How to deal with web content supplied in Office 2007 or PDF files. Show your clients how to PDF or create images. New XML format and digging into it.

1. Office 2007for Web People Tips and Tricks 10th April 2010 1 Office 2007 for Web People (c) Blue Mettle

2. Content supplied in Office or PDF? How often does your client give you web site content in MS Office or PDF format? How can you extract the images? Your client doesn’t have an image editor or conversion tool (they have, but don’t know it). While testing their new web site, your client gets an error (or their screen doesn’t display the same as yours), how can they show you what they are seeing? 10th April 2010 2 Office 2007 for Web People (c) Blue Mettle

3. Office 2007 - new XML format 70% smaller More secure (eg. Encryption) Less corruption, crashes, etc Better document recoveryeg. You can recover a single sheet from an Excel workbook 10th April 2010 3 Office 2007 for Web People (c) Blue Mettle

4. New XML format Office documents now have a 4 letter extension MS Word.doc -> .docx Standard doc .docm Macro enabled MS Excel.xls -> .xlsx Standard workbook .xlsm Macro enabled Note: Saving as standard deletes all macros Make sure your content management system caters for uploading files with 4 letter extensions (and recognises them as Office docs) 10th April 2010 4 Office 2007 for Web People (c) Blue Mettle

5. Opening up XML file All office docs are actually zipped folders Images, style sheets, link references are all separate elements Add .zip to end of filename: eg. MyDocument.docx = MyDocument.docx.zip Document now shows as a folder in Windows Explorer 10th April 2010 5 Office 2007 for Web People (c) Blue Mettle

7. XML components Explore the components of the files inside the folder All xml files will open in your browser as “read only” Use a program such as “XML Notepad” to edit(ie. you can edit the document without needing Office). 10th April 2010 7 Office 2007 for Web People (c) Blue Mettle

8. Office 2003 docs? If you have 2007, you can convert to the new format Office button > Convert icon(will only appear when you open a 2003 file) OR, in any version of Office, “Save As” an html file You will see an “.html” file with a corresponding folder (same as saving a web page from the browser) Eg. MyNewDocument.docx saves as “MyNewDocument.html” + “MyNewDocument_files” folder(dig into folder to find image files) 10th April 2010 8 Office 2007 for Web People (c) Blue Mettle

9. You have Office 2003 Client sends you 2007 file Microsoft provides a free plug in so you can read 2007 files“Microsoft Office Compatibility Pack for 2007” 10th April 2010 9 Office 2007 for Web People (c) Blue Mettle

10. Adobe Reader PDF hints Some images in PDFs are single objectsie. click on an image and copy When you can’t select the single image, use the Snapshot tool in Adobe ReaderTools -> Select & Zoom -> Snapshot ToolDrag around image (automatically copies to clipboard) When text appears in columns or table form in a PDF, you can copy a single columnUse the Alt key while dragging the mouse over the single column 10th April 2010 10 Office 2007 for Web People (c) Blue Mettle

11. Office 2007 – save as PDF Office 2007 allows you to save any Office file as a PDF.... but you have to download the free plug-in first from Microsoft “Save as PDF or XPS” add-in Your clients can now create their own PDFs!! 10th April 2010 11 Office 2007 for Web People (c) Blue Mettle

12. Copying tables from a web page Select the entire table and copy Paste into a single Excel sheet, however Pasting as HTML includes messy links and broken images Pasting as text pastes into a single column To eliminate mess, and paste into separate cells, Paste normal into one Excel sheet Then copy from that same Excel sheet Then Paste Special (Values) into another clean sheet 10th April 2010 12 Office 2007 for Web People (c) Blue Mettle

13. MS Picture Manager Picture manager comes with Office 2003 & 2007(previously MS Photo Editor) Clients can use it to crop, edit and resize images(also converts to various image formats) How do you create a new image? Copy from elsewhere (eg. print screen, snipping tool, adobe reader, etc) Open Picture Manager (will open a folder of pictures it finds on the computer) Simply “Paste” and a new image is created in the folder(you have to look for it), called “New Picture X” 10th April 2010 13 Office 2007 for Web People (c) Blue Mettle

14. Grabbing screen shots Your client needs to show you their screen? Vista includes the Snipping Tool (similar to SnagIt) Once image is clipped, click Email icon in Snipping Tool(creates a new email with image included) MS OneNote (often installed with Office, but rarely used) Use the Windows Key + S Need to open OneNote for the first time (to activate) Thereafter, no need to have OneNote open Then copy into an email 10th April 2010 14 Office 2007 for Web People (c) Blue Mettle

15. Images too large to send? Compress all images in a document Click on any one image MS Office 2007 (Picture Tools > Format > Compress Pictures) MS Office 2003 (Picture Toolbar > “Compress Pictures) OR open the “Tools” drop down box when you “Save As” Compress a single image Use MS Picture Manager 10th April 2010 15 Office 2007 for Web People (c) Blue Mettle

16. Suggestions Create a content format policy Distribute to clients with your quote Include: Acceptable formats for content, eg. images, words, forms The additional cost for converting anything not in this format (eg. “.. will be charged at our hourly rate”) Proof reading, copywriting and editing not included (or charged at ...) 10th April 2010 16 Office 2007 for Web People (c) Blue Mettle

18. Information architect

19. Software trainer10th April 2010 17 Office 2007 for Web People (c) Blue Mettle