captions and Table Headings 1. Tables can have header rows assigned using Tables > Heading Rows Repeat Access to Postsecondary Education through Universal Design for Learning 2
3 2. Select the rows which contain the heading information for the table, then go to Tables > Heading Rows Repeat. Step 4. Export to chosen program. A. For PDF Prepare to send to PDF Access to Postsecondary Education through Universal Design for Learning 3
4 4. Add metadata in File > Preferences, Summary Tab. b) PDF will retain all information entered into Word preferences. c) Metadata such as keywords will make PDF more searchable if posted on the web. 5. Add Header and Footer information. 6. Create the PDF: Select Adobe PDF > Convert to Adobe PDF. NOTE: Select Adobe PDF as a print option does not create tagging, nor bookmarking. B. For HTML Prepare to Send to HTML a) Add a descriptive page title via File > Preferences. 1. Add Table of Contents with Hyperlinks for navigation within the document. Go to the menu Insert > Reference > Index and Tables (Alt + I, N, D). Access to Postsecondary Education through Universal Design for Learning 4
5 Tables Dialogue box will appear. 2. Select the tab labeled Table of Contents. The Index and 3. Uncheck the box labeled Show page numbers. Select the OK button. Table of Contents will appear where cursor was located. b) Remove Header and Footer information, replicate in document what aspects need to remain. 4. Go to View > Header and Footer 5. Go to first page of document (Ctrl + Home) 6. Copy ACCESS logo (Ctrl + C) 7. Paste into body of document. 8. Repeat Process for CSU logo. 9. Delete Header content (Position cursor in Header, select all (Ctrl + A), delete). Access to Postsecondary Education through Universal Design for Learning 5
6 10. Repeat for first page Footer and for subsequent Footer content. 2. Save as Filtered HTML. c) Clean up HTML by adding Doctype statement. (Hint: Create a new document and copy Doctype.) or d) Use HTML editor to clean up Word (In Dreamweaver, Commands > Clean up Word HTML). Access to Postsecondary Education through Universal Design for Learning 6
7 3. Use Dreamweaver Import Word Document with Full Formatting. e) Will generate valid HTML document. f) Will create accessible HTML table. g) Code will be cleaner without Microsoft "bloat code". Access to Postsecondary Education through Universal Design for Learning 7
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