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
[email protected]
Webmasters’ Guild
Word Training
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
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Word Training
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!
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Word Training
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
Getting It Right From the Start
Add Structure •Styles
•Lists
•Tables
•Page Columns
•Links
•Alt Text for Images
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Word Training
Before Typing- Check Acrobat
Word has Acrobat
add-on
•Click on Acrobat
in toolbar
•Select
preferences as
shown
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Word Training
Before Typing- Check Acrobat
Only need to do
this once and then
you’re set!
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Word Training
Styles- 2007
DON’T CHANGE FONT SIZE- Use Styles
•Easy to find
•Can be customized- better to use default
Style Sets
•Easy to use
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Word Training
Word 2003- Style Panel
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Word Training
Word 2003- Easier Style Panel
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Word Training
Styles- Headings
•Used to “chunk out” content
•Make sure it is hierarchical
oSimilar to H1 and H2 headings for web
•Can be applied as you go or after you finish
typing the document
Webmasters’ Guild
Word Training
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
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Word Training
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
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
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Word Training
When Style Choices are Missing- 2003
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Word Training
Format Clearing and Painting- 2007
1
2
Clearing- use white eraser
Painting- use yellow brush
1
2
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Word Training
Format Clearing- 2003
1
Select all
2
1
Clear >> Formats
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Word Training
2
Easy Format Clearing- 2003
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Word Training
Easy Format Painter- 2003
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Word Training
Check Formatting- 2007
Styles window
open, icon for the
"Style Inspector" at
the bottom
“Reveal Formatting”
pane opens
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Word Training
Check Formatting- 2003
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Word Training
Lists- 2007
•Numbered- sequence matters
•Bulleted- group of items
•Use list commands to add structure- can
customize look of list
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Word Training
Lists- 2003
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Word Training
Tables
2007- Select Insert >>Tables >> Table from
the ribbon
2003- Select Table>> Insert
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Word Training
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
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Word Training
Insert- 2003
All under Insert drop
down list
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Word Training
Insert Pictures, Hyperlinks,
Headers, Footers- 2007
Use the Insert
tab to liven up
text
Tables
Footer
WordArt
Hyperlink
Header
Page numbers Text boxes
Quick Parts- pretty powerful
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Word Training
Adding Hyperlinks- 2007
1. Highlight text
2. Select Insert >> Links >> Hyperlink
3. Type (or better yet- copy and paste) the
URL
4. Properly tagged links
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Word Training
Alt Text for Images- 2007
•Increases search results
•Required for screen
readers
oRight click on image
oselect Size; new box
oselect the Alt Text
tab
oType in alternate text
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Word Training
Alt Text for Images- 2007
The “.doc” file
format is a
little different
than the
“.docx” file
format.
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Word Training
Alt Text for Images- 2003
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Word Training
Ready to Convert to PDFAcrobat Plug In
•Select Acrobat from the ribbon>> Create
PDF
•More work for formatting accessible tablesleave for program web staff
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Word Training
Ready to Convert to PDF Using
Microsoft PDF
Webmasters’ Guild
Word Training
Ready to Convert to PDF Using
Microsoft PDF
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Word Training
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 1
Keep in mind that now you’ve got options:
2 Print
3 Quick Print
4 Print Preview
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Word Training
Ready to Print in 2003?
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Word Training
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
Let’s make content available for
everyone in the public.
Great Start = Better and More Effective
Communication to More People
Webmasters’ Guild
Word Training
Webmasters’ Guild
Word Training