Exploring Microsoft Office Word 2007

Exploring Microsoft Office Word 2007
Chapter 8 Word and the Internet Robert Grauer, Keith Mulbery, Michelle Hulett Chapter 8 covers how Word interacts with the Internet. Using Word you can create Web pages and blog postings, and complete research using the Internet. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives Build a Web page Apply themes and background color to a web page Insert hyperlinks and bookmarks into a web page Preview and publish a web page Understand XML and attach a schema Create a blog post Use the Research task pane In this presentation, learn how to produce a Web site with hyperlinks and bookmarks, a blog post, and utilize the Research task pane. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

The Internet Internet Backbone The Internet is the physical network of networks which extend across the world. PCs are not directly connected to the Internet, rather they are connected to Service Providers who are connected to the Internet backbone. The Internet backbone is made up of high-capacity data routes and core routers. When a computer is attached to the internet through its service provider, it has the use of these lines to get to other connected servers around the world. A world wide network of publicly accessible networks Copyright © 2008 Pearson Prentice Hall. All rights reserved.

World Wide Web The World Wide Web (www) is the system hypertext documents delivered over the Internet Use a browser like Internet Explorer to view Web pages on the World Wide Web The World Wide Web is a subset of the Internet, however this Web has no physical presence. The World Wide Web consists of the information (data) available through hypertext linked documents which are viewable using a browser like Internet Explorer. These documents are housed on Web servers attached to the Internet. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Site A domain can be thought of as a directory on a server. points to a particular directory on a web server and all HTML files (pages) housed in that directory are part of the same web site. They are all linked together through a designed navigation system using hyperlinks. Production of an entire website would be difficult in Word. A WYSIWYG web site design program such as Microsoft Expression should be used if you need to produce a complete web site rather than a more simple page. A Web site is a group of interrelated documents housed together on a particular domain on the World Wide Web Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Page A web page is one HTML file which is viewed in a browser like Internet Explorer. Web pages present data, both text and images. A group of Web pages linked together through common navigation are called a web site. A Web page is one HTML file A Web page may be part of a web site Copyright © 2008 Pearson Prentice Hall. All rights reserved.

HTML HTML stands for Hypertext Markup Language. HTML is used to markup text to tell a browser how to present a web page file. HTML is not a computer language and therefore doesn’t have to be compiled. It is a group of tags and attributes which a browser utilizes when putting a web page together on screen. When making a web page in a design program (including Word) the program writes the HTML page which will be saved with a .htm or .html extension. When a browser is directed to the file, it interprets the HTML and presents the information on screen. The editing program may also produce other files including image files to aid the presentation of the final document in a browser. Images are not part of an HTML file, however there are tags which call to image files and tell the browser how to present an image. When a web page is produced in Word, Notepad or another program, it produces a file written in HTML which will be interpreted and presented in a completely different program (a browser). This is an unusual situation for many computer users. Hypertext Markup Language HTML is a set of codes which a browser interprets as it presents the file onscreen Copyright © 2008 Pearson Prentice Hall. All rights reserved.

HTML: Tags Tag Closing the Tag HTML uses Tags to tell a browser what to do with content Tags surround the content defined it This tag tells the browser to make the enclosing text bold Text is referred to as marked up when different HTML tags have been used to identify parts of the text for display in the browser. Tags are surrounded by less than (<) and greater than (>) symbols to identify it. Tags may have attributes added to further define them – note the <div id=“content”> tag on the first line. ID is an attribute identifying the division tag <div> and the ID is defined as Content. The <div> tag is closed further down the document by a </div> tag and all the content inside of these is defined as a division with an ID of Content. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

