Office 2007 for Web People - dealing with clients' web content

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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.

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Office 2007 for Web People - dealing with clients' web content

  1. 1. Office 2007for Web People<br />Tips and Tricks<br />10th April 2010<br />1<br />Office 2007 for Web People (c) Blue Mettle<br />
  2. 2. Content supplied in Office or PDF?<br />How often does your client give you web site content in MS Office or PDF format?<br />How can you extract the images?<br />Your client doesn’t have an image editor or conversion tool (they have, but don’t know it).<br />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?<br />10th April 2010<br />2<br />Office 2007 for Web People (c) Blue Mettle<br />
  3. 3. Office 2007 - new XML format<br />70% smaller<br />More secure (eg. Encryption)<br />Less corruption, crashes, etc<br />Better document recoveryeg. You can recover a single sheet from an Excel workbook<br />10th April 2010<br />3<br />Office 2007 for Web People (c) Blue Mettle<br />
  4. 4. New XML format<br />Office documents now have a 4 letter extension<br />MS Word.doc -> .docx Standard doc .docm Macro enabled<br />MS Excel.xls -> .xlsx Standard workbook .xlsm Macro enabled<br />Note: Saving as standard deletes all macros<br />Make sure your content management system caters for uploading files with 4 letter extensions (and recognises them as Office docs)<br />10th April 2010<br />4<br />Office 2007 for Web People (c) Blue Mettle<br />
  5. 5. Opening up XML file<br />All office docs are actually zipped folders<br />Images, style sheets, link references are all separate elements<br />Add .zip to end of filename:<br />eg. MyDocument.docx = MyDocument.docx.zip<br />Document now shows as a folder in Windows Explorer<br />10th April 2010<br />5<br />Office 2007 for Web People (c) Blue Mettle<br />
  6. 6. Drill down into document folders<br />Use Windows Explorer to dig into composite files and folders of the document<br />eg. Word -> Media -> image1.jpeg<br /><ul><li>Images inside the file are saved as PNG, GIF or JPEG depending on the original source (ie. from where it was copied or inserted).</li></ul>10th April 2010<br />6<br />Office 2007 for Web People (c) Blue Mettle<br />
  7. 7. XML components<br />Explore the components of the files inside the folder<br />All xml files will open in your browser as “read only”<br />Use a program such as “XML Notepad” to edit(ie. you can edit the document without needing Office).<br />10th April 2010<br />7<br />Office 2007 for Web People (c) Blue Mettle<br />
  8. 8. Office 2003 docs?<br />If you have 2007, you can convert to the new format<br />Office button > Convert icon(will only appear when you open a 2003 file)<br />OR, in any version of Office, “Save As” an html file<br />You will see an “.html” file with a corresponding folder (same as saving a web page from the browser)<br />Eg. MyNewDocument.docx saves as<br />“MyNewDocument.html” + “MyNewDocument_files” folder(dig into folder to find image files)<br />10th April 2010<br />8<br />Office 2007 for Web People (c) Blue Mettle<br />
  9. 9. You have Office 2003<br />Client sends you 2007 file<br />Microsoft provides a free plug in so you can read 2007 files“Microsoft Office Compatibility Pack for 2007”<br />10th April 2010<br />9<br />Office 2007 for Web People (c) Blue Mettle<br />
  10. 10. Adobe Reader PDF hints<br />Some images in PDFs are single objectsie. click on an image and copy<br />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)<br />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<br />10th April 2010<br />10<br />Office 2007 for Web People (c) Blue Mettle<br />
  11. 11. Office 2007 – save as PDF<br />Office 2007 allows you to save any Office file as a PDF.... but you have to download the free plug-in first from Microsoft<br />“Save as PDF or XPS” add-in<br />Your clients can now create their own PDFs!!<br />10th April 2010<br />11<br />Office 2007 for Web People (c) Blue Mettle<br />
  12. 12. Copying tables from a web page<br />Select the entire table and copy<br />Paste into a single Excel sheet, however<br />Pasting as HTML includes messy links and broken images<br />Pasting as text pastes into a single column<br />To eliminate mess, and paste into separate cells,<br />Paste normal into one Excel sheet<br />Then copy from that same Excel sheet<br />Then Paste Special (Values) into another clean sheet<br />10th April 2010<br />12<br />Office 2007 for Web People (c) Blue Mettle<br />
  13. 13. MS Picture Manager<br />Picture manager comes with Office 2003 & 2007(previously MS Photo Editor)<br />Clients can use it to crop, edit and resize images(also converts to various image formats)<br />How do you create a new image?<br />Copy from elsewhere (eg. print screen, snipping tool, adobe reader, etc)<br />Open Picture Manager (will open a folder of pictures it finds on the computer)<br />Simply “Paste” and a new image is created in the folder(you have to look for it), called “New Picture X”<br />10th April 2010<br />13<br />Office 2007 for Web People (c) Blue Mettle<br />
  14. 14. Grabbing screen shots<br />Your client needs to show you their screen?<br />Vista includes the Snipping Tool (similar to SnagIt)<br />Once image is clipped, click Email icon in Snipping Tool(creates a new email with image included)<br />MS OneNote (often installed with Office, but rarely used)<br />Use the Windows Key + S<br />Need to open OneNote for the first time (to activate)<br />Thereafter, no need to have OneNote open<br />Then copy into an email<br />10th April 2010<br />14<br />Office 2007 for Web People (c) Blue Mettle<br />
  15. 15. Images too large to send?<br />Compress all images in a document<br />Click on any one image<br />MS Office 2007 (Picture Tools > Format > Compress Pictures)<br />MS Office 2003 (Picture Toolbar > “Compress Pictures)<br />OR open the “Tools” drop down box when you “Save As”<br />Compress a single image<br />Use MS Picture Manager<br />10th April 2010<br />15<br />Office 2007 for Web People (c) Blue Mettle<br />
  16. 16. Suggestions<br />Create a content format policy<br />Distribute to clients with your quote<br />Include:<br />Acceptable formats for content, eg. images, words, forms<br />The additional cost for converting anything not in this format (eg. “.. will be charged at our hourly rate”)<br />Proof reading, copywriting and editing not included (or charged at ...)<br />10th April 2010<br />16<br />Office 2007 for Web People (c) Blue Mettle<br />
  17. 17. More hints?<br />Coming soon ...<br />Using PowerPoint to fast track design<br />Using clip art pieces<br />Extracting data out of messy database exports<br />Clean up your Excel files in Word<br />Natalie Gimm<br />Blue Mettle<br />www.bluemettle.com<br />natalie@bluemettle.com<br /><ul><li>Web project manager
  18. 18. Information architect
  19. 19. Software trainer</li></ul>10th April 2010<br />17<br />Office 2007 for Web People (c) Blue Mettle<br />

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