After saving an Office document as a Web page, you can open the Web page, an HTML file. This allows you to quickly and easily switch from HTML to the standard Office program format and back again without losing any formatting or functionality. For example, if you create a formatted chart in an Excel workbook, save the workbook file as a Web page, and then reopen the Web page in Excel, the chart will look the same as the original chart in Excel. Excel preserves the original formatting and functionality of the workbook.
You can view any Office document as if it were already on the Web by previewing the Web page. By previewing a file you want to post to the Web, you can see if there are any errors that need to be corrected, formatting that needs to be added, or additions that need to be made. Just as you should always preview a document before you print it, you should preview a Web page before you post it. Previewing the Web page is similar to using the Print Preview feature before you print a document. This view shows you what the page will look like once it’s posted on the Internet. You do not have to be connected to the Internet to preview a document as a Web page.
Open the Web file you want to view as a Web page.
Click the File menu, and then click Web Page Preview.
Your default Web browser starts and displays the Web page.
Quit your Web browser, and then return to the Office program.
Did You Know?
Web addresses and URLs mean the same thing. Every Web page has a Uniform Resource Locator (URL), or Web address. Each URL contains specific parts that identify where a Web page is located. For example, the URL for Perspection’s Web page is: http://www.perspection.com/index.htm where “http://” shows the address is on the Web, “www.perspection.com” shows the computer that stores the Web site, and “index.htm” is a Web page on the Web site.
With instant access to the Internet, your documents can contain links to specific sites so you and anyone else using your documents can access Web information. You can create a hyperlink—a graphic object or colored, underlined text that you click to move (or jump) to a new location (or destination). The destination can be in the same document, another file on your computer or network, or a Web page on your intranet or the Internet. When you point to hyperlinked text or an object, the cursor changes to a pointing hand to indicate it’s a hyperlink. To connect to the linked location, just click the hyperlink.
Select the text, cell, or object, such as a picture, where you want to create or edit a hyperlink.
Click the Insert menu, and then click Hyperlink.
Click one of the tabs to specify the type of link that you want to create:
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Web Page. Enter the URL of the Web page that you want to link to in the Link to box. If you want to link to a specific place (anchor) within the Web page, enter the anchor name or click Locate to find it.
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Document. Click Select, locate the file, and then click Open. The path appears in the Link to box. If you want to link to a specific place (anchor) within the Web page, enter the anchor name or click Locate to find it.
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E-mail Address. Enter the e-mail address and subject. When visitors click the e-mail address, your e-mail program automatically opens with the address.
Type the display name for the hyperlink or use the one provided.
Click OK.
Click the hyperlink on your document; your cursor changes to a hand when the hyperlink is available.
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You can also Control-click the hyperlink, point to Hyperlink, and then click Open in New Window.
Office opens the linked location. For Web addresses, Office opens your Web browser, displaying the Web page associated with the hyperlink.
In PowerPoint, you can turn one of the objects on your slide into an action button so that when you click or move over it, you activate a hyperlink and jump to the new location. You can point hyperlinks to almost any destination, including slides in a presentation and Web pages on the Web. Use the Action Settings dialog box to add sound to a hyperlink. You can add a default sound such as Chime, Click, or Drum Roll, or select a custom sound from a file.
In PowerPoint, click the object (not within a SmartArt graphic) you want to modify.
Click the Slide Show menu, and then click Action Settings.
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To draw a button, click the Slide Show menu, point to Action Buttons, select a button type, and then drag to create the button.
Click the Mouse Click or Mouse Over tab.
Click the Hyperlink to option.
Click the Hyperlink to drop-down, and then click a destination for the hyperlink.
Click OK.
Run the slide show and test the hyperlink by pointing to or clicking the object in the slide show.
Did You Know?
You can edit an action button. Select the object, click the Slide Show menu, and then click Action Settings.
You can highlight a click or mouse over. When you click or move over a hyperlink, you can highlight the object. In the Action Settings dialog box, select the Highlight click or Highlight when mouse over check box.
In PowerPoint, click the object (not within a SmartArt graphic) you want to modify.
Click the Slide Show menu, and then click Action Settings.
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To draw a button, click the Slide Show menu, point to Action Buttons, click Sound, and then drag to create it.
Click the Mouse Click or Mouse Over tab.
Select the Play sound check box.
Click the Play sound drop-down, and then select the sound you want to play when the object is clicked during the show.
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Custom Sound. Or scroll to the bottom of the Play sound list, and then click Other Sound, locate and select the sound you want to use, and then click OK.
Click OK.
In PowerPoint, click the object (not within a SmartArt graphic) you want to modify.
Click the Slide Show menu, and then click Action Settings.
On the Mouse Click tab, click the Run program option, if necessary.
Click Select, and then locate and select the program you want, and then click OK.
Click OK.
When you save a document as a Web page, you can change the appearance of the Web page by changing Office’s Web options. You can enter a page title, add searchable keywords, and set Web options to automatically update links, use the PNG graphic format as an output format for optimization, and save the Web page with international text encoding so users on any language system are able to view the correct characters. Additional options are available depending on the Office program.
Click the Word, Excel, or PowerPoint menu, and then click Preferences.
Click the General icon.
Click Web Options.
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You can also click Web Options in the Save as Web Page dialog box.
Click the General tab, and then enter a Web page title, and Web page keywords (separated by commas).
Click the Files tab, and then select the following options:
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Select or clear the Update links on save check box.
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In Word, select or clear the Save only display information into HTML check box.
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In PowerPoint, select or clear the Include the original file with this Web presentation so it can be edited in PowerPoint later check box.
In PowerPoint, click the Appearance tab, and then select the following options:
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Click the Default view drop-down, and then select Normal or Full Screen.
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Click the Colors drop-down, and then select a color scheme.
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Click the Navigation buttons drop-down, and then select the type of buttons you want: Graphic, Regular, Text, or None.
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Click the Button placement drop-down, and then select the location where you want the navigation buttons: Top, Bottom, or Floating window.
Click the Pictures tab, and then select the following options:
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Select or clear the Enable PNG as an output format check box.
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In PowerPoint and Word, click the Screen size drop-down, select a monitor size.
In Word, specify the Pixels per inch (default 72).
Click the Encoding tab, and then select the following options:
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Click the Save this document as drop-down, select an encoding option.
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Select or clear the Always save Web pages in the default encoding check box.
In Excel and Word, click the Fonts tab, and then select the character set and fonts you want used in a Browser when a font in your Web page is not specified.
Click OK.
Click OK.
You can place an existing Office document on the Internet for others to use. In order for any document to be placed on the Web, it must be in HTML (Hypertext Markup Language) format—a simple coding system that specifies the formats a Web browser uses to display the document. This format enables you to post, or submit information and data on a Web site for others. You don’t need any HTML knowledge to save an Office document as a Web page. When you save an Office document as a Web page, you can save it using the Web Page or Single File Web Page format. The Web Page format saves the document as an HTML file and a folder that stores supporting files, such as a file for each graphic, document, and so on. Office selects the appropriate graphic format for you based on the image’s content. A single file Web page saves all the elements of a Web site, including text and graphics, into a single file in the MHTML format, which is supported by Internet Explorer 4.0.1 or later.
Click the File menu, and then click Save as Web Page.
Type the name for the Web page.
Click the Where drop-down, and then select a location for your Web page.
Click the Format drop-down, and then click Web Page (.htm).
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In Word and Excel, you can also click Single File Web Page (.mht).
Click Web Options to set options for saving a Web page.
Select any of the following options:
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In Excel, click the Workbook or Sheet, or Selection option.
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In Word, click the Save entire file into HTML or Save only display information into HTML option.
Click Save.
As you develop a Web site, you can incorporate slides from any of your PowerPoint presentations. You can save any slide in a presentation in the GIF, JPEG, or PNG Web graphic format. Graphics Interchange Format (GIF) is a form of compression for line drawings or other artwork. Office converts to GIF such images as logos, graphs, line drawings, and specific colored objects. Joint Photographic Experts Group (JPEG) is a high-quality form of compression for continuous tone images, such as photographs. Office converts to JPEG such images as photographs or other images that have many shades of colors. Portable Network Graphics Format is a new bit-mapped graphics format similar to GIF. You can also save slides in the TIFF or BMP format, which are not suited for the Web, yet work well in documents or printed material.
In PowerPoint, display the slide you want to save as a Web graphic.
Click the File menu, and then click Save as Pictures.
Type a name for the file.
Click the Where drop-down, and then select a location for the graphic files.
Click the Format drop-down, and then click JPEG, PNG, or GIF.
Click Options.
Select the save slides as graphics files options you want:
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Click the Save current slide only or Save every slide (series of graphic files) option.
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Select the Dots per inch (dpi) option, and then select a dpi, or select the Size option, and then enter the width and height.
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To compress the files, select the Compress graphics files check box, and the select image quality in the drop-down.
Click OK.
Click Save.
Portable Document Format (PDF) is a fixed-layout format developed by Adobe Systems that retains the form you intended on a computer monitor or printer. A PDF is useful when you want to create a document primarily intended to be read and printed, not modified. The reason for the success of the PDF format is Adobe’s tight control over the Adobe Acrobat application (used to create PDF’s), and the Acrobat Reader application (used by visitors to read PDF’s). Office allows you to save a document as a PDF file (New!), which you can send to others for review in an e-mail. Once a PDF document is properly saved, it can be opened by virtually anyone that has Acrobat Reader, regardless of computer or operating system. And the good news is that the Reader application is a free download, just point your browser to http://www.acrobat.com, and then click Download Reader to obtain the latest version of the Acrobat Reader application, tailored for your specific operating system.
Open or create a document in an application.
Click the File menu, and then click Print.
Click PDF, and then select the type of PDF you want to create:
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Save as PDF. Creates a PDF document. Enter a name, specify a location, and then click Save.
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Fax PDF. Creates and faxes a PDF document.
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Mail PDF. Creates and attaches a PDF document in an e-mail.
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Save as PDF-X. Creates a compacted PDF document for the Print industry. Enter a name, specify a location, and then click Save.
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Save PDF to iPhoto. Creates and exports a PDF document to iPhoto.
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Save PDF to Web Receipts Folder. Creates and stores a PDF document in your Web Receipts folder; great for saving Web site receipts.
After you finish making changes to a document, you can quickly send it to another person for review using e-mail. Office allows you to send documents out for review as an attachment using e-mail from within the program so that you do not have to open your e-mail program. An e-mail program, such as Microsoft Entourage, needs to be installed on your computer before you begin. When you send your document out for review, reviewers can add comments and then send it back to you.
Click the File menu, point to Send To, and then click Mail Recipient (as Attachment).
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In Excel, you can also click Mail Recipient (as HTML). This formats the document in HTML, which is useful when the recipient doesn’t have Office.
Important
To complete the following steps, you need to have an e-mail program installed on your computer and an e-mail account set-up.
Your default e-mail program opens, such as Microsoft Entourage, with your document attached.
Enter your recipients and subject (appears with document name by default).
Enter a message for your reviewer with instructions.
Click the Send button.