HTML, Images and Other Helper Files
The website When a designer adds an image to a HTML page, the HTML file will have code that calls an image file and tells it where it should be placed on a browser. Additionally other files may be used by an HTML file to produce a web page in the browser. Whenever an external file is used, the HTML page calls to it by describing a path to the file. It is critical that all such helper files be kept with the HTML file and the paths do not change especially when the web site is uploaded to a Web server. An Image file A Script file The page in a browser An HTML file may utilize other files to present a page including Image files and other helper files Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Layout View When working on a file which will become a web page, work in Web Layout view. This will generally show how the web page file will look in a browser. Notice there is not a defined page end in web page view. Web pages are as long as they need to be for the data presented. Choose Web Layout view when designing web pages to get an idea of how they may be presented in a browser Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Page: Themes Themes assign colors to the elements on the page, such as fonts, numbers, and horizontal lines. On the Page Layout ribbon, click Themes in the Themes group and choose a theme of colors for the website. Themes assign colors to the elements on the page Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Page: Background Add a background color or image to a Web page
Select a background using Page Color Add color to a page using the Page Color command in the Page Layout ribbon. If a Theme has already been selected, a coordinating palate will be shown when the cursor is placed over Page Color. To add an image to a background, click Fill Effects and choose the Picture tab in the dialog box. Be aware however when adding images to a background that it will tile if the page is displayed larger than the image. The image should also be appropriate for use as a background. Remember text and other elements will be placed on top of it. Add a background color or image to a Web page Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Page: Hyperlink There are four different types of hyperlinks: Internal hyperlinks which take the user to another page in the same site External hyperlinks which take the user to a completely new web site Named anchor links (Microsoft calls them Bookmarks) which take the user to another spot inside the same document Mail links which open the users mail program and allow them to send an . No matter where the hyperlink takes the user, the cursor turns into a pointing finger in the browser. When the hyperlink is clicked, it activates the redirect and the user is taken to the place the link points to. A hyperlink may be applied to either text or images. A hyperlink is a navigation element in an electronic document which when selected will move the user to another place either in the document or to a new document Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Link to Another Web Page in a Site
Internal hyperlinks are navigational links linking pages of the same web site together. To make a hyperlink to another page in a website, open the Insert Hyperlink dialog box by selecting the Insert Ribbon, and choosing Hyperlink in the Link group. Select Existing File or Web page and choose the file in the directory to make the link. Please note: If this web site will be published, all files must be inside the same folder (directory). If the file exists on the computer but outside the folder that will be placed on the web server, the file will not be moved with the site and the link will be broken. Internal Hyperlinks are links to other pages in the same directory Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Link to Another Place in the Document
Bookmark links take the user to a specific place inside the current document Before a Bookmark link may be made, a named Bookmark must be placed in the document A bookmark is an electronic marker for a specific location in a document and must be named before a link to that bookmark may be made. Spaces are not allowed in bookmark names. Use a combination of capital and lower-case letters, numbers, and the underscore character; do not begin the name of a bookmark with a number. Create descriptive names so the bookmark may be easily identified the bookmark easily when creating the hyperlink to it. Website FAQ pages are question and answer pages. Designers tend to place the questions at the top of the page and link each question to a named bookmark further down the page. When the user wants to see the answer to a question, they click on the link and the page jumps to the point where the named bookmark is located. Many times the designer adds another link to a bookmark at the top of the page to allow the user to quickly return to the top. In Word, the top Bookmark is added automatically. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Inserting Bookmarks Bookmark names may not start with a number and may not contain a space or hyphen Place the insertion point where the Bookmark is to be placed. Select the Bookmark button in the Links group on the Insert ribbon for the Bookmark dialog box. Name the bookmark. The Bookmark name must not contain hyphens or spaces however utilizing the underscore for spaces makes the bookmark more readable. Bookmark names may contain numbers but they may not start with a number. Click Add. The named Bookmark will be placed at the insertion point. Adding Bookmarks to a web page is the same as adding them for any document Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Linking to a Bookmark Select the text or image which will become the link. On the Insert ribbon, in the Links group, choose Hyperlink. On the left-hand side select Place in This Document. The list of Headings and Bookmarks will be shown. Choose