Save As HTML:



The Center for Academic Computing

Sharing Documents Electronically: RTF, PDF and HTML

Why We Have A Problem (a.k.a. Why it’s so confusing)

• Platforms: Macintosh v. Windows

• Different types of Internet software (e-mail programs, browsers)

• Different versions of software

Microsoft Office Versions:

MSO 95 = version 7.0 (Windows)

MSO 97 = version 8.0 (Windows)

MSO 2000 (Windows)

MSO 98 = Macintosh only

Saving Files Down to Earlier Versions

Saving a MS Word document down to an earlier version

1. Select “Save As” from the “File” pull-down menu.

2. In the “Save as Type” box, click the down arrow to select the appropriate file type and version you wish to save your document as.

3. In the “File Name” box, change the name of your document if you wish. NOTE: It’s helpful to add information about which version you are saving this file as because the 3 letter extension will be “.doc” for ALL current and earlier versions of MS Word.

4. In the “Save In” box, traverse the directory structure as you normally would to save a document. Select the folder in which you wish to save your document.

5. Click the “Save” button to save your document.

Saving Files as RTF

• RTF is an acronym for “Rich Text Format”

• RTF is a file format developed by Microsoft that preserves text formatting such as special characters, bold and italicized text, graphics, charts, and diagrams.

• RTF files can be read by virtually every word processor (including Word, WordPerfect, and ClarisWorks) regardless of platform (Windows or Mac).

• If you need to share a file with someone, but don’t know what word processing software they have, it is recommended that you save it in Rich Text Format (RTF).

• Sending RTF files as an e-mail attachment works most of the time. Yet, some e-mail programs recognize RTF as a text file and incorrectly convert the file by placing the RTf file directly into the body of the e-mail message.

Saving MS Word documents as .rtf (Rich Text Format)

1. Select “Save As” from the “File” pull-down menu.

2. In the “Save as Type” box, click the down arrow to select the appropriate file type you wish to save your document as.

3. In the “File Name” box, change the name of your document if you wish. NOTE: It’s helpful to add the extension “.rtf” to the filename, although many word processors will do that automatically.

4. In the “Save In” box, traverse the directory structure as you normally would to save a document. Select the folder in which you wish to save your document.

5. Click the “Save” button to save your document.

NOTE: Use this same method to save files as earlier versions of software.

Saving Files as HTML

• HTML is an acronym for “Hypertext Markup Language”

• HTML is the authoring language for Web pages. There are three ways to create Web pages:

➢ HTML tags

➢ Editors (such as Netscape Composer or Microsoft FrontPage)

➢ Converters (such as using “save as html” in MS Word)

• Some applications have a built in “Save as Web Page” feature. This allows the user to convert a particular file format (e.g., .doc, .ppt, .xls) to an html file format (.html). The application then goes behind the scenes and places the html markup tags into your original file, thus creating a Web-ready document.

• Example shown below displays the Microsoft Word 2000 “File” pull down menu with the “Save as Web Page” option highlighted. NOTE: MSO 2000 uses the phrase “Save as Web Page”. MSO 97 and MSO 98 use the phrase “Save as HTML”.

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Using Adobe Acrobat

What is Adobe Acrobat?

Adobe Acrobat software provides users a way to publish documents on-line while preserving the exact look and content of the originals. Acrobat is the software used to create Portable Document Format (PDF) files and to view PDF files.

More Explanation of PDF (Per the Adobe Acrobat 4.0 manual)

PDF is a file format that represents a document in a manner independent of the hardware, operating system, and application software used to create the file. Adobe Systems developed PDF to enable documents to be transferred and shared across computer platforms.

The Acrobat software suite consists of:

• Acrobat Reader:

A tool used for viewing PDF files. Acrobat Reader is free software and can be downloaded from Adobe’s Web site ().

• Acrobat Distiller:

A tool that converts PostScript files to PDF. (In many cases, it provides higher quality output than PDFWriter.)

• PDF Writer:

A printer driver that converts files directly to PDF from another software application. (PDFWriter is often quicker to use than Distiller.)

• Acrobat (a.k.a. “Acrobat Exchange”):

A tool used for adding “interactivity” to your PDF files. You can create form fields, navigational links, and security options. (Note: Beginning with version 4.0 (which is the latest version currently out), “Acrobat Exchange” is now just called “Acrobat”

• Capture

A plug-in with Object Character Recognition (OCR). It can be used for creating text-searchable PDF documents from scanned paper originals.

How do you choose which to use?

Your workflow process and the file’s type and contents may determine which utility is most suitable for your purposes.

• Distiller OR PDFWriter: (either utility should be acceptable.)

• if you’re converting simple business memos

• if the documents that have only text

• Use Distiller: (Distiller is more appropriate than PDF writer)

• if you need precise control over the conversion process, or

• if you are converting documents with rich graphical content

Creating the PDF File

• Option 1: Use the Adobe Button on the Toolbar

• Option 2: From the “File” pull down menu, select “Create Adobe PDF”

NOTE: If you have Adobe Acrobat 4.0 installed and these options do not appear on your menus, do the following: From the “Tools” pull down menu select “Templates and Add-ins”. Place a checkmark in the box next to “PDFmaker.dot”

• Option 3: Use the “File/Print” Process

1. Open the file (e.g., Word document, PowerPoint presentation) you wish to convert to a PDF file.

2. Create the PDF file: Select “Print” from the “File” pull down menu. Click the drop down arrow in the “Printer Name” box and select “Acrobat PDFWriter”. Click the “OK” button. This will automatically create a new file (using the same file name as your current document) that is in the .pdf file format. It will not actually print this file to a printer. You have now converted your file to PDF format.

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Using Acrobat to Edit and Change PDF Documents

You can now use the Acrobat software view and tweak your PDF files. To open the PDF file you just created, follow these steps:

1. Open Acrobat.

2. Open your new .pdf file: Select “Open” from the “File” pull down menu. Traverse the directory structure to find your .pdf file and then click “Open”.

The Acrobat toolbars are show below:

[pic]

Some Techniques

Creating Links: Links can be placed in PDF files so users can access other locations within the file with one click.

1. Choose the “Link” tool from the toolbar.

2. Drag around the area you wish to define as a link. When you release the mouse button, the “Create Link” dialog box appears. (You might want to drag it out of your way—but don’t close it.)

3. Using Acrobat’s tools, move to the page where you want the link to go and set the zoom level at which you wish to view the link.

4. Click “Set Link” in the “Create Link” dialog box. (NOTE: The link will work whenever the hand tool is active.)

Annotations: Annotations are comments that can be placed in PDF files for other users to view. They are a technique for electronic collaborative writing.

1. Notes: Similar to Post-it notes. Choose the Notes tool and place it in your document. Compose your note in the pop-up text box. Close the note by clicking the close box on the upper-left corner of the note.

2. Text Annotations: Notes added into the document that are displayed directly on the document (similar to graffiti). Choose the “Text Annotation” tool. Place the text annotation by dragging it on the document page. Enter any information to appear in the text annotation by typing. When you are done typing, click anywhere outside of the text annotation box. (Note: You can view a summary of all annotations in the document by selecting “Annotations” from the “Tools” pull down menu and then “Summarize Annotations”.)

On-line Resources

• University of Western Sydney Web page that discusses RTF and PDF:

• Sharing Electronic Files with Others Web page created by PSU World Campus:

• Adobe’s home page:

• Adobe Acrobat Home Page:

• PDF zone “on-line hub to all things Adobe Acrobat and PDF”:

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