YAWC Online Word Template User Guide

Applying Heading styles

There are a variety of ways of applying heading styles in a document. The YAWC menu and toolbar enable you to apply heading styles using shortcut keys or single mouse-clicks. Use the following keyboard shortcuts to apply heading styles.

Alternatively, on the YAWC toolbar, click on the letter T, or any of the numbers 1 to 4, to convert the current paragraph to a title or heading. In the YAWC menu, choose 'Heading Styles…' and the title or heading level you require. Finally, you can also use ALT-SHIFT-RIGHTARROW to apply a heading level one lower than the last applied heading.

Do not use bold or font size to create a heading! Although this might look OK, the resulting web page is much more difficult to read for people with disabilities, and YAWC is designed to create pages equally accessible to everyone.

Applying List styles

The YAWC menu and toolbar enable you to apply list styles using shortcut keys or single mouse-clicks. Use the following keyboard shortcuts to apply list styles.

Alternatively, on the YAWC toolbar, click on the bullet or numbered list icons to convert the current paragraph to a list. In the YAWC menu, choose 'List Styles…' and the list style you require.

Do not use the bullet or numbered list icons in the format toolbar to create a list! Although this might look OK, the resulting web page is much more difficult to read for people with disabilities, and YAWC is designed to create pages equally accessible to everyone.

Character styles

Character styles are not part of document structure, but are used to apply a particular presentation, usually bold or italic to a word or phrase in a paragraph. Applying a character style is easy, getting rid of it sometimes not. To remoce a character-level style, select the entire text that is styled incorrectly, and press Ctrl+Space (Control key and space bar).

Layout tables

Sometimes you may want to use a table for layout purposes rather than to display tabular information, for example, to present a long list in 2 or 3 columns across a page, minimising vertical scrolling. In this case, use the Table Summary style to specify that the table is for layout. Do not include a Table Title for layout tables.

Generally you should not have borders on layout tables, so choose the table format '(none)' from the list of formats in the Table>AutoFormat dialog box. See the example below.

Embedding images

Use the following steps to link an image into your Word document.

1. Copy your images as GIFs or JPEGS to the same folder as your Word document or in a folder directly below it e.g. images/fig01-01.gif.
2. Place the cursor on the paragraph of your document where you want to insert the image.
3. Choose Insert>Picture>From File...
4. Select the image you want to insert, and click OK (Word 97) or Insert (Word 2000/XP).

Linking images

When linking images, you must ensure they are in a web-compatible format (GIF, JPEG, or PNG), and upload the images directly to the correct location on your website (using FTP). You must also place the local copy of the image in the same location relative to your local Word document.

Use the following steps to link an image to your Word document.

1. Copy your images as GIFs or JPEGS to the same folder as your Word document or in a folder directly below it e.g. images/fig01-01.gif.
2. Place the cursor on the paragraph of your document where you want to insert the image.
3. Choose Insert>Picture>From File...
4. In Word 97, select the image you want to insert, select the Link to file option, clear the Float over text and Save with document options and click OK.
5. In Word 2000, select the image you want to insert, click on the down-arrow to the right of the Insert button, and click on the Link to file button.
6. Ensure that the link to the image is correct. Choose Edit>Links.... The links are likely to have relative path names.
7. Select the Change Source... button and select the images again. Select the Update button. This ensures that the reference to the image location will be correct in the web page. Note the link for the image named "link1.gif" has been changed:

Tip: To quickly change a number of absolute paths to linked images; turn on Field Codes and use Edit/Replace to replace the common absolute path with nothing.

External hyperlinks

An external hyperlink is one which points to a page on another website rather than your own. To create an external hyperlink, simply type in the complete URL or address. Microsoft Word will automatically convert the URL to the predefined character style Hyperlink. If you wish to replace the actual URL with a more understandable name, press Ctrl+K to edit the hyperlink and replace the Text to display field with the name.

It may be easier to type in the page title first, then select the title, press <Ctrl>+K, and enter the full URL.

Internal hyperlinks

Internal hyperlinks are links to another part of the same document, and are directly analogous to bookmarks in Microsoft Word. To insert an internal hyperlink to a heading, press Ctrl+K,

1. Type the words you want to link into your Word document, and select the text.
2. Press Ctrl+K to open the Insert Hyperlink dialog box.
3. Select Place in this document, and an expandible tree of the headings and bookmarks in your document will be displayed.
4. Expand the Headings tree list, and select the heading you require.
5. Click OK. The text will be underlined and blue.

Local hyperlinks

Relative hyperlinks are links to another web page or document on the same website as the current document. Local hyperlinks can be relative or absolute, and do not include either the protocol or domain parts of the URL. A browser will automatically assume the link is to the same website as the linking page.

A relative link specifies the path to the file, starting from the current directory, for example, ../press/2003/index.htm. An absolute link specifies the path to a file, starting from the base of the directory structure, and always begins with a forward slash, for example /press/2003/index.htm. Use the following steps to create a relative hyperlink.

1. Type the words you want to link into your Word document, and select the text.
2. Press Ctrl+K to open the Insert Hyperlink dialog box.
3. Type the path to the target link in the field 'Type the file or web page name'. Use forward than back slashes (i.e. '/', not '\'). In Word 97, you should also check the Use relative paths for hyperlinks box.
4. Click OK. The text will be underlined and blue.

Hints on using hyperlinks

• When inserting a hyperlink, do not use the text 'Click here'. Instead, use a more informative text string, like '2003 Press Releases'.
• If you are creating a long web page, consider putting an internal Table of Contents at the top of the page, with links to each major section heading. Readers can then easily jump to the particular section they want. It also acts as a summary of the page. Format a ToC like this as a bullet list.
• When two links are adjacent to each other, make sure there is some text between them that is not linked, so that readers can clearly see that they have different targets.

Identifier metadata field

YAWC Online uses the Identifier metadata field to deduce where the page should be published, so it is important that this field is correctly filled in. The field should contain a minimum of the domain name and the directory path.

The filename can be entered explicitly (e.g. http://www.domain.ie/path/index.htm ), or implicitly using the {auto} keyword (e.g. http://www.domain.ie/path/{auto} ). Entering the name implicitly is probably the better approach, as it is safer. If you create a new page by copying an existing file in the same directory, then the Identifier will be automatically correct, and the original page wont be overwritten when the new page is published.

Enter the filename explicitly if you want to override the default name YAWC Online generates. There are two situations when you might want this.

• Web servers expect a default file name in each directory, for example index.htm (Apache webserver) or default.htm (Microsoft IIS webserver). If you don't want to call the Word file index.doc or default.doc, then you could give it a more descriptive name, but specify the exact name in the Identifier field.
• If your website uses ASP or server-parsed pages, then you might want .asp, .shtml or .php rather than .htm suffixes. Specify the exact name in the Identifier field to achieve this.