Graduate e-portfolio Setup Directions This set of instructions is in several sections so that you may use the ones that you need. Section 1 Structure (It is a good idea to create folders in one place on your computer so that you can organize your documents and files. It burns to a CD much better this way.) Section 2 Using Word to create web pages (Reviewers will be able to assess your files much better if they can open them! Files that tend to open on all computers are web pages, rich text files, and PDF files.) Section 3 Creating Hyperlinks (If you can link documents the Reviewers will love you. You are strongly urged to create a home page that will be used as a table of contents which links to all your other files.) Section 4 Burning the CD with XP (You can certainly use Roxio or any other program that you have on your computer. However, these instructions also help you to be sure you are burning everything you need, and how to check your CD when you ve completed the burn.) Section 5 Creating PDF files Section 1: Structure 1. In My Documents (or a jump drive), create a folder that will be your root directory. This will be the information that you will burn onto your CD or DVD later. To create a folder, right click in the right-hand pane, choose NEW, choose Folder, and type in the name. 2. Give it a name you will remember, (example below is: gibson_melissa) 3. When working with files and folders, remember three important conventions: 1. Keep file names short 2. Use NO spaces (use underscores, periods, or dashes instead) 3. Consistently use lower case 4. Inside the root directory, (in the example below, root directory is gibson_melissa) set up folders for your documents that might have lots of files (like units or lessons). In the example, I would use the images folder for pictures and scanned images. I would use the papers folder for papers and re-writes from other classes such as EDUC 630 and EDUC 631. I would use the personal folder for my Professional Growth Plan, Resume, Letter to Reviewer, Philosophy, Dispositions Survey, etc. 5. Before you save each file into a folder it is a good idea to include your name, copyright date, and contact information. Or at least your name so the reviewer doesn t forget who they are assessing. You can use a footer if you know how, or just type your name at the bottom of the page. 6. Create your portfolio entries using Word or some other word processor (directions beginning with number 9 are for Word 2007). Then save each page as a web page or as a PDF file and save them in a folder that is organized in your root directory. Make SURE that you use NO SPACES in the File Name or Folder Names that you choose spaces do not always burn well on a CD. The only page that you really need to have directly in your root directory is the page you use for the Table of Contents. Page 1 of 10
7. Also, at the top of the page under the title you may want to type the following: Click the BACK button to return to the previous page. 8. Finally, BACK UP your work in another place or another jump drive. I can t stress this too much. You don t want to lose many hours of work because of a hard drive failure. Section 2: Using Word to Create and Manage a Web Page 9. Keep in mind that when you have lots of pictures or other types of formatting in a Word document, it doesn t always save well as a web page. If that happens go back and save it as a PDF. (You have to get an add-in from Microsoft to do this if you are using Word 2007.) If you don t have Word 2007, there are instructions in Section 5 about how to use a free program. 10. When you have a Word file open that you want to put in your portfolio, choose Home button / Save as / Other Formats. Home Button 11. Click the change title button and type in a descriptive title this will show up in the title bar of the browser. For this title you may use title case and all the spaces you want. Make sure that you have chosen Web Page in the Save as type: text box. Page 2 of 10
12. Saving the document as a web page will create a web page file AND a folder that goes with it. You should never mess with the folder don t look in it, don t save things in it, and don t move it. Another Note about Content Whatever you create (or have created) either save the pages as web pages (BEST CHOICE) or as PDF files. Then you can save the files right into the correct folder in your root directory and link to them from the table of contents (index.htm). We have found that even PDF files will not open on some of our computers. NO DOCUMENTS SHOULD BE LEFT AS WORD DOCUMENTS DOCUMENTS OR ANY OTHER TYPE You should NOT LINK to any file other than a web page (.htm or.html) or PDF (you can try Rich text format, but that can be iffy (.rtf)). (Even PowerPoint is not a good idea unless you include the PowerPoint viewer on the CD. PowerPoint shows can be printed to Word very nicely and then turned into PDF.) Section 3: Linking Everything Together Once you have all your files in place, you can create the table of contents. Type in your entries, putting them in the order listed in the current Graduate Orientation Handbook. Your page might look something like this: Page 3 of 10
13. To create a hyperlink, highlight the text to use as the hyperlink. Then choose the Insert Tab on the Ribbon, and choose Hyperlink. 14. There are several choices next. One is to hyperlink to an outside website if that is what you want, choose this setting (see red arrow below) and type in the URL. URL 15. Another choice is to link to bookmarks you may have created in the webpage itself. See how to make bookmarks at the end of this document. Page 4 of 10
16. Another choice is to create a new document: 17. Another choice is an email address: Page 5 of 10
18. But mostly you will use the Existing File or Web Page choice and link to another file in your root directory: 19. A bookmark will allow a reviewer to jump from the hyperlink to a different place in the same file. Place the cursor in front of the text or object that you want to bookmark. On the Ribbon, choose Insert, and then choose bookmark. Creating bookmarks 20. Type in a descriptive, short word with NO SPACES. Click Add. 21. To hyperlink to this bookmark, see the above instructions, number 15. Page 6 of 10
Section 4: Finally. The BURN Here are the directions to burn your CD using Windows XP. The CD that you use should be a CD-R they are cheaper and work just fine, and you can also reburn these many times if you find a mistake you must fix. They also work in many more computers than a CD-RW will. 1. Burn CD Using Windows XP a. Open Windows Explorer (Windows-E) b. Open your folder so you see the contents of your root directory (remember mine? gibson_melissa) in the right hand pane. c. Place a CD-R in the CD-Rom drive (remember it has to be a drive that will burn a CD) d. Scroll up the left hand pane of Windows Explorer until you see the CD Drive (E in this picture): e. Click in the right-hand pane and press CTR-A to select all files on the right-hand pane these are the files you will be burning directly to the CD. Page 7 of 10
f. Drag these files to the left pane to the CD Drive (D) (make sure that CD Drive (D) turns blue, then let go of the mouse button) g. You will see a copying dialog box h. When the computer is finished, you will see a yellow balloon pop up at the bottom of the screen. If you do NOT see the balloon, see *** at the end of these directions. i. Click the balloon. j. Click Write these files to CD k. In the CD writing wizard box, give your CD a name l. Click Next and wait. Page 8 of 10
m. When finished, the CD-Rom tray will pop open and you will see: 2. Click Finish. Place your CD into a different computer s CD-ROM and open Windows Explorer. Open your table of contents file. 3. Check all the hyperlinks to make sure the files burned correctly. *** If you don t see the balloon, in Windows Explorer (WinE) click on the CD drive in the LEFT PANE. Choose File / Write these files to CD. Follow the rest of the directions above. Page 9 of 10
Section 5: Creating PDF files 1. If you have Word 2007 the best way to create PDF files is to download and install the add-in from Microsoft.com. Then you simply choose File / Save As and choose PDF file from the list. 2. If you have an earlier version of Word, you can use a freeware program called Cute PDF Writer. Get it from http://www.cutepdf.com/download/cutewriter.exe and install it. You will also need to install a PS2PDF converter such as Ghostscript (recommended). The website for Ghostscript is http://www.cutepdf.com/download/converter.exe 3. Once those programs are installed, you make a file into a PDF by choose to print. In the print dialogue box, choose CutePDF Writer from the list of printers. Click OK, and wait. 4. Cute PDF Writer will open with your new PDF file. Choose File / Save and put it where you want it. This file should now open in most Adobe Acrobat Readers. Page 10 of 10