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
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Web History 101
Why was the Web Invented?
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Web History 101 Answer
Share information between scientists
Interoperation with computer systems
Public standards
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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?
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Do You Remember?
 Do we still see this today?
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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?
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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?
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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
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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.
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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.
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Styles and Formatting Location
 Open Microsoft Word
 Locate the Styling and Format Toolbar
 Locate the Styling and Format Sidebar
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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.
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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
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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.
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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.
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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.
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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.
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Inserting Images
 Insert,
 Picture,
 From File.
 Four Types:
 Decorative
 Decorative – No description
 Informative
 Chart
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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.
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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.
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Charts (Images)
 Used to represent a set of data, charts are a type of image.
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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).
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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
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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)
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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.
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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.
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List Activity
 When would you use:
 An UNORDERED LIST?
 An ORDERED LIST?


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Create an ORDERED LIST with 5 items
Change the bullets on the UNORDERED LIST
Change the bullets on the ORDERED LIST
Save your document
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Charts
Use:
Charts: Visual way of representing a group of data
Best Practice:
Create charts within the program – datatable info
is automatic.
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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.
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Chart Activity - Inserting
Insert chart using the INSERT function
Change the information in the data table
Exit the chart editing mode
Save your document
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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.
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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
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Final Touches
 Presentation
Properties
 Save Presentation
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Final Touches Activity
Open the PROPERTIES for the document
Insert your information
Save your document
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Best Practices for Word Review
Styling and Format
Images
Lists
Charts
Properties
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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
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Word to HTML
Publish your Word Document to the Web
in Accessible HTML Format:
Accessible Web Publishing Wizard for
Microsoft® Office
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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.
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Starting the Wizard
 Review document and Best Practices
 Start Wizard by selecting “Save as Accessible
Web page” from FILE menu
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Splash Screen
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Document Info
If you have entered information into the properties box, the Wizard will
extract the information automatically.
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Images
The Wizard will promt you for the type of image an object represents
and ask for the appropriate descriptions based on your choice.
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Charts
When a chart is created in the document, the Wizard automatically
exports the datatable information. You only need to enter description
information.
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Charts that are images
When a chart is an imported object, the Wizard will prompt you
for datatable variables.
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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
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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
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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
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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
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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
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