Creating documents for print as well as WWW, using common PC software: pitfalls and expectations Paul Nieuwenhuysen Vrije Universiteit Brussel, and Universitaire

Creating documents Creating documents for print as well as WWW, for print as well as WWW, using common PC software:using common PC software:

pitfalls and expectationspitfalls and expectations

Paul Nieuwenhuysen

Vrije Universiteit Brussel, and Universitaire Instelling Antwerpen

Erik Buelinckx

Professional desktop publisher

Belgium

Presented at Internet Librarian International ‘99 in London, England, 30 March 1999

Paul Nieuwenhuysen

Vrije Universiteit Brussel, and Universitaire Instelling Antwerpen

Erik Buelinckx

Professional desktop publisher

Belgium

Presented at Internet Librarian International ‘99 in London, England, 30 March 1999

Creating documents for both printing Creating documents for both printing and computer-based distributionand computer-based distribution

Many documents should be distributed Many documents should be distributed

• by using the classical form of printed material,by using the classical form of printed material, as well as as well as

• by using more recent methods by using more recent methods based on computers and networks, for instance based on computers and networks, for instance

» through the WWW, through the WWW,

» through an intranet, through an intranet,

» on CD-ROM,...on CD-ROM,...

Many documents should be distributed Many documents should be distributed

• by using the classical form of printed material,by using the classical form of printed material, as well as as well as

• by using more recent methods by using more recent methods based on computers and networks, for instance based on computers and networks, for instance

» through the WWW, through the WWW,

» through an intranet, through an intranet,

» on CD-ROM,...on CD-ROM,...

Creating documents for both printing Creating documents for both printing and computer-based distributionand computer-based distribution

Here we discuss the case of relatively simple, classical Here we discuss the case of relatively simple, classical documents that are normally created by software for documents that are normally created by software for word processing, word processing, for instancefor instance

• notnot databases databases

• notnot video video

• notnot ... ...

Here we discuss the case of relatively simple, classical Here we discuss the case of relatively simple, classical documents that are normally created by software for documents that are normally created by software for word processing, word processing, for instancefor instance

• notnot databases databases

• notnot video video

• notnot ... ...

Creating documents: Creating documents: which software to use?which software to use?

• For the distribution based on computers, hypermedia based For the distribution based on computers, hypermedia based on HTML are increasingly used.on HTML are increasingly used.These documents can be read/viewed by using one of the These documents can be read/viewed by using one of the common, popular WWW browsers.common, popular WWW browsers.

• Ideally, the application software used to create both types of Ideally, the application software used to create both types of documents should bedocuments should be

» already known by the document creators, or easy to learnalready known by the document creators, or easy to learn

» available free of charge, available free of charge, or already available to create documents anyway, or already available to create documents anyway, or cheap to buyor cheap to buy

• For the distribution based on computers, hypermedia based For the distribution based on computers, hypermedia based on HTML are increasingly used.on HTML are increasingly used.These documents can be read/viewed by using one of the These documents can be read/viewed by using one of the common, popular WWW browsers.common, popular WWW browsers.

• Ideally, the application software used to create both types of Ideally, the application software used to create both types of documents should bedocuments should be

» already known by the document creators, or easy to learnalready known by the document creators, or easy to learn

» available free of charge, available free of charge, or already available to create documents anyway, or already available to create documents anyway, or cheap to buyor cheap to buy

Creating documents: Creating documents: an ideal, simple, neutral schemean ideal, simple, neutral scheme

In this ideal scheme, no preference is given to any format:In this ideal scheme, no preference is given to any format:

authorauthor

microcomputermicrocomputer

neutral, well-structured, computer-based master documentneutral, well-structured, computer-based master document

printerprinter

printed document printed document document on document on WWW or intranet or CD-ROM or...WWW or intranet or CD-ROM or...

In this ideal scheme, no preference is given to any format:In this ideal scheme, no preference is given to any format:

authorauthor


neutral, well-structured, computer-based master documentneutral, well-structured, computer-based master document

printerprinter

printed document printed document document on document on WWW or intranet or CD-ROM or...WWW or intranet or CD-ROM or...

Creating documents: Creating documents: problems with the ideal scheme problems with the ideal scheme

• Which application software is available today that can Which application software is available today that can produce the ideal, neutral, well structured, computer-based produce the ideal, neutral, well structured, computer-based master document, that forms the ideal basis for later master document, that forms the ideal basis for later printing and distribution using computers and networks? printing and distribution using computers and networks? Can such an ideal computer program exist?Can such an ideal computer program exist?

• Which file format is suitable for such a master document: Which file format is suitable for such a master document: SGML? XML? An advanced version of HTML? SGML? XML? An advanced version of HTML? A proprietary format? A combination of all these?A proprietary format? A combination of all these?

• Which application software is available today that can Which application software is available today that can produce the ideal, neutral, well structured, computer-based produce the ideal, neutral, well structured, computer-based master document, that forms the ideal basis for later master document, that forms the ideal basis for later printing and distribution using computers and networks? printing and distribution using computers and networks? Can such an ideal computer program exist?Can such an ideal computer program exist?

• Which file format is suitable for such a master document: Which file format is suitable for such a master document: SGML? XML? An advanced version of HTML? SGML? XML? An advanced version of HTML? A proprietary format? A combination of all these?A proprietary format? A combination of all these?

From SGML From SGML to HTML and XMLto HTML and XML

SGMLSGMLXMLXML

advanced HTMLadvanced HTMLHTMLHTML

ComplexityComplexity

Time / HistoryTime / History

SGMLSGMLXMLXML

advanced HTMLadvanced HTMLHTMLHTML

ComplexityComplexity

Time / HistoryTime / HistoryNow

|

Creating documents: giving priority to Creating documents: giving priority to either printing either hypermediaeither printing either hypermedia

In view of the problems with an ideal, neutral, well In view of the problems with an ideal, neutral, well structured master document, many authors of documents structured master document, many authors of documents prefer to create a computer-based document that is prefer to create a computer-based document that is suitable suitable

» either primarily for printingeither primarily for printing

» either primarily for the creation of hypermediaeither primarily for the creation of hypermedia

In view of the problems with an ideal, neutral, well In view of the problems with an ideal, neutral, well structured master document, many authors of documents structured master document, many authors of documents prefer to create a computer-based document that is prefer to create a computer-based document that is suitable suitable

» either primarily for printingeither primarily for printing

» either primarily for the creation of hypermediaeither primarily for the creation of hypermedia

Creating documents: giving priority Creating documents: giving priority to printing: schemeto printing: scheme

authorauthor


computer-based document in a format optimal for printingcomputer-based document in a format optimal for printing(for instance DOC, PPT,...)(for instance DOC, PPT,...)

printer printer conversion to HTML conversion to HTML (or no conversion)(or no conversion)

printed document printed document hypermedia document on hypermedia document on WWW or intranet WWW or intranet or CD-ROM or...or CD-ROM or...

authorauthor


computer-based document in a format optimal for printingcomputer-based document in a format optimal for printing(for instance DOC, PPT,...)(for instance DOC, PPT,...)

printer printer conversion to HTML conversion to HTML (or no conversion)(or no conversion)


Creating documents: giving priority to Creating documents: giving priority to printing: application programsprinting: application programs

Examples of application software that create documents Examples of application software that create documents that are primarily suitable that are primarily suitable for printing or for printing or for other non-hypermedia output for other non-hypermedia output areare

• word processing software (like word processing software (like Microsoft WordMicrosoft Word))

• page-layout software / desktop publishing softwarepage-layout software / desktop publishing software

• spreadsheetsspreadsheets

• presentation software (like presentation software (like Microsoft PowerPointMicrosoft PowerPoint))

Examples of application software that create documents Examples of application software that create documents that are primarily suitable that are primarily suitable for printing or for printing or for other non-hypermedia output for other non-hypermedia output areare

• word processing software (like word processing software (like Microsoft WordMicrosoft Word))

• page-layout software / desktop publishing softwarepage-layout software / desktop publishing software

• spreadsheetsspreadsheets

• presentation software (like presentation software (like Microsoft PowerPointMicrosoft PowerPoint))

Creating documents: giving priority to Creating documents: giving priority to printing: conversion to hypermediaprinting: conversion to hypermedia

The files created with application software that is primarily The files created with application software that is primarily focused on generating documents for printed output, focused on generating documents for printed output, can also be used for distribution as hypermediacan also be used for distribution as hypermedia

» after conversion to a HTML file, after conversion to a HTML file, to make the documents better suitable as hypermediato make the documents better suitable as hypermedia

» after “freezing” the documents and after “freezing” the documents and making them suitable for various computer platforms making them suitable for various computer platforms (for instance to (for instance to AdobeAdobe’s Portable Document Format)’s Portable Document Format)

» directly, without conversiondirectly, without conversion

The files created with application software that is primarily The files created with application software that is primarily focused on generating documents for printed output, focused on generating documents for printed output, can also be used for distribution as hypermediacan also be used for distribution as hypermedia

» after conversion to a HTML file, after conversion to a HTML file, to make the documents better suitable as hypermediato make the documents better suitable as hypermedia

» after “freezing” the documents and after “freezing” the documents and making them suitable for various computer platforms making them suitable for various computer platforms (for instance to (for instance to AdobeAdobe’s Portable Document Format)’s Portable Document Format)

» directly, without conversiondirectly, without conversion


• Document files that have been created primarily for Document files that have been created primarily for printing can be printing can be

» ““converted to HTML”converted to HTML”

» ““saved as HTML” saved as HTML”

» ““exported to HTML” exported to HTML”

to make them better suitable as hypermedia.to make them better suitable as hypermedia.

• Document files that have been created primarily for Document files that have been created primarily for printing can be printing can be

» ““converted to HTML”converted to HTML”

» ““saved as HTML” saved as HTML”

» ““exported to HTML” exported to HTML”

to make them better suitable as hypermedia.to make them better suitable as hypermedia.


• Examples of common, popular programs that can convert Examples of common, popular programs that can convert documents to HTML+GIF+JPG hypermedia:documents to HTML+GIF+JPG hypermedia:

» for word processing: for word processing: Microsoft Word 97Microsoft Word 97,...,...

» for the creation of slides for presentations: for the creation of slides for presentations: Microsoft PowerPoint 97Microsoft PowerPoint 97,...,...

• However, this does not work ideally and without However, this does not work ideally and without problems.problems.

• Examples of common, popular programs that can convert Examples of common, popular programs that can convert documents to HTML+GIF+JPG hypermedia:documents to HTML+GIF+JPG hypermedia:

» for word processing: for word processing: Microsoft Word 97Microsoft Word 97,...,...

» for the creation of slides for presentations: for the creation of slides for presentations: Microsoft PowerPoint 97Microsoft PowerPoint 97,...,...

• However, this does not work ideally and without However, this does not work ideally and without problems.problems.

Word processing software to create Word processing software to create printed or hypermedia documents (1)printed or hypermedia documents (1)

authorauthor

microcomputer + word processing softwaremicrocomputer + word processing