the bookmark where the link should point. Once Bookmarks have been added, link to them using the Insert Hyperlink menu Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Link to Other Sites Browse the Web To link to another place on the web altogether, open the Insert Hyperlink dialog box and choose Existing File or Web Page. Click the Browse the Web button. The browser will open. Surf to the web page that needs to become the link. Close the browser. The URL of the website will show in the Address area of the dialog box. Click OK. An external hyperlink links to another place on the Web Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Link to To add a link for sending an , click on address in the Insert Hyperlink menu. Type in the recipient’s address in the To: area. Notice the link adds the words “mailto:” before the address. Leave this information. This simply tells the browser to open the user’s client and add the address into the To: area of a new . Address links open the user’s client and allow them to send an to the named recipient Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Hyperlink Colors Hyperlinks are presented in the Theme colors Once a link has been visited, the color changes Hyperlink colors default to blue for unvisited links and purple for visited links. However, the chosen Theme’s colors override these default colors. Notice that the color changes once the link has been visited. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Previewing a Web Page Before previewing a web page from Word, add the Web Page Preview command to the Quick Access Toolbar. Click customize Quick Access Toolbar, click More Commands which opens the Word Options dialog box, click the drop-down arrow for Choose commands from, and then click Commands Not in the Ribbon. Scroll to the bottom of the list, click Web Page Preview, click Add, and then click OK. The icon for Web Page Preview now displays in the Quick Access Toolbar. When previewing a web page, the browser will open displaying the document. To return to the page in Word, simply close the browser and return to Word. Notice, the page is designed in Word to be viewed in another program, a browser. Web pages are viewed in Browsers To preview a web page using the Web Page Preview command Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Save as Web Page FILE TYPE DESCRIPTION Single File Web Page (*.mht; *.mhtml) Save entire Web site files, including graphics, into one file so that it can be sent to someone. Web Page (*.htm; *.html) Create and edit Web page documents and use regular Word editing tools. Keep saving in this format until it is complete. Web Page, Filtered Save the final Web page in this format to reduce file size and reduce Word editing options. Upload this file to a Web server. Saving a document as a web page presents multiple options. Single Web Page encapsulates the web page including graphics so it can easily be sent to someone. Web page allows full editing of documents and should be used as the site is being produced. Web Page, Filtered produces the final documents ready for uploading to a Web server. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Keep All Helper Files for the Web Site Together
When Word Saves as Webpage, Filtered, the HTML file which is the page will be produced and saved into the specified directory. Additionally, helper files, such as images and scripts will be produced and placed into a folder next to the HTML file. This folder is critical to the correct presentation of the page in a browser and must be kept with the HTML file. Example: When index.htm was saved as Webpage, Filtered it also saved a new folder called index_files. Inside of index_files are the files necessary to present the webpage correctly in the browser. In this case, there is a background image and the pumpkin image. In the HTML in the index.htm file, tags referring to the image files have been placed in their appropriate places. This tells the browser where the images are, what they are called, and how to put them onto the page. If the image files are not where the HTML file tells the browser they will be, the images will not show up. When saving an HTML file to be published, it is critical that all files are kept together Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Set Page Title When saving a web page, choose a file name (the first page of a website should be saved as either “index.htm” or “default.htm”). This is separate from the title of a web page. The title of a web page is saved in the HTML itself and is used by the browser to display in the title bar and is the name of the page saved by a user in their favorites. Click the Change Title … button and choose a descriptive, yet short title for the webpage. Example: The first student support page of Prentice Hall’s website ( has a file name of 0,1151,-11,00.html, however the title of the page is “Prentice Hall Catalog” The Page Title displays on the browsers title bar, in search engines and when a page is saved as a favorite Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Publishing a Web Page Internet Backbone FTP To view the pages on the Internet they must be published to a Web server, which is a computer system that hosts pages so that they are available for viewing by anyone who has an Internet connection. The most common method of uploading Web pages to the server is by using File Transfer Protocol (FTP), a process that uploads files from a PC to a server. Word does not contain FTP capabilities, however there are many FTP programs available. When uploading files to a Web server, be sure all helper files are uploaded as well. Be sure the paths to the files remain the same or the HTML files will not be able to find them correctly and the Browser won’t be able to display the web page correctly. Moving files from a PC to a Web server requires the use of FTP Copyright © 2008 Pearson Prentice Hall. All rights reserved.

