Illinois Center for Instructional Technology Accessibility (iCITA) Publishing Microsoft PowerPoint...

Illinois Center for Instructional Technology Accessibility (iCITA)

Publishing Microsoft PowerPoint files to

the Web

Christy Blew, M.S.

University of Illinois at Urbana/Champaign


What you will need

Illinois Accessible Web Publishing WizardDownload the demo version of the Wizard from

http://www.accessiblewizards.uiuc.eduFollow the directions for installing that are on

the website. You will need to close PPT to install the program.

Microsoft PowerPoint 2000 - 2003


Web History 101

Why was the Web Invented?


Web History 101 Answer

Share information between scientists Interoperation with computer systemsPublic standards


Interoperability

Compatible Communications Paths Information can be retrieved without having to

have certain programs, browsers, or system platforms.

Is the Web Interoperable today? Why or why not?


Do You Remember?

Do we still see this today?


Best Viewed With - An Opinion

"Anyone who slaps a 'this page is best viewed with Browser X' label on a Web page appears to be yearning for the bad old days, before the Web, when you had very little chance of reading a document written on another computer, another word processor, or another network."

-- Tim Berners-Lee in Technology Review, July 1996


Publishing to the Web

What are some common formats: we publish information to the web? we publish documents to the web?

Which of these formats meet the Interoperability test?


Publishing Microsoft PPT

What saving formats does PowerPoint (PPT) offer? Look under the FILE menu in PPT.

What might be limitations to using each of these formats to publish a PPT presentation to the web?

Which format would be the most effective?


Best Practices for MS PowerPoint

What are Best Practices? Collection of application functions including what to

avoid when preparing Microsoft Office files.

Best Practices for PPT includes: Slide Layout Slide TitlesGrouping ObjectsChartsAnimations


Why Worry About Best Practices?

Limited “formal” training in PPT

Benefits of Best Practices Creates a more structured presentation. Improves conversion of presentation. Save time while preparing a more quality

presentation.


Slide Layout Templates

Use:Allows for consistency with spacing, font sizes, etc.Avoids the chance of random objects “hiding” on the

page.Help you to avoid the “cut and paste” temptation.

Best Practice:Select Slide Layout templates from sidebar


Slide Layout Template - Location

The Slide Layout is a sidebar generally located on the right side of the PPT screen.

Access from the Format menu item on the main menu.


Slide Layout Location Activity

Locate the Slide Layout template in PPT

Close the template (select the X in the top right corner)

Open the template from the FORMAT menu.


Applying Slide Layout Templates

Select a template from the Slide Layout library to apply to your slide.

Change the template by selecting a different Slide Layout.

Submenu options.

You can change the layout of a slide at any time in your presentation creation.


Slide Layout Template: Am I Using?

Select your slide. If you are using a layout template, it will highlight in the Slide Layout sidebar.


Slide Layout: Results


Slide Layout Activity - Creation

Start a new PPT presentationUse the Title Slide template and create a

starting pageUsing different layouts, create 3 new

slides and add contentSave your PPT


Slide Layout Activity - Changing

Switch between your slides, notice how the template is highlighted in the Slide Layout sidebar.

Change the layout of your slide using the Slide Layout sidebar. What happened when you selected a different

template?


Slide Layout Template - Review

Why would you use the Slide Layout templates instead of just inserting text boxes?

How can using the Slide Layouts benefit your presentation?

How can you update an old PPT that maybe is not using Slide Layout Templates?


Thinking Cap

PowerPoint can automatically create

an outline of your presentation.

True/False?


Thinking Cap - Slide Titles

TRUE!TRUE! Use Slide Titles to define the information on the

slide as well as create a navigational outline for the presentation

and/or

Enter your Slide Titles directly into the Outline pane


Slide Titles

Use: Define the information on

the slide Create a navigational

outline for the presentation

Best Practice: Use Slide Titles instead of

Text Boxes for Slide Headers in order to create an outline or index of your presentation


Slide Titles vs. Text Box

Slide Title or Text Box? Check the Outline View. Empty spaces generally mean text box.

Green Dot Test If a standard bounding box (dotted line box with markers on the adjustable points) appears,

then you are using a Slide Title.

If a bounding box with an extension at the top with a green dot appears, then you are using a text box.


Q and A

Why would you want to use Slide Titles instead of text boxes for your slides?

What if you have a slide that is a text box instead of a Slide Title? How can you fix it?


Images

Use:Reference, emphasis, explanation, or aesthetics Imported data objects

Best Practice:Use the “Insert” feature, not cut/paste from other source. Use images that are representative of the content of the

document.


Inserting Images

Insert, Picture, From File.From the template icon

Four Types of Images: Decorative Decorative – No

description Informative Chart


Decorative Images

A Decorative Image would be one that is placed in a document such as a logo or snapshot. The image does not convey any information about a process or action.

A Decorative Image that would not use a description would be an image object with no value to the document. This may be a transparent image used as a spacer or an image that is used in conjunction with another aspect of the page, but does not convey any information.


Informative Images

An Informative Image is one that supports the context of the document and/or conveys information to the user. This may be an image that has been grouped together to form on single image or an Organizational Chart.


Charts (Images)

Used to represent a set of data, charts are a type of image.


