3.1 Working with templates

Templates define the layout and styles in a document. A template is used to create documents with a consistent design.

3.1.1 Default template

If an ICE template is installed in the templates directory, each new Word document created via File > New > ICE template file in Word or the ICE file view (with the Type option selected as Default) will be based on the ICE default template. Use the default template if the document outline numbering is not based on a module number.

3.1.2 Module template

The module template is based on the default template but has the outline numbering modified for use with modules. Each new Word document created via the ICE file view, with the Type option selected as Module, has the outline numbering setup for a module.

3.1.3 Repair documents

Repair Word documents. For example, change from Default to Module template. A macro (Set heading numbering) is available from the ICE toolbar to repair Word documents when the correct first style is applied. An ICE templated document will open in the correct template as long as the current template is installed.

3.1.4 Template association

There is a Template section at the bottom of the Properties dialog box Summary tab. If the document is associated with a template, the template name will be displayed.

From the Menu, select File > Properties > Summary tab.

3.2 Understand the environment

Your toolbar configuration may be different to the example below, as other toolbars may have been selected for view. The screen capture is from Word 2003.

From the Menu, select View > Toolbars. A tick indicates active toolbars.

3.2.1 Menus

Word menu

Access functionality related to the document edits being performed. Unrelated items will not be accessible from the menu.

ICE styles menu

The ICE custom menu called Styles is available from the ICE toolbar and is used to access all of the available ICE styles to apply formatting.

3.2.2 Toolbars

Icons, buttons and textboxes offer a fast way to choose some operations without using the menus. To display tips, rest the mouse over a toolbar button or icon.

Word formatting toolbar

Some options on the Writer formatting toolbar such as the Apply Style textbox (to view applied styles) bold and italic icons (B and I) can be used in an ICE template. Other functions are not to be used (e.g. paragraph alignment and underline (U)). Use the ICE toolbar for most options. The Writer formatting toolbar can be customized to display/hide options as required.

1. From the Word formatting toolbar, left-click the Toolbar Options down arrow on the right-hand end.

2. Select Add or Remove Buttons > Formatting > Select the option/s. A tick indicates active options.

ICE toolbar

A custom ICE toolbar can be installed to assist with formatting. For installation instructions, visit the ICE website <http://ice.usq.edu.au/instructions/templates/ice_toolbar_addin.htm>. The icons or keyboard shortcuts can be used to apply ICE formatting instead of the Styles menu.

Macros

Macros are used to perform some ICE functions in Word.

Set heading numbering

Define the starting number for headings (see 3.5 Set heading numbering).

Repair lists

Re-apply the list styles and restart the numbering on all lists when numbered lists behave incorrectly. Be aware, modified paragraph pagination properties may be lost.

Update links

Find and replace URL path information when packages (including ICE Word files) are copied in the repository.

Example of search criteria

1. From the ICE file view, navigate to an ICE Word file then click the Edit icon to open it.

2. From the Word ICE toolbar, select Macros > Update links.

   Starts with – The system will detect the starting point.

   Find – Include data to be searched.

   Replace – Include what is to replace searched data.

   Update all files in this directory – Select to search in the path described. In the text box, check that the search is from the package root. Deselect if searching the document only.

   Click the OK button to start the hyperlink updates. Screen flashing will occur until the process is complete.

3. Save and close the Word file.

4. From the ICE file view, navigate to the package root from the Path then click the Refresh icon.

5. Locate a Word file with internal hyperlinks to check that the process was successful.
   

Styles

The Styles menu can be used to apply formatting instead of the toolbar or keyboard shortcuts.

3.2.3 Status bar

The status bar is located at the bottom of the Word window and displays information relating to the document and special functions. For example, the page number displays on the left. Double-click on the page number for the option to go to a specific page.

3.3 Create and edit ICE Word documents

3.3.1 Create via ICE file view

Use the ICE file view to create a new Word document based on an ICE template. The following process will assume you are logged into ICE and performed a Synchronize or Synchronize package.

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. From the ICE toolbar, click the Add tab.

   From the Type dropdown list, select the relevant file template. Type a filename in the Name textbox (without a file extension) then click the Submit button. The new file will be added to the displayed list.

3. Click the Edit icon to open the document in Word.

4. From the Menu, select File > Properties > Summary tab.

   In the Title textbox, type the document title. The title will be reflected in the right-hand header using a field (e.g. Module 1 – Installation and setup). The property title is also used for the ICE website document title.

   In the Subject textbox, type the subject. The subject will be reflected in the left-hand header using a field (e.g. FET8611 – Emerging environments for learning).

   Click the OK button.

5. Changes to the property fields are not automatically reflected in the headers. The view needs to be refreshed (e.g. change page view then return to the required view). From the Menu, select View > Web Layout then View > Print Layout or use the view icons to the left of the horizontal scroll bar.

6. Type the document title for the first heading.

7. If required, set the outline numbering for numbered headings (see 3.5 Set heading numbering).

8. From the Menu, select File > Save.

3.3.2 Edit existing Word documents

Option 1 – Via the HTML view

1. View the document as HTML. For example, click the left-hand navigation file hyperlink.

2. From the ICE toolbar, click the Edit button. The file will open in the word-processor.

3. Edit the content then from the Menu, select File > Save.

4. From the ICE toolbar, click the Refresh icon to render and display the updated file.

5. Proof the HTML.

Option 2 – Via the file view

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Click the Edit icon to open the document in its word-processor.

3. Edit then from the Menu, select File > Save.

4. From the File view, click the file HTML icon or Title hyperlink to render and display the updated file.

5. Proof the HTML.

3.4 Copy content from other sources

We recommend using the following process when copying content from non-ICE files.

1. Open an existing ICE document or create a new document based on the ICE template.

2. Locate and open the file with content to be copied then select the content.

   Many programs use a standard copy process. For example, from the Menu, select Edit > Copy.

3. In the ICE document, from the Menu, select Edit > Paste Special.

   Select Unformatted text then click the OK button.

4. Format using the ICE styles.

3.5 Set heading numbering

Each time a new document is created from an ICE template, the heading start number is 1. Use the Set heading numbering macro to define the start number and/or number prefix (e.g. Module, Chapter or Theme) as required.

3.5.1 Based on the default template

1. Apply the Title style to the first heading in the document.

2. From the ICE toolbar, select Macros > Set heading numbering. The Set outline numbering dialog box displays.

   In the Level 1 style section, select Numbered heading 1.

   In the Start at section, type the start number in the textbox then click the OK button.

3.5.2 Based on the module template

1. Apply the Title-chapter style to the first heading in the document.

2. From the ICE toolbar, select Macros > Set heading numbering. The Set outline numbering dialog box displays.

   In the Level 1 style section, select Title Chapter.

   If required, modify the default selections. In the Title Chapter separator section, the default Before option is Module and After option is – (En Dash).

   In the Start at section, type the start number in the textbox then click the OK button.

3.6 Check document spelling and grammar

3.6.1 Spelling and grammar

The Spelling and Grammar function checks a document for errors. It is possible to add words, abbreviations etc. to the dictionary to avoid repetition of suspected errors.

From the Menu, select Tools > Spelling and Grammar or use the Spelling and Grammar  icon on the Standard toolbar.

3.6.2 Automatic spelling and grammar check

When the spelling and grammar option is set to automatic, the document is checked for errors as you type. Suspected errors are indicated by red (spelling) and green (grammar) wavy underlines. The underlines do not print.

From the Menu, select Tools > Options > Spelling & Grammar tab. Select the spelling and grammar options required.

3.7 Styles and formatting

Many formatting specifications can be defined as a style. When styles are used to format a document, it ensures consistency and saves time. The styles will stay with the document.

When a document is formatted manually (not using styles), remembering previously used formatting properties and keeping consistency is nearly impossible. Some of the benefits of using templates with styles include:

• removal of repetitive tasks, like formatting headings individually

• consistent appearance

• time efficiency

• improved quality.

3.7.1 Styles

The custom ICE toolbar with a Styles menu can be installed to apply ICE styles.

View applied styles

Two options for viewing applied styles are the Style text box on the Formatting toolbar and the Style area in normal or outline view.

Style text box

When the cursor is placed within a paragraph, the applied style is displayed in the Style text box located on the Formatting toolbar.

From the Menu, select View > Toolbars > Formatting. A tick indicates active toolbars.

The following example displays the ICE style h2n in the Style text box on the Formatting toolbar.

Style area in outline and normal view

When a document is displayed in outline or normal view, there is an option to display the applied styles on the left-hand side of the document. The following example displays the ICE styles h2n and p in normal view.

1. From the Menu, select Tools > Options > View tab.

   From the Outline and Normal options section, enter a Style area width (e.g. 2.01 cm) then click the OK button.

2. From the Menu, select View > Normal. The styles will display on the left-hand side.

3.7.2 Formatting

Be vigilant for quality and consistency when applying styles and formatting content.

Formatting considerations

• Always use the ICE styles.

• Be consistent with the referencing style being used. For example, if using Harvard referencing style, ensure headings use minimal capitalization and referencing format is appropriate.

• Do not use tabs. Internet browsers will not recognize the specified spacing. Consider using a table without borders to control layout instead of tabs.

• Insert one space after sentence for closing punctuation (unless referencing style used requires different).

• A non-breaking space can keep words or characters together as a paragraph flows.

• Use an En Dash where appropriate (can depend on referencing style used) instead of a hyphen unless hyphenating words.

• Use smart (curly) quotes where appropriate.

• Spell check all documents

• Adjust pagination by changing paragraph settings where possible instead of forced page breaks.
  

See Appendix 2 – Symbols in Word for instructions on inserting symbols such as En Dash or non-breaking space.

ICE toolbar and keyboard shortcuts

The ICE toolbar or associated keyboard shortcuts (using <Esc> to trigger the event) can be used to apply most of the ICE styles. Access an ICE toolbar reference guide from the ICE website <http://ice.usq.edu.au/instructions/templates/toolbar_guide.htm>.

For example, the keyboard shortcut to apply the p style to a paragraph is <Esc>, <P>.

Click the Help button to display a list of keyboard shortcuts. Extra shortcuts not listed on the Help screen are:

• Superscript – <Esc>, <=>

• Subscript – <Esc>, <->

Default formatting

Use the Default Paragraph Font option to remove extra formatting that has been attached to a style. For example, remove bold or italic from a style.

Select the text, then click the Default Formatting icon on the ICE toolbar or from the ICE Styles menu, select Default Paragraph Font.

No-wrap text

Non-wrapping text is not appropriate in the context of a word-processor, but could be needed in HTML if the wrapping of text changes the meaning. For example, non-wrapping text in a table cell. If this styling is required, use the following process.

1. Apply the p style to the paragraph.

2. Place the cursor in a paragraph so that p is displayed in the Style textbox on the Formatting toolbar.

3. Click after the p in the Style textbox then type -nowrap.
   The style becomes p-nowrap.

Pagination

Pagination is the control of content flow in a document (where pages break). Word inserts automatic page breaks as pages fill up, but this can be controlled by changing paragraph settings or forcing a page break.

Paragraph settings

1. Place the cursor in a paragraph.

2. From the Menu, select Format > Paragraph.

   Select the Line and Page Breaks tab then select the option/s and click the OK button.

3. Continue checking the pagination throughout the document.
   

Widow/Orphan control

Ensure the last line of a paragraph is not printed by itself at the top of a page and the first line of a paragraph is not printed by itself at the bottom of a page.

Keep lines together

Keep the lines of a paragraph or column together.

Keep with next

Keep the current and following paragraphs together on a page or in a column.

Page break before

Force a page break before a paragraph. When content is edited, the forced break may no longer be in a suitable place so one of the other options may be better suited.

Manual page break

A manual page break could be inserted to force a page break in a specific location. An example of using a manual page break is for the insertion of a blank page. When content is edited, the forced break may no longer be in a suitable place so modifying a paragraph setting may be better suited.

1. Place the cursor at the end of the paragraph.

2. From the Menu, select Insert > Break.

   From the Break types section, select Page break then click the OK button.

3.8 Working with tables

Tables are commonly used to display data, but can also play an important part in controlling page layout. Using tabs to control layout is not recommended as Internet browsers will not recognize the specified spacing.

From the Menu, select Table > Insert > Table.

3.8.1 Modify styles

Ensure that ICE styles are applied when editing a table.

3.8.2 Modify table properties

After a table has been inserted, the properties can be modified to change how it displays.

Place the cursor inside the table, then from the Menu, select Table > Table Properties.

Use the property tabs to access and modify the properties. For example, the Table tab allows you to specify the table alignment.

3.8.3 Merge or split cells

A table starts with the same number of columns per row. The layout of a table can be changed by merging cells. Plan cell merging carefully before starting.

Highlight the cells, then from the Menu, select Table > Merge Cells.

Merged cells can be split. Place the cursor inside the merged cells, then from the Menu, select Table > Split Cells. Select the number of columns and rows then click the OK button.

3.8.4 Table caption

3.8.5 Vertical text

Vertical text can be included in a table cell (e.g. header cells), to display in Word and the PDF version in ICE. However, the text will display horizontally in the HTML version.

1. Select the table cell text.

2. From the Menu, select Format > Text Direction. The Text Direction – Table cell dialog box displays.

   Select the left-hand box with the text reading from bottom to top then click the OK button.

3.9 Working with pictures

3.9.1 Insert a picture

When pictures are created in programs (such as Corel Paint Shop Pro or Adobe Fireworks) to be inserted in Word for ICE, save or export to GIF, JPG or PNG.

1. If a picture file (*.gif, *.jpg, *.png) is available, upload it into the package media/images directory.

2. From the Word menu, select Insert > Picture > From File. The Insert Picture dialog box displays.

   Locate the file then click the Insert button.

3. Format the picture if required.

3.9.2 Format picture

Properties can be modified after a picture has been inserted. For example, wrapping style (such as In line with text).

1. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Format Picture dialog box displays.

2. From the Layout tab, Wrapping style section, select an option (e.g. In line with text) then click the OK button.

3.9.3 Alternative text

Alternative text (also known as ALT text) is substitute text that serves the same purpose as the image when being read by a screen reader or a browser with image display turned off.

We recommend that all pictures include alternative text for accessibility compliance.

1. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Format Picture dialog box displays.

2. Select the Web tab then type the alternate text and click the OK button.

3.9.4 Inline picture

An inline picture is one that appears in the flow of text.

1. From the Menu, select Insert > Picture > From File.

2. Locate the file then click the Insert button.

3. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Format Picture dialog box displays.

   From the Layout tab, Wrapping style section, select In line with text then click the OK button.

3.9.5 Figure caption

3.9.6 Insert a Microsoft Word drawing

Insert a Microsoft Word drawing into an ICE Word document, using one of the following options.

Option 1 – With source file

Keep a source file of the diagram for editing. An image of the diagram is inserted into the ICE Word document.

PC

1. Draw the diagram in Word and Save the Word file containing the drawing into the package media/images directory src folder or other relevant src folder. The source file can be easily accessed for editing.

2. Open the Word drawing file if not already open. From the Menu, select File > Open.

   Locate the Word file with the drawing then click the Open button.

3. If the drawing is in a frame, select the frame then from the Menu, select Edit > Copy.

   If the drawing is not in a frame, select all of the items. From the Draw toolbar, click the Draw button then select Group. From the Menu, select Edit > Copy.

4. In the Word working file, place the cursor where the image is to be inserted.

5. From the Menu, select Edit > Paste Special. (Using the Paste option will not give optimum results.) The Paste Special dialog box displays.

   In the Paste As section, select Picture (Windows Metafile) then click the OK button.

6. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Format Picture dialog box displays.

   From the Layout tab, Wrapping style section, select the option (e.g. In line with text) then click the OK button.

7. Proof the HTML after a render. If the file type selected does not convert the drawing correctly, try one of the other options.

Mac

1. Draw the diagram in Word and ensure that all of the drawing components are grouped to make one item.

2. Save the Word file containing the drawing into the package media/images directory src folder or other relevant src folder. The source file can be easily accessed for editing.

3. Open the Word drawing file if not already open. From the Menu, select File > Save as Web Page.

   Ensure the Save in path and filename are correct. In the Save as type section, select Web Page (*.htm; *.html) then click the Save button. A HTML file and folder containing image/s will be saved.

4. In the Word working file, place the cursor where the image is to be inserted.

5. From the Menu, select Insert > Picture > From file.

   Locate the image created from the Save as Web Page process then click the Insert button.

6. Click the picture then from the Menu, select Format > Picture and add options as required.

Option 2 – As OLE object

Insert an object into an ICE Word document which is editable. Be aware that the converted image will be grayscale.

1. Place the cursor where the diagram is to be located.

2. From the Menu, select Insert > Object. The Object dialog box displays.

   From the Create New tab, select Microsoft Word Picture then click the OK button. A window will open with an area for drawing the object.

   Draw the object then click the Close Picture button on the Edit Picture toolbar.

3. Click the picture then from the Menu, select Format > Object. The Format Object dialog box displays.

   From the Layout tab, Wrapping style section, select the option (e.g. In line with text) then click the OK button.
   

Edit the object

1. Click the object to select it.

2. From the Menu, select Edit > Picture Object > Open. A window will open with the object.

3. Edit the object then click the Close Picture button on the Edit Picture toolbar.

3.9.7 Insert an OOo Writer drawing

Insert an OOo Writer drawing into an ICE Word document, using the following process to include the diagram as an image.

1. Draw the diagram in Writer and ensure that all of the drawing components are grouped to make one item.

2. Save the Writer file containing the drawing into the package media/images directory src folder or other relevant src folder. The source file can be easily accessed for editing.

3. From the Writer menu, select File > Open.

   Locate the Writer file containing the drawing then click the Open button.

4. Select the grouped drawing then from the Menu, select Edit > Copy.

5. In the Word working file, place the cursor where the image is to be inserted.

6. From the Menu, select Edit > Paste Special. (Using the Paste option will not give optimum results.) The Paste Special dialog box displays.

   In the Paste As section, select Picture (Windows Metafile) then click the OK button.

7. Click the picture then from the Menu, select Format > Picture or double-click on the picture.

8. Proof the HTML after a render. If the file type selected does not convert the drawing correctly, try one of the other options.

3.10 Create lists

3.10.1 Bulleted list

Use the styles related to the list item level required. Start a list from level 1. The following process uses the ICE Styles menu to create a bulleted list. Alternatively, use the ICE toolbar or keyboard shortcuts.

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 - li1 > Bullet 1 - li1b. This will make a level 1 bulleted item.

3. Type the text if you have not already done so.

4. Add further list items as required (e.g. press <Enter> at the end of the list item text).

3.10.2 Numbered list

Use the styles related to the list item level required. Start a list from level 1. The following process uses the ICE Styles menu to create a numbered list. Alternatively, use the ICE toolbar or keyboard shortcuts.

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 - li1 > Numbered 1 - li1n. This will make a level 1 numbered item.

3. Type the text if you have not already done so.

4. Add further list items as required (e.g. press <Enter> at the end of the list item text).

3.10.3 Definition list

A definition list consists of a term (dt) and description (dd). Although definition lists are not commonly used, an example use would be in a glossary. The following process uses the ICE Styles menu to create a definition list. Alternatively, use the ICE toolbar or keyboard shortcuts.

Example of definition list

Term

Description of the term.

Process

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 - li1 > Definition Term 1 - dt1.

3. Type the term if you have not already done so.

4. To add the description, place the cursor at the end of the term then press <Enter>. Check that the description style has been applied automatically. If not, apply the style.

5. Type the description and add further list items as required.

3.11 Create hyperlinks

Hyperlinks can be added to an image or text to move to information within the same document or to other files.

From the Menu, select Insert > Hyperlink.

3.11.1 URL recognition

If the option for URL recognition is activated in Word, a typed URL will be automatically hyperlinked after concluding with a space or return.

From the Menu, select Tools > AutoCorrect Options > AutoFormat As You Type tab. From the Replace as you type section, select or deselect the Internet and network paths with hyperlinks option.

3.11.2 Hyperlink to an offsite URL

Hyperlink to a file or server on the Internet with a URL (Uniform Resource Locator).

Format example: Study at USQ <http://www.usq.edu.au> for a degree.

1. Select the text or image to be hyperlinked.

2. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Existing File or Web Page then in the Address textbox, insert the URL.

   USQ users: The USQ skin will add an External hyperlink icon in the HTML at the end of offsite URLs and they will all open in a new window.

   Other users if required: Set a target frame (See 3.11.3 Target frame for explanations) – Click the Target Frame button then from the dropdown list select New window. Click the OK button.

   Click the OK button to close the Insert Hyperlink dialog box.

3. Proof the HTML after a render and test that the hyperlink works correctly.

3.11.3 Target frame

In the Insert or Edit Hyperlink dialog, a target frame can be assigned to a hyperlink to specify where it will open.

• Page default (none) – Loads in the current frame or window.

• Same frame – Loads in the current frame or window.

• Whole page – Loads in the current window and useful for breaking out of a frameset.

• New window – Loads the file/URL in a new browser window.

• Parent frame – Loads in the parent frame when working with framesets.

• A named frame – Loads in the named frame in the site.
  

Hyperlinking between most content in an ICE package (e.g. from one module to another) should not open in a new window. An exception example is a Breeze presentation. Although included in the ICE package, the Breeze presentation could be opened in a new window so the main content is still visible when the Breeze window is closed.

USQ users: The USQ skin will add a New window icon at the end of internal URLs if you assign a new window target frame.

3.11.4 Internal hyperlinks

Internal hyperlinks (between files in a package), require the absolute URL (full path) of the target document (file being hyperlinked to). The system automatically converts hyperlinks from absolute to relative when exported.

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Right-click the file HTML icon or Title hyperlink (Mac setup, may require <Control> + click).

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard.

3. Open the Word document and select the content to be hyperlinked.

4. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Existing File or Web Page then in the Address textbox, paste the URL (e.g. <Ctrl> + <V>) and click the OK button.

5. Proof the HTML after a render and test that the hyperlink works correctly.

3.11.5 Bookmarks

Use bookmarks to hyperlink from one section to another in the same document or to a specific section in another document.

Create a bookmark

1. Place the cursor at the location for the bookmark.

2. From the Menu, select Insert > Bookmark. The Bookmarks dialog box displays.

   Type the bookmark name then click the Add button.

   Bookmark names in Word must begin with a letter and can contain numbers. Do not use spaces or special characters in a bookmark name (e.g. / \ @ : * ? " ; , . #). An underscore may be used to separate words.

Locate a bookmark

Locate a bookmark in an open Word document.

1. From the Menu, select Insert > Bookmark. The Bookmark dialog box displays.

   Select a bookmark name then click the Go To button.

2. Click the Close button.

Hyperlink to a bookmark in the same document

This process assumes that a bookmark has already been created.

1. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Place in This Document.

   From the Select a place in this document section, select the bookmark name then click the OK button. (If necessary, click the plus sign next to Bookmarks to expand the list.)

2. Proof the HTML after a render and test that the hyperlink works correctly.

Hyperlink to a bookmark in an internal document

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Right-click the file’s HTML icon or Title hyperlink. (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard

3. Open the Word document and select the content to be hyperlinked.

4. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Existing File or Web Page then in the Address textbox, paste the URL (e.g. <Ctrl> + <V>).

   Add the bookmark – Type # then the bookmark name at the end of the URL.

   For example:
   http://localhost:8000/rep.2009cw/eng/5105/s1/study_modules/module02.htm#login (the URL will depend on your system setup)

   Click the OK button.

5. Proof the HTML after a render and test that the hyperlink works correctly.

3.11.6 Hyperlink to a page in a PDF

1. Open the PDF and locate the page number.

2. From the ICE toolbar, click the File view button then navigate to the required location.

3. Right-click the file’s PDF icon or Title hyperlink. (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard

4. Open the Word document and select the content to be hyperlinked.

5. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Existing File or Web Page then in the Address textbox, paste the URL (e.g. <Ctrl> + <V>).

   Add the bookmark – Type #page= then the page number at the end of the URL.

   For example:
   http://localhost:8000/rep.2009cw/eng/5105/s1/media/readings/sr1_4.pdf#page=8 (the URL will depend on your system setup)

   Click the OK button.

6. Proof the HTML after a render and test that the hyperlink works correctly.

3.11.7 Edit a hyperlink

When editing the displayed text of a hyperlink, it may not alter the associated URL. The best option is to use the Hyperlink dialog box to alter the displayed text or URL.

1. Select the hyperlink (or place the cursor inside the hyperlink).

2. From the Menu, select Insert > Hyperlink. The Edit Hyperlink dialog box displays.

   Modify the Address and/or Text then click the OK button.

3.11.8 Remove a hyperlink

1. Select the hyperlink.

2. From the Menu, select Insert > Hyperlink. The Edit Hyperlink dialog box displays.

   Click the Remove Link button.

3.11.9 Hyperlink to media files

There are two main methods that can be used to hyperlink to media files, such as Flash, audio and video. One is to hyperlink directly to a media file and the second is to embed a media file in the HTML.

Hyperlink directly to a media file

If hyperlinking directly to a media object in your content structure (see 3.11.4 Internal hyperlinks), navigation will be lost unless the target is set to New Window (open in a new window) (see 3.11.3 Target frame).

Example of media files for this process are *.swf or *.wmv files.

Example – hyperlink directly to a media file

Text: Flash hyperlink
URL: [packagepath]/media/flash/[filename].swf
Target: New window (also known as _blank)

Flash hyperlink [new window]

Embed a media file in the HTML

To embed media in the HTML, hyperlink text or an image to the media file with the parameters of embed, width and height included at the end of the URL.

Example – embed a media file

1. Hyperlink an image or text with the URL for the required object in your content structure (see 3.11.4 Internal hyperlinks).

   For example:
   [packagepath]/media/flash/[filename].swf

   The parameters of embed, width and height need to be added to the end of the URL. Check with the file creator for the relevant parameters. Use the Hyperlink dialog box to add the parameters to the URL.

   For example, at the end of the URL include:
   ?embed&width300&height=120

   The full URL becomes:
   [packagepath]/media/flash/[filename].swf?embed&width=300&height=120

2. Proof the HTML to ensure it is working correctly.

Image hyperlinked to a Flash file

Note the height and width parameters are used to set the size of the object. If the parameters are not included, it will default to width 320 and height 240.

Example – embed a media file player

An object can be embedded to play another file, such as a Shockwave Flash file, to play a Flash video or MP3. To use a player, embed the player as normal and add the media parameter with a relative URL to the media file.

The following example will use the player flv_2.5.swf to display the file [filename].flv.

For example, the URL could be:
[packagepath]/media/flash/flv_2.5.swf?embed&media=[filename].flv&width=400&
height=300

3.11.10 Hyperlink to a Breeze presentation

Place Breeze presentations inside the media directory (a breeze directory inside media can be helpful for file management) so the numerous files will not be added to the navigation. As the ICE upload function does not handle the upload of multiple files, add each Breeze presentation folder with files via your system (e.g. Windows) file manager. The following process will assume you have ICE started.

1. Using the system file manager, add the Breeze folder with files to a media/breeze directory. (Create a breeze folder first if you don’t have one.)

2. From the ICE toolbar, click the File view button then navigate to the media/breeze directory and inside the Breeze presentation.

3. Right-click on the start file title (e.g. index.html). (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard

4. Open the Word document and select the content to be hyperlinked.

5. From the Menu, select Insert > Hyperlink. The Insert Hyperlink dialog box displays.

   From the left-hand frame, select Existing File or Web Page then in the Address textbox, paste the URL (e.g. <Ctrl> + <V>).

   Set target frame if required – Click the Target Frame button then from the dropdown list select New window. Click the OK button.

   Click the OK button.

6. Proof the HTML to ensure it is working correctly.

3.12 Insert AutoText entries

AutoText entries are predefined text, tables etc. that can be created and inserted into a document to maintain consistency. You may have specific AutoText entries created for use with ICE.

1. Place the cursor in the required location.

2. From the Menu, select Insert > AutoText > Category name > Entry name.

3. Remove extra paragraphs that may be above and below (keep the marker directly below a table as it is part of the table).

4. Insert data as required.

3.13 MathType equations

3.13.1 Insert equations

1. Place the cursor in the required location.

2. From the Menu, select Insert > Object. The Object dialog box displays.

   Select the Create New tab.

   From the Object type section, select MathType Equation then click the OK button. MathType will open.

   Create the equation then from the MathType menu, select File > Exit.

   Click the Yes button to save the equation in the document.

3. Proof the HTML to ensure the equation has rendered correctly.

3.13.2 Edit equations

1. Open the document then double-click on the equation. MathType will open.

   Edit the equation then from the MathType menu, select File > Exit.

   Click the Yes button to save the equation edits in the document.

2. Proof the HTML to ensure the equation has rendered correctly.

3.14 Create footnotes or endnotes

Create a reference to further information on a subject. A superscript number will display as the content anchor point. The reference details will usually display as follows.

• Footnotes – at the bottom of a printed page or browser screen.

• Endnotes – at the end of the printed document or browser screen
  

Use the following process to insert footnotes using automatic numbering.

1. Place the cursor in the required location.

2. From the Menu, select Insert > Reference > Footnote. The Footnote and Endnote dialog box displays.

   From the Location section, select Footnotes and Bottom of the page from the dropdown list.

   From the Format section, select Number format 1, 2, 3, Start at 1 and Numbering Continuous.

   From the Apply changes section, select Whole document from the dropdown list then click the Insert button.

3. The cursor will move to the bottom of the page to type the details.

4. Test the footnote in Word by double-clicking and online by single clicking the footnote anchor in the content or the footnote number at the bottom of the page or screen.

3.15 Links as endnotes

Display external URLs, from text or image hyperlinks, as endnotes at the end of the ICE created PDF. If the option is selected on a book file, the endnotes will be at the end of the book PDF.

1. Add hyperlinks where applicable in the ICE templated document and save.

2. From the ICE file view, navigate to the file then click the Options icon.

   Select the Links as endnotes option.

3. From the ICE website, display the rendered HTML of the document. (There are various methods. For example, click the relevant hyperlink in the left-hand navigation.)

4. From the right-hand corner of the screen, click the PDF icon to view the document with endnotes.

3.16 Word and Writer conversion

Under the Advanced tab, there are options for converting Word documents to Writer and Writer documents to Word.

1. From the ICE toolbar, click the File view button then navigate to the file to be converted and select the checkbox.

2. From the Advanced tab, click the Convert selected to Writer or Convert selected to Word button. After the process, the filename extension will change from .doc to .odt or .odt to .doc.

3. Open the converted document and proof the content.