importing ms word documents in authorit

Importing Microsoft Word Documents to AuthorIT

When Can you Use the AuthorIT Import Feature? Preparing for AuthorIT Import Importing in AuthorIT Do’s and Don’ts Updates Required after Import Other Formats Supported for Import Advantages of AuthorIT Import Limitations of AuthorIT Import

Agenda

When Can You Use the AuthorIT Import Feature?

Content to be imported contains:◦consistent formatting◦document structure is in shape and less

structural changes required after import◦less rework◦less than 80 pages◦during tight deadlines

When Can You Use the AuthorIT Import Feature?

Preparing for AuthorIT Import

Read and analyze styles of the source MS Word document

Map the source document styles with the styles in the AuthorIT template

Apply formatting in the source document ◦ Apply organization template◦ Update style for headings◦ Update style for tables

Preparing for AuthorIT Import

Use hierarchical heading styles for all headings

Source and NextGen template heading mapping:◦ Heading 1 > Chapter Template◦ Heading 2 > Normal Template◦ Heading 3 > Normal Template

Make sure the document has a structure Ensure to apply consistent names for

Chapter headings and Section headings

Preparing for AuthorIT Import [Contd.]

Apply styles for bullet and number lists respectively

Do not use manual numbering with tab space for number lists

Source content must have only up to two levels bullet lists

Don't use tab space for indenting Apply required paragraph tags for every

paragraph Don't use "formatted Normal" or other manual

reformatting

Preparing for AuthorIT Import [Contd.]

Avoid manual formatting of text Don't use hidden text.

◦ It imports as visible text in AuthorIT Following items are not imported from MS Word

Source File:◦ Callouts for graphics◦ Text boxes or frames

Disable “Track Changes” feature in MS Word before importing

Remove images in Header/Footer

Preparing for AuthorIT Import [Contd.]

• Delete the following in the source content: ◦Table of contents◦Index◦List of figuresThese are created automatically in AuthorIT once it is imported

Preparing for AuthorIT Import [Contd.]

Select the Organization Template to be applied:◦ User Guide [Not Recommended]◦ Short Document or Whitepaper◦ FAQ

Create a local copy of .dot file Customize the MS Word to show

Developer ribbon in toolbar Apply the required template

Applying Template [.dot]

Applying Template [Contd.]Customize the MS Word to Show Developer Ribbon

Applying Template [Contd.]

Importing in AuthorIT

Configure the mapping for a set of source content(docs) and then reuse them◦ Source Document differ for different templates

User Guide Whitepaper Short Document FAQ

◦ All paragraph tags may not be applied◦ Major part of the content is Body text

Create “Profile” for different templates Applying NextGen Template before import reduces

confusion while style mapping

Importing in AuthorIT

1. Select or Create a Profile◦ Modify the profile only if required◦ Ensure the target location to be imported is selected

2. Map the Headings/Styles◦ Source headings to Chapter or Normal template ◦ Change the style mapping [if required]

3. Preview the Content◦ WYSIWIG in preview◦ Go back if the wrong style is applied for certain

paragraphs in preview4. Import the Content

Stages While Import

Step 1: Select or Create a Profile

Step 1: Select or Create a Profile [Contd.]

Step 1: Select or Create a Profile [Contd.]Updating Profile Properties

Based on majority of images in source document

Based on majority of images in source document

Browse and select the folder or first select the folder in the Folders view

Step 1: Select or Create a Profile [Contd.]Updating Profile Properties-Rules

Step 1: Select or Create a Profile [Contd.]Updating Profile Properties-Rules

Step 2: Map the Headings/StylesTopics Structure

Step 2: Map the Headings/Styles Style Mapping

Step 3: Import Preview25% Import Complete

TOC or Topics structure in book

Preview of content to check the style

Step 4: Import the Content

Do’s and Don'ts

Do’s◦ Select the appropriate resize file template for images based

on the source to avoid the manual formatting after import◦ Use FindReplace Text filter wherever required.

Do’s and Dont’s

Do’s◦ Export the profile from one AuthorIT database to XML

as backup and import them back if your profile gets corrupted.

◦ You can import XML exported in to other AuthorIT databases.

Do’s and Dont’s [Contd.]

Don’ts:◦ Import source content more than 80 pages ◦ Content with more tables and screenshots◦ When lot of rework is required after import, viz.,

update imported content for structure and formatting

◦ Do not import document with index Hamper the Index objects & references Remove them and then import

Do’s and Dont’s [Contd.]

Don’ts◦ After the preview, you must maintain patience while actual

import starts ◦ Ignore the Microsoft Windows messages: “Author-it Editor has

stopped responding” or “….not responding”– AuthorIT does not respond if

“Track Changes” feature is enabled in MS Word source file before import.

– AuthorIT does not respond for more than 5 minutes and there is no progress seen in the progress bar while actual importing process starts.

Do’s and Dont’s [Contd.]

May require manual formatting for the following paragraph tags after import:◦ Note◦ List Bullet 2◦ Procedure Intro◦ Caution

Apply styles for sparingly used paragraphs

Updates Required after Import

Apply the required resize template for the screenshots. ◦ For example, 65% Resize File Template

Change the file names for:◦ Book◦ Chapters◦ Topics (Normal template)◦ Images

Re-use the repeated content by embedding them

Updates Required after Import [Contd.]

WinHelp WinHelp projects HTML HTML Help projects Rich Text Format (RTF) documents Adobe RoboHelp projects XML Adobe FrameMaker MIF documents

Other Formats Supported for Import

Less time required to import after the profile is set up (one-time activity)

Similar Documents (Structure and Formatting) can be converted with a single Import Profile

Dynamic source content can be imported than updating in AuthorIT ◦ Replace the existing files without duplicating them

when importing the same source file in to AuthorIT◦ Not recommended when you are not sure of the

difference in content

Advantages of AuthorIT Import

Following paragraphs may need rework or reapply formatting◦ Table Border Formatting◦ Table Header Color

AuthorIT Import Engine requires lot of memory◦ Use Import feature when less users are logged

in AuthorIT when importing [for India team]◦ Not scalable for huge documents

Limitations of AuthorIT Import

Demo Video◦ http://www.youtube.com/watch?v=g90eLiu2Xgs

Preparing Documents for Import◦ http://www.helpstuff.com/prep_docs_ait_import.html

Bibliography

NextGen Word Templates (.dot) location:\\sheridan\AIT\Templates\Word Templates

Plan your route before you set outhttp://www.contentchameleon.co.uk/AuthorIT%20Article%20-%20Plan%20your%20route%20before%20you%20set%20out.pdf

Demo Webex Recording for using AuthorIT Import: Import_MS_Word_HQM_Measure_Whitepaper_AuthorIT_Workflow.wrf and Import_MS_Word_HQM_Measure_Whitepaper_Source_Changes.wrf\\sheridan\Doc Team\WebEx\

Converting from AuthorIThttp://www.it-authoring.com/bb/helpauth/viewtopic.php?f=22&t=7452

Tips for Styling Imported Text in iBooks Authorhttp://www.dummies.com/how-to/content/tips-for-styling-imported-text-in-ibooks-author.html

References