XML <address> <streetaddress>1122 City Lane</streetaddress>,<br /> <city>Boston</city>, <state>MA</state> <zip>02134</zip> </address> eXtensible Markup Language (XML) is the parent language of HTML. HTML is a subset of XML. XML is a way to create tags explaining data. Because XML tags are descriptive, they greatly increase the ability of different machines to identify data correctly. For example an address may be 1122 City Lane, Boston, MA, Address is a tag that describes the data that it surrounds. This address tag has been user defined as describing the information inside the tag. If another program identifies the tag address it may be able to correctly place it into an address book. In fact, the user could have defined the tags differently as <address> <streetaddress>1122 City Lane</streetaddress>,<br /> <city>Boston</city>, <state>MA</state> <zip>02134</zip> </address> And another program could have successfully placed that address and all of its components into a program’s address book or another database. eXtensible Markup Language uses user defined tags to identify data Copyright © 2008 Pearson Prentice Hall. All rights reserved.

XML and Word .docx XML All Word 2007 documents are saved as XML documents and may be shared easily with others, even those on different platforms. Once XML data has been added to Word 2007 documents, information may be easily extracted for use in databases. All Word 2007 documents are saved in XML and XML functionality may be added to any document Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Attach an XML Schema Attach an XML schema to a document before adding specific XML information to that document. An XML schema defines the structure and organization of content within an XML document. For example, a schema can specify the number of characters allowed for a book title or dictate a range of acceptable values to be entered by a user. It is vaguely similar to a Word template in respect to being attached to a file and controlling the document. Whereas a template contains styles that dictate the formatting of a document, an XML schema dictates the structure of content in a document. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Applying XML Tags Like HTML, XML uses tags to define parts of a document. These tags surround the content they define. Once a schema has been added to a document, use the available tags to define the information inside the tags. In this example, The Specials tag defines the specials on costumes available. The tag opens before the Specials begin and closes when they are through. Inside the Specials tag are other tags identifying different portions of the document. Caption identifies the headline area of the document Namehead identifies the column heading for the product name Sizehead identifies the column heading for the available sizes Regularpricehead and Specialpricehead identify the column headings for both the regular and special prices. When a tag is inside another tag, it is called the Child of the surrounding tag. Alternately the tag surrounding a tag is called the parent tag. XML tags are applied to a Word document which define the information inside the tag Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Elements in an XML Document
Elements in a document The Product Element of the structure is a child of the Specials (which is the root) and has its own children Once a schema is attached, apply a root element to the entire document. A root element is the initial tag. It is the parent element to all other elements. All other elements are inside the root element. Elements may be placed in sections of a document and elements inside that element (child elements) may be placed inside that section. Child elements, or sub-elements give a tighter description to information. For example: Product is a tighter description of Specials and Name defines a part of the Product area more tightly. To apply an XML element to a portion of the document, highlight the text and choose the element to apply. To delete an element applied to text, right click on the element and choose “remove ______ tag” from the shortcut menu. To move an element on a page, use cut and paste. Move the opening and closing tag separately. An element is a descriptive name that identifies a piece of data A root element is the initial element that contains specific elements defined by the schema Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Viewing XML in a Document
XML Options XML is available in Word 2007 documents. To view the XML for any document, click the Show XML tags in the document check box on the XML Structure task pane, or press Ctrl+Shift+X. To view the XML for any document, click the Show XML tags in the document check box on the XML Structure task pane Copyright © 2008 Pearson Prentice Hall. All rights reserved.

XML Output in Office 2007 Microsoft Office 2007 saves documents as XML documents by default. .docx documents are actually a group of XML documents compressed together. .docx files are a group of compressed XML documents Copyright © 2008 Pearson Prentice Hall. All rights reserved.

XML Save Options Save data only Transform a document Make validation choices Save data only saves only the XML data. All formatting and WordML tags are discarded. Be sure to save a version with all Word data before using this option in case modification is necessary Transforming a file changes the XML file into another language like HTML. Schema validation options examine the content and the tags of an XML document against the applied schema to be sure it conforms to the schema design. If validation is enforced (Allow saving as XML even if not valid isn’t checked) then Word will not allow the file to be saved if it isn’t valid against the schema. XML files saved in Word can be directly opened in other programs (for example Access). The program that opens the XML document recognizes the document’s structure and displays it in a particular format. Choose options for saving in the XML Options dialog box Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Blogs Blogs are a relatively new phenomena on the Internet and like many online innovations had an innocuous start. Blogs were first simply web logs which read like diary entries. Though these online diaries weren’t private, they were accessible to the entire world. Today blogs are rapidly evolving. There are still many personal blogs recording a persons thoughts, interests, and activities but they are growing into a new medium. Generally readers of blogs can leave comments regarding entries which are immediately added to the entries webpage. Politicians, entertainers, journalists, authors, and even entire companies are posting regularly to blogs. There are new technologies tracking blogging activity and allowing people to find and follow blogs more easily. This is part of a new growth of more personal interaction with data and the web which has become called the social web or Web 2.0. A Blog is the frequent, chronological publication of personal thoughts Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Creating a Blog Post Only two Ribbons are presented when working with the New blog post template Once the blog is complete, click Publish to upload it to a service provider When the New blog post template is opened the window looks different because the seven tabs in the ribbon are replaced with only two tabs which will provide commands needed to complete the blog post: The Blog Post tab contains commands for formatting text, and commands for publishing the entry directly to the host server for the blog. The Insert tab displays commands for items which may be included in the post such as tables, illustrations, hyperlinks, WordArt, and symbols. The New blog post template allows a blog post to be designed in Word Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Current Services for Blogging
You must have a blog to post to before you can use Word to publish your blog posts. Some current places on the Internet which house and support blogging are Windows Live Spaces, Windows SharePoint Services (if your company utilizes Sharepoint), WordPress, Blogger and TypePad. These blog types are available in the New Blog Account dialog box. Click the Refresh List link (while connected to the Internet) to get the most current list of supported accounts. There are many places on the Web to house a blog Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Parts of a Blog Blogs may contain many different pieces of information
Header from service provider Title of blog Blog entry Image Author line Comments to the post Archive Links area The overall design of the blog is predetermined by the choices made when the blog was put together. Many service providers provide predesigned templates. The blog post is added when it is Published through Word. As new blog posts are added, older posts are placed lower on the page and eventually archived. Blogs may contain many different pieces of information Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Pictures in a Blog Pictures are separate files The blog page points to an image file to place the image on the page Blogs are Web pages, and as with other HTML pages, images are not in the page file itself. Code calls to a file and places it on the page in a browser. For an image to be used it also must be available on the web. There are many sites which will house images or the blog space may provide a repository for images. Either way, when an image is added, code must be added to the page pointing to the place where the image file is housed. In the New Account dialog box click Picture Options and specify the picture provider location where the images that display with the blog are stored. Word will then be able to add the correct URL for any image placed in the blog post. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using the Research Task Pane
Enter search keywords Choose the type of research The Research command allows research investigations to find information from the Internet directly in Word. Use it to quickly look up definitions of words, identify synonyms, read encyclopedia articles, and find language translation services. In addition, the user may find information through an MSN Search, identify fee-based research sites, and look up business and financial information, such as an organization’s revenue or Web site address. Remember to include proper citations when adding research findings to documents. Click the Review tab and then click Research. The Research task pane displays. If there is no Internet connection, the results are not as comprehensive. Research allows investigations directly in Word Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Questions? Creating documents for the Web is fun! Read the chapter carefully, complete the exercises specified by your instructor and ask questions so you understand the skills required to integrate the Internet with Word. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Exploring Microsoft Office Word 2007

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