Images Activity

Create a new slide using a template with at least a 2 images holder

Insert one image from the icon on the slide template

Insert one image from the INSERT menus

Save your PPT


Grouping Images/Objects

Use:Select several images (or

objects) and convert into a single image.

Best Practice:Group images or objects

that have the same meaning or make up a larger item (ex: flowchart)


Grouping Images/Objects - How To

Select all images to be grouped (each will have a bounding box).

Select GROUP from the DRAWING Toolbar (you can also right click to get the GROUP option).


Grouping Activity

Create a new slide with the blank template Locate the DRAWING toolbarInsert various drawing items onto a slideGroup/ungroup different objects Resize a grouped and an ungrouped

imageSave your PPT


Grouping Images/Objects - Q and A

What kinds of images might you group together?

What would be some advantages of grouping objects?


Charts

Use: Charts: Visual way of representing a group of

data

Best Practice: Create charts within the program – datatable info

is automatic.


Charts - Inserting

Open the DATASHEET window. (INSERT then PICTURE then

CHART)

Enter your chart data into the table cells. (Change the value by highlighting

the value and typing in a new value or use the up and down arrows to select a value.)

Close the datasheet window to return to chart.

Select the chart to activate the datasheet window again.


Charts - Other Ways to Insert

Slide Template Icon

Slide Layout Template


Charts - Format chart

Select chart to activate. (Active chart has

diagonal-lined box around it)

Select option from CHART menu item. (This is only visible when

chart is active)

Make format changes to chart type, colors, font, etc.


Chart Activity - Inserting

Insert 2 new slidesInsert a chart using the INSERT CHART menuInsert a chart using the Slide Layout templateChange the type of chart for one of the chartsChange the formatting (color, text, etc) of one of

the chartsOn a new slide, insert an image (to represent a

chart imported as a graphic)Save your document


Custom Animations

Why Use Animations? Animate individual pieces

of text Animate multiple lines of

text Animate objects

Effects Entrance Emphasis Exit Motion path


Custom Animations Process

Make sure text is in text box.

Mouse Shortcut – Right click to access Custom Animation Menu.

There are 4 animation categories, but 1 method


Accessible Web Publishing Wizard for Microsoft® Office

Provides a simple way to create highly accessible and standards compliant web versions of Office documents

More accessible and usable by everyone, including people with disabilities.

Supports everyone from legacy browsers and slow Internet connections to the needs of blind users with screen readers.

Documents created with the Wizard can be put on the web, e-mailed to colleagues, shared on intranets and read with a wide variety of web browsers.


Starting the Wizard

Review document and Best Practices

Start Wizard by selecting “Save as Accessible Web page” from FILE menu


Splash Screen


Document Info

If you have entered information into the properties box, the Wizard will extract the information automatically.


Images

The Wizard will promt you for the type of image an object represents and ask for the appropriate descriptions based on your choice.


Charts

When a chart is created in the document, the Wizard automatically exports the datatable information. You only need to enter

description information.


Charts that are images

When a chart is an imported object, the Wizard will prompt you for datatable variables.


Exporting

Select a background color based on your presentation


Output Options

Output Format: Text Only Text Mostly Graphical Outline Handout

GRAPHICAL FORMATS Size of the graphic output for the

presentation. If more than one graphical size output is selected, the user will have the option to "zoom in" and "zoom out".

DEFAULT GRAPHICS Initial size of graphics in the

presentation.


Saving

Select Save Output:

Save to disk

Save to ZIP file

Save to WebDAV


Using the Demo Version of the Wizard

The demo version of the Wizard will only convert the first 5 slides of your PPT. To experience the Wizard to its full extent, include the following among your first 5 slides:All slides should have slide title At least one decorative imageAt least one informative imageAt least one chart created by using the Insert Chart

functionAt least one “chart” that is an imported image


PPT to HTML With the Wizard

Using the Accessible Web Publishing Wizard, convert your PPT to HTML format.

Designate at least one image as: decorative image informative image chart (created from using the Insert Chart feature) chart (an imported image/graphic)

Select a all 5 output options an at least two graphical formats to save

Save to the desktopOpen the new HTML document


PPT to HTML - Views

Compare the different output views of your HTML PowerPoint

Who might benefit from each of the different views?

How could converting PPT to HTML help individuals: with disabilities? without disabilities?


Why the Wizard?

There are several PPT to HTML programs out there, why use the Wizard? Generating as much as possible – multiple

output views Build in accessibility without having to have a

knowledge of accessibility or HTML Creates an output usable by everyone

including those with disabilities


Accessible Web Publishing Wizard for Microsoft® Office

Free demo version available atwww.accessiblewizards.uiuc.edu

License Options:

Standard Licenses starting at $39.95 and discounts with the more you buy

(bundled purchase)

Site Licenses (annually renewed) starting at $10.00 per computer for 100 computers and discounts

with the more you buy.

Special Offers for Illinois Institutions


More information

Thank you for your interest. Comment or questions can be sent to Christy Blew, [email protected]

Other Office to Web Training Information: http://www.cita.uiuc.edu/presentations/office2web/index.php

Illinois Center for Instructional Technology Accessibility (iCITA) Publishing Microsoft PowerPoint...

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