1. Webmasters’ Guild Word Training

2. Making Better Word 2007 (and 2003) Documents Styles…Images…Lists Oh my!

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

4. 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

5. Webmasters’ Guild 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!

6. Webmasters’ Guild 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?

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

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

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

10. Webmasters’ Guild 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 useEasy

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

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

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

14. 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

15. Webmasters’ Guild 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

16. 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

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

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

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

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

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

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

23. Webmasters’ Guild Word Training Check Formatting- 2003

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

25. Webmasters’ Guild Word Training Lists- 2003

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

27. Webmasters’ Guild 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

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

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

30. Webmasters’ Guild 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

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

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

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

34. Webmasters’ Guild Word Training 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

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

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

37. Webmasters’ Guild 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 Keep in mind that now you’ve got options: Print Quick Print Print Preview

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

39. Webmasters’ Guild Word Training Resources Web accessibility information: OFT - http://www.cio.ny.gov/Policy/ecommerceindex.htmhttp://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

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

41. Webmasters’ Guild Word Training