importing ms word documents in authorit
DESCRIPTION
Importing MS Word files in AuthorIT is tedious when you want import files with too many images and tables or even bulk files. These slides give you tips to overcome them.TRANSCRIPT
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