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Importing MS Word Documents in AuthorIT
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Importing MS Word Documents in AuthorIT

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Importing MS Word files in AuthorIT is tedious when you want import files with too many images and tables or even bulk files. These slides give you tips to overcome them.

Importing MS Word files in AuthorIT is tedious when you want import files with too many images and tables or even bulk files. These slides give you tips to overcome them.

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  • Excellent tips! I was scratching my head wondering why Author-it kept freezing ("Not responding" forever) during import. Preparing my document as you advised fixed the problem. Thank you!
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  • Optional UpdatesBulleted List or Numbered ListProcedure Intro or Stem Sentence
  • Transcript

    • 1.  When Can you Use the AuthorIT Import Feature?  Preparing for AuthorIT Import  Importing in AuthorIT  Do’s and Don’ts  Updates Required after Import  Other Formats Supported for Import  Advantages of AuthorIT Import  Limitations of AuthorIT Import
    • 2.  Content to be imported contains: ◦ consistent formatting ◦ document structure is in shape and less structural changes required after import ◦ less rework ◦ less than 80 pages ◦ during tight deadlines
    • 3.    Read and analyze styles of the source MS Word document Map the source document styles with the styles in the AuthorIT template Apply formatting in the source document ◦ Apply organization template ◦ Update style for headings ◦ Update style for tables
    • 4.   Use hierarchical heading styles for all headings Source and NextGen template heading mapping: ◦ Heading 1 > Chapter Template ◦ Heading 2 > Normal Template ◦ Heading 3 > Normal Template   Make sure the document has a structure Ensure to apply consistent names for Chapter headings and Section headings
    • 5.       Apply styles for bullet and number lists respectively Do not use manual numbering with tab space for number lists Source content must have only up to two levels bullet lists Don't use tab space for indenting Apply required paragraph tags for every paragraph Don't use "formatted Normal" or other manual reformatting
    • 6.   Avoid manual formatting of text Don't use hidden text. ◦ It imports as visible text in AuthorIT    Following items are not imported from MS Word Source File: ◦ Callouts for graphics ◦ Text boxes or frames Disable “Track Changes” feature in MS Word before importing Remove images in Header/Footer
    • 7. • Delete the following in the source content: ◦ Table of contents ◦ Index ◦ List of figures These are created automatically in AuthorIT once it is imported
    • 8.  Select the Organization Template to be applied: ◦ User Guide [Not Recommended] ◦ Short Document or Whitepaper ◦ FAQ    Create a local copy of .dot file Customize the MS Word to show Developer ribbon in toolbar Apply the required template
    • 9. Customize the MS Word to Show Developer Ribbon
    • 10.  Configure the mapping for a set of source content(docs) and then reuse them ◦ Source Document differ for different templates       User Guide Whitepaper Short Document FAQ ◦ All paragraph tags may not be applied ◦ Major part of the content is Body text Create “Profile” for different templates Applying NextGen Template before import reduces confusion while style mapping
    • 11. 1. Select or Create a Profile ◦ Modify the profile only if required ◦ Ensure the target location to be imported is selected 2. Map the Headings/Styles ◦ ◦ 3. Source headings to Chapter or Normal template Change the style mapping [if required] Preview the Content ◦ WYSIWIG in preview ◦ Go back if the wrong style is applied for certain paragraphs in preview 4. Import the Content
    • 12. Browse and select the folder or first select the folder in the Folders view Based on majority of images in source document Based on majority of images in source document
    • 13. 25% Import Complete TOC or Topics structure in book Preview of content to check the style
    • 14.  Do’s ◦ Select the appropriate resize file template for images based on the source to avoid the manual formatting after import ◦ Use FindReplace Text filter wherever required.
    • 15.  Do’s ◦ Export the profile from one AuthorIT database to XML as backup and import them back if your profile gets corrupted. ◦ You can import XML exported in to other AuthorIT databases.
    • 16.  Don’ts: ◦ Import source content more than 80 pages ◦ Content with more tables and screenshots ◦ When lot of rework is required after import, viz., update imported content for structure and formatting ◦ Do not import document with index  Hamper the Index objects & references  Remove them and then import
    • 17.  Don’ts ◦ After the preview, you must maintain patience while actual import starts ◦ Ignore the Microsoft Windows messages: “Author-it Editor has stopped responding” or “….not responding” – AuthorIT does not respond if “Track Changes” feature is enabled in MS Word source file before import. – AuthorIT does not respond for more than 5 minutes and there is no progress seen in the progress bar while actual importing process starts.
    • 18.   May require manual formatting for the following paragraph tags after import: ◦ Note ◦ List Bullet 2 ◦ Procedure Intro ◦ Caution Apply styles for sparingly used paragraphs
    • 19.  Apply the required resize template for the screenshots. ◦ For example, 65% Resize File Template  Change the file names for: ◦ ◦ ◦ ◦  Book Chapters Topics (Normal template) Images Re-use the repeated content by embedding them
    • 20.         WinHelp WinHelp projects HTML HTML Help projects Rich Text Format (RTF) documents Adobe RoboHelp projects XML Adobe FrameMaker MIF documents
    • 21.    Less time required to import after the profile is set up (one-time activity) Similar Documents (Structure and Formatting) can be converted with a single Import Profile Dynamic source content can be imported than updating in AuthorIT ◦ Replace the existing files without duplicating them when importing the same source file in to AuthorIT ◦ Not recommended when you are not sure of the difference in content
    • 22.   Following paragraphs may need rework or reapply formatting ◦ Table Border Formatting ◦ Table Header Color AuthorIT Import Engine requires lot of memory ◦ Use Import feature when less users are logged in AuthorIT when importing [for India team] ◦ Not scalable for huge documents
    • 23.  Demo Video ◦ http://www.youtube.com/watch?v=g90eLiu2Xgs  Preparing Documents for Import ◦ http://www.helpstuff.com/prep_docs_ait_import.html
    • 24.  NextGen Word Templates (.dot) location: sheridanAITTemplatesWord Templates  Plan your route before you set out http://www.contentchameleon.co.uk/AuthorIT%20Article%20%20Plan%20your%20route%20before%20you%20set%20out.pdf  Demo Webex Recording for using AuthorIT Import: Import_MS_Word_HQM_Measure_Whitepaper_AuthorIT_Workflow.wrf and Import_MS_Word_HQM_Measure_Whitepaper_Source_Changes.wrf sheridanDoc TeamWebEx  Converting from AuthorIT http://www.itauthoring.com/bb/helpauth/viewtopic.php?f=22&t=7452  Tips for Styling Imported Text in iBooks Author http://www.dummies.com/how-to/content/tips-for-styling-importedtext-in-ibooks-author.html