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 Wizard
Download the demo version of the Wizard from http://www.accessiblewizards.uiuc.edu
Follow 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 systems
Public 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 Titles
Grouping Objects
Charts
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 presentation
Use the Title Slide template and create a starting page
Using different layouts, create 3 new slides and add content
Save 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
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
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,
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
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
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 toolbar
Insert various drawing items onto a slide
Group/ungroup different objects
Resize a grouped and an ungrouped image
Save 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,
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)
Custom Animations
Why Use Animations?
Animate individual pieces of text
Animate multiple lines of text
Animate objects
Effects
Entrance
Emphasis
Exit
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
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 image
At least one informative image
At least one chart created by using the Insert Chart
function
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
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 at www.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, clblew@uiuc.edu
Other Office to Web Training Information:
