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Webmasters’ Guild Word Training

Webmasters’ Guild Word Training. Making Better Word 2007 (and 2003) Documents. Styles…Images…Lists Oh my!. Webmasters’ Guild Word Training. Cathy Kittle Bureau Director for Publications and Internet NYS Department of Environmental Conservation cskittle@gw.dec.state.ny.us.

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Webmasters’ Guild Word Training

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  1. Webmasters’ Guild Word Training

  2. Making Better Word 2007 (and 2003) Documents Styles…Images…ListsOh my! Webmasters’ Guild Word Training

  3. Cathy Kittle Bureau Director for Publications and Internet NYS Department of Environmental Conservation cskittle@gw.dec.state.ny.us Webmasters’ Guild Word Training

  4. Better Documents- How? • Using STRUCTURE in your text creates BETTER Word documents • Easier to read • More professional-looking • Easier to change formatting • Converts into accessible PDFs with less work Webmasters’ Guild Word Training

  5. Why Should I Care? • Better looking documents • Speeds up document review • Agency websites- LOTS of PDFs • NYS Accessibility Mandate • Some are several hundred pages in length • More get posted every day! Webmasters’ Guild Word Training

  6. Getting It Right From the Start • Going from Word to PDF • Putting in a little work upfront, saves LOTS of time later! • Retrofitting a PDF with the required web tagging can take up to 4x as long as doing it right from the start • HOW can I get it right? Webmasters’ Guild Word Training

  7. Getting It Right From the Start • Add Structure - • Styles • Lists • Tables • Page Columns • Links • Alt Text for Images Webmasters’ Guild Word Training

  8. Before Typing- Check Acrobat • Word has Acrobat add-on • Click on Acrobat in toolbar • Select preferences as shown Webmasters’ Guild Word Training

  9. Before Typing- Check Acrobat Only need to do this once and then you’re set! Webmasters’ Guild Word Training

  10. Styles- 2007 • DON’T CHANGE FONT SIZE- Use Styles • Easy to find • Can be customized- better to use default Style Sets • Easy to use Webmasters’ Guild Word Training

  11. Word 2003- Style Panel Webmasters’ Guild Word Training

  12. Word 2003- Easier Style Panel Webmasters’ Guild Word Training

  13. Styles- Headings • Used to “chunk out” content • Make sure it is hierarchical • Similar to H1 and H2 headings for web • Can be applied as you go or after you finish typing the document Webmasters’ Guild Word Training

  14. Styles- Lots of Benefits!!! • Consistent and professional-looking Word documents • Style Sets in 2007: styles are similarly formatted • Can be changed quickly throughout the document at once • Automatic Table of Contents Webmasters’ Guild Word Training

  15. Styles- Lots of Accessibility!!! • Headings give you automatic PDF bookmarks and Table of Contents links • Styles give you automatic PDF tagging to help users with visual impairments Webmasters’ Guild Word Training

  16. When Style Choices are Missing- 2007 Open Styles Pane >> Options >> Show All Styles >> Check Show next heading >> Select New documents based on this template >> OK Webmasters’ Guild Word Training

  17. When Style Choices are Missing- 2003 Webmasters’ Guild Word Training

  18. Format Clearing and Painting- 2007 Clearing- use white eraser Painting- use yellow brush Webmasters’ Guild Word Training

  19. Format Clearing- 2003 Select all Clear >> Formats Webmasters’ Guild Word Training

  20. Easy Format Clearing- 2003 Webmasters’ Guild Word Training

  21. Easy Format Painter- 2003 Webmasters’ Guild Word Training

  22. Check Formatting- 2007 Styles window open, icon for the "Style Inspector" at the bottom “Reveal Formatting” pane opens Webmasters’ Guild Word Training

  23. Check Formatting- 2003 Webmasters’ Guild Word Training

  24. Lists- 2007 • Numbered- sequence matters • Bulleted- group of items • Use list commands to add structure- can customize look of list Webmasters’ Guild Word Training

  25. Lists- 2003 Webmasters’ Guild Word Training

  26. Tables 2007- Select Insert >>Tables >> Table from the ribbon 2003- Select Table>> Insert Webmasters’ Guild Word Training

  27. Page Columns Better not to use- hard to read on web! If you use them, DON’T use tabs! 2007- Use Page Layout >> Page Setup >> Columns 2003- Use Format >> Columns Webmasters’ Guild Word Training

  28. Insert- 2003 All under Insert drop down list Webmasters’ Guild Word Training

  29. Insert Pictures, Hyperlinks, Headers, Footers- 2007 Use the Insert tab to liven up text Tables Hyperlink Header Footer Page numbers Text boxes WordArt Quick Parts- pretty powerful Webmasters’ Guild Word Training

  30. Adding Hyperlinks- 2007 Highlight text Select Insert >> Links >> Hyperlink Type (or better yet- copy and paste) the URL Properly tagged links Webmasters’ Guild Word Training

  31. Alt Text for Images- 2007 • Increases search results • Required for screen readers • Right click on image • select Size; new box • select the Alt Text tab • Type in alternate text Webmasters’ Guild Word Training

  32. Alt Text for Images- 2007 The “.doc” file format is a little different than the “.docx” file format. Webmasters’ Guild Word Training

  33. Alt Text for Images- 2003 Webmasters’ Guild Word Training

  34. Ready to Convert to PDF- Acrobat Plug In • Select Acrobat from the ribbon>> Create PDF • More work for formatting accessible tables- leave for program web staff Webmasters’ Guild Word Training

  35. Ready to Convert to PDF Using Microsoft PDF Webmasters’ Guild Word Training

  36. Ready to Convert to PDF Using Microsoft PDF Webmasters’ Guild Word Training

  37. Ready to Print in 2007? First it’s smart to check how your pages are laid out for the printer Use the Page Layout tab. Then click on Print in Office Button Keep in mind that now you’ve got options: Print Quick Print Print Preview Webmasters’ Guild Word Training

  38. Ready to Print in 2003? Webmasters’ Guild Word Training

  39. Resources • Web accessibility information: • OFT - http://www.cio.ny.gov/Policy/ecommerceindex.htm • NYS Forum Accessibility Committee - • http://www.nysforum.org/committees/itaccessibility/ • Your agency web staff • Google- type in your question Webmasters’ Guild Word Training

  40. Let’s make content available for everyone in the public. Great Start = Better and More Effective Communication to More People Webmasters’ Guild Word Training

  41. Webmasters’ Guild Word Training

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