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MS Word Chapter 9: Exporting and Saving Documents

MS Word Chapter 9: Exporting and Saving Documents

Instructions

Section 9.1: Sharing a Word Document

Sharing a document in its native Word format is often the safest choice, as it prevents data loss during conversion (if the recipient has MS Word). It is also familiar to MS Office users, including those using screen readers. However, there are some drawbacks:

  • Some People May Not Have It

    • While many can access Word files, some may not due to cost, device limitations, or preference for other programs. Without Word or a compatible reader, they may be unable to open the document.

  • Complex Content May Require Conversion

    • For better accessibility, complex Word content may need to be converted to HTML, PDF, or EPUB, where accessibility features can be applied. This requires extra effort but improves usability.

  • Word Files on Websites Can Be Disruptive

    • If a document is meant for web use, HTML format is preferable, with an option to download the Word file. Otherwise, users may face an unexpected download prompt, disrupting their browsing experience.

Section 9.2: Save as a Web Page

This option in Word will save your document with a lot of extra HTML code that is not needed. The exception is if you plan on opening the HTML document in Word again at some point. The extra code helps preserve some of the Word formatting. However, it does not produce ideal source code.

The source code isn't bad for accessibility, but you should use the option to "Save as Web Page, Filtered" instead.

When you choose the "Web Page" option from the Save menu, Word gives you a button to add a page title.

If you post the full document , without any changes, you should add the page title here. If you plan on copying and pasting the code into a content management system, do not add a page title.

Page Title in Microsoft Word.
Enter Text Panel for the Page Title.

Section 9.3: Save as Web Page, Filtered

The Filtered Option Creates Cleaner Code

The regular "Save as Web Page" in Word adds excessive markup, making "Save as Web Page, Filtered" the better choice. While this option is usually sufficient, it can still require cleanup. If copying the markup into a content management system or template, you'll need to transfer Word-generated styles to the style sheet or document head and adjust image locations. Additionally, special characters like dashes, quotation marks, and apostrophes may need correction.

Use a Third-Party Tool to Clean the HTML

A number of third-party tools exist to clean Word HTML. It is possible to get the markup even cleaner than the "Web Page, Filtered" option allows. Not all of these utilities were created with accessibility in mind, so no endorsement is implied.

  • HTML Cleaner: This utility is good at preparing HTML from Word for use in content management systems. Note: The interface for HTML Cleaner has accessibility flaws.

Add a Page Title

Similar to the prior section, when saving as a Web Page Filtered, you can add a page title. This feature is not in Word for Mac and Word Online.

Section 9.4: Single File Web Page

Saving a Word document as a "Single File Web Page" creates one file instead of an index page with separate folders for images and styles. This makes it easy to email or archive. However, the main drawback is that it only works in Internet Explorer.

The Single File Web Page Works Only in Internet Explorer

Everyone who doesn't have access to Internet Explorer will be unable to use this feature. This means it is not a good format for general usage.

Section 9.5: Save As a PDF

Word to PDF Conversion Needs Touch-Up

Using the built-in (free) Word-to-PDF utility creates a tagged PDF document with pretty good structure. The PDF will also retain the reading order in simple documents. Complex documents can be problematic, but that's going to be the case no matter what. You'll probably need to touch up the document in Acrobat Pro.

For Best Results, Use the Acrobat Pro Add-on for Word on Windows

When you install Acrobat Pro, it installs an add-on to the Ribbon in Word with some utilities for Acrobat conversion. Using the Acrobat Pro utilities will give you the best results when converting to PDF format. You may still need to touch up the final result in Acrobat Pro. This is important with complex documents, but the Acrobat Pro Add-on is still the most reliable tool for the job.

  1. Click File.

  2. Click Export.

  3. Choose either Create Adobe PDF or Create PDF/XPS Document (both options create a tagged document).

Section 9.6: Save to OneDrive

OneDrive stores documents in the cloud, allowing access from any device. Similar to Dropbox, iCloud and Google Drive, it lets you share files with read-only or editing permissions. If opened online, the file may open in a browser, but some accessibility features may be missing in the web version of MS Office.

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