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Creating Documents for Use Outside of Microsoft Office Word 2007

In this chapter from Microsoft Office Word 2007 Step by Step, you will first learn about saving documents in other file formats. You will then preview a document in Web Layout view, save the document as a Web page, and make adjustments necessary for optimum presentation on the Web. You will create a blog post, register an existing blog account, and then publish the blog post. Finally, you will save a document as an XML file and view its XML tags, and then attach a schema containing custom tags to it.

Chapter at a Glance

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Sometimes you will create a document in Microsoft Office Word 2007 and then want to send it to someone who does not have Word 2007 installed on his or her computer. Word comes with several conversion utilities that you can use to save documents in other file formats so that you can distribute documents that your colleagues can read and use no matter what programs they work with.

One way of distributing the information in your documents is by converting them to Web pages so that people can read them on the Web. The Web has become a major part of our everyday lives. We use it to shop, check the news, find out how our favorite sports team is doing, and research topics. It’s also a great publishing tool if you are trying to reach a broad audience. For example, your organization might want to publish a Web newsletter to provide information while advertising its goods or services. Or you might want to use built-in Word tools to create and post articles to a blog (short for Web log) about a particular topic.

In addition to converting documents into Web pages, you can convert them into Extensible Markup Language (XML) documents. The XML format distinguishes different parts of a document, giving it a structure that enables you to identify and extract items of information. For example, if you write a training document including procedures whose numbered steps are uniquely identified with a Procedure style, and then convert the document to XML format, all the procedures can be extracted into a different file for a different purpose—perhaps as a frequently asked questions (FAQ) page for your organization’s Web site.

In this chapter, you will first learn about saving documents in other file formats. You will then preview a document in Web Layout view, save the document as a Web page, and make adjustments necessary for optimum presentation on the Web. You will create a blog post, register an existing blog account, and then publish the blog post. Finally, you will save a document as an XML file and view its XML tags, and then attach a schema containing custom tags to it.

Saving a File in a Different Format

When you save a Word document, the default file save format is the Microsoft Office Word 2007 DOCX format. If you want to be able to use the file with an earlier version of Word or with a different program, you can save it in a different file format.

To save a document in a different file format, display the Save As dialog box, and then change the Save As Type setting to the format you want to use. If you want to save a Word document in a format that can be opened by the widest variety of programs, use one of the following formats:

  • Rich Text Format (*.rtf). Save the document in this format if you want to preserve its formatting.

  • Text Only (*.txt). Save the document in this format if you want to preserve only its text.

If you want someone to be able to view a document but not change it, you can save the document as a Portable Document Format (PDF) file. In recent years, PDF has become a common standard for distributing information. The text and graphics in a PDF file are essentially static, and because a PDF file breaks a document into discrete pages, it mimics the way information appears on a printed page. Unlike a printed document, however, a PDF file can be sent by e-mail to many recipients, or it can be made available on a Web page for download to anyone who wants it. Using a PDF file can also help guarantee the quality of your document when you print it because it sets exact page breaks, which ensures that the pages are printed as you intended them to be.

You can open and read PDF files by using a PDF reader such as Adobe Acrobat Reader, which is available as a free download from the Adobe Web site as well as from many Web sites that distribute PDF files. You can create PDF files from Word documents by purchasing the full version of Adobe Acrobat.