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Illinois Center for Instructional Technology Accessibility (iCITA)
Publishing Microsoft PowerPoint files to
the Web
Christy Blew, M.S.
University of Illinois at Urbana/Champaign
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
Web History 101
Why was the Web Invented?
Illinois Center for Instructional Technology Accessibility (iCITA)
Web History 101 Answer
Share information between scientists Interoperation with computer systemsPublic standards
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
Do You Remember?
Do we still see this today?
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Slide Layout Template: Am I Using?
Select your slide. If you are using a layout template, it will highlight in the Slide Layout sidebar.
Illinois Center for Instructional Technology Accessibility (iCITA)
Slide Layout: Results
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
Thinking Cap
PowerPoint can automatically create
an outline of your presentation.
True/False?
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Inserting Images
Insert, Picture, From File.From the template icon
Four Types of Images: Decorative Decorative – No
description Informative Chart
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Charts (Images)
Used to represent a set of data, charts are a type of image.
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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)
Illinois Center for Instructional Technology Accessibility (iCITA)
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).
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
Grouping Images/Objects - Q and A
What kinds of images might you group together?
What would be some advantages of grouping objects?
Illinois Center for Instructional Technology Accessibility (iCITA)
Charts
Use: Charts: Visual way of representing a group of
data
Best Practice: Create charts within the program – datatable info
is automatic.
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Charts - Other Ways to Insert
Slide Template Icon
Slide Layout Template
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
Custom Animations
Why Use Animations? Animate individual pieces
of text Animate multiple lines of
text Animate objects
Effects Entrance Emphasis Exit Motion path
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Starting the Wizard
Review document and Best Practices
Start Wizard by selecting “Save as Accessible Web page” from FILE menu
Illinois Center for Instructional Technology Accessibility (iCITA)
Splash Screen
Illinois Center for Instructional Technology Accessibility (iCITA)
Document Info
If you have entered information into the properties box, the Wizard will extract the information automatically.
Illinois Center for Instructional Technology Accessibility (iCITA)
Images
The Wizard will promt you for the type of image an object represents and ask for the appropriate descriptions based on your choice.
Illinois Center for Instructional Technology Accessibility (iCITA)
Charts
When a chart is created in the document, the Wizard automatically exports the datatable information. You only need to enter
description information.
Illinois Center for Instructional Technology Accessibility (iCITA)
Charts that are images
When a chart is an imported object, the Wizard will prompt you for datatable variables.
Illinois Center for Instructional Technology Accessibility (iCITA)
Exporting
Select a background color based on your presentation
Illinois Center for Instructional Technology Accessibility (iCITA)
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.
Illinois Center for Instructional Technology Accessibility (iCITA)
Saving
Select Save Output:
Save to disk
Save to ZIP file
Save to WebDAV
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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?
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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
Illinois Center for Instructional Technology Accessibility (iCITA)
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