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 Wizard  Download the demo version of the Wizard from  Follow the directions for installing that are on the website. You will need to close PPT to install the program. Microsoft PowerPoint

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 systems Public 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 1996Tim Berners-Lee

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 Titles  Grouping Objects  Charts  Animations

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 presentation Use the Title Slide template and create a starting page Using different layouts, create 3 new slides and add content Save 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 TitlesTRUE! 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 toolbar Insert various drawing items onto a slide Group/ungroup different objects Resize a grouped and an ungrouped image Save 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 slides Insert a chart using the INSERT CHART menu Insert a chart using the Slide Layout template Change the type of chart for one of the charts Change the formatting (color, text, etc) of one of the charts On 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, ed 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 image  At least one informative image  At least one chart created by using the Insert Chart function  At 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 desktop Open 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 at 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, Other Office to Web Training Information: 