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Publishing Office Documents to the Web

Publishing Office Documents to the Web. Presented by: Lori Bailey Web Accessibility Center www.wac.ohio-state.edu E-mail: webaccess@osu.edu. Why Office Documents?. Seemingly ubiquitous software. Doesn’t play nice with older versions. IE treats “special.”

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Publishing Office Documents to the Web

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  1. Publishing Office Documents to the Web Presented by: Lori Bailey Web Accessibility Center www.wac.ohio-state.eduE-mail: webaccess@osu.edu

  2. Why Office Documents? • Seemingly ubiquitous software. • Doesn’t play nice with older versions. • IE treats “special.” • Internal conversion tools clunky and disappointing.

  3. Accessibility and Office Docs • Must be created with accessibility in mind. • Native files require extras: plug-ins, upgrades, compatible assistive technology. • After conversion: must be edited for accessibility. • Ideal is clean, well-formed (X)HTML.

  4. Options for Web Publishing • Native format (.doc, .xls, .ppt) • Rich Text Format (.rtf) • Use internal converter (“Save as web page”) • “Save as single file web page” • “Save as web page” • “Save as web page – filtered” • Use external converter • Accessible Web Publishing Wizard • HTML Tidy • Dreamweaver: “Clean-up Word HTML”

  5. Native Documents • Benefits: • Easiest method -- no conversion necessary. • Formatting retained • Fully editable in compatible versions of Office • Drawbacks: • Requires IE, a compatible version of the Office program, or an Office document viewer plug-in. • Difficulty opening/saving/printing in external editors.

  6. Native Documents (cont.) • Requirements: • Clearly identify links to native documents. • Provide link to an accessible viewer. • Best suited for: • Known user group with identified compatible software. • Files where formatting must be preserved and/or shared • Examples -- students sharing documents in a computer classroom, collaborative projects, working drafts of internal training modules.

  7. Rich Text Format • Benefits: • Simple conversion: "Save As" option • No additional plug-in required. • Accessible to screen readers and assistive technology, older versions of Office, other applications, PDAs, and etc. • Drawbacks: • Images convert to bitmap files (very large). • Complex formatting is lost.

  8. Rich Text Format (cont.) • Requirements: • Not required to include a link to an RTF-compatible viewer. • Test in multiple browsers (some browsers hang/time-out). • Best suited for: • Simple documents • single-column layouts • no graphics or images.

  9. Before Converting to HTML • Use headings and styles to format text. • Provide text alternatives for images. • Use tables for data, not layout and use the insert table or "Draw Table" tool to define your tables. • Uses bulleted and numbered lists; do not create pseudo-lists using special characters, images, or tabs. • Turn off "Smart Quotes" (under the Format menu, choose Auto Format options) to avoid conversion problems

  10. “Save As Web Page” • “Save as single file web page” • Not designed for web distribution • Uses MIME format • Only supported in IE • “Save as web page” • Non-standard HTML. • Abundance of Microsoft-specific tags. • May break non-IE browsers. • “Save as web page – filtered” • Microsoft-specific tags removed. • No additional “accessibility” tags.

  11. Conversion and Clean-Up Tools • Better Conversion: Web Publishing Wizard • Works within Office • Creates fully accessible versions in multiple formats • Clean-up tools • Dreamweaver: “Clean-up Word HTML” • HTML Tidy (uses Command Prompt) • HTML Tidy online

  12. After Converting to HTML: Document • Identify and validate to DOCTYPE. • Add <title> tag and meta-data where appropriate. • Remove invalid HTML from the <head>. • Add any Header and Footer information . • Verify document structure. • Review lists and bullets • Add navigation structure. • in-page navigation. • links to other documents on your site. • Skip Navigation link.

  13. After Converting to HTML: Images and Graphics • Provide alternative text or designate an empty ALT tag. • Add long descriptions as appropriate for graphics, charts, and other detailed graphic information. • Place images appropriately within the read-order of the text.

  14. After Converting to HTML: Data Tables • Designate row and column headers using the <th> tag. • Provide summaries. • Provide titles using the <caption> tag. • If the data table has two or more levels of row or column headers, use the "headers" attribute to associate data cells with the appropriate headers. • Convert to proportional rather than absolute sizing (recommended).

  15. Resources • Accessible Web Publishing Wizard ($39.95) from the Illinois Center for Instructional Technology Accessibility (iCita): http://cita.disability.uiuc.edu/software/office. • HTML Tidy: SourceForge, see: http://tidy.sourceforge.net/. • HTML Tidy On-Demand: from InfoHound:http://infohound.net/tidy/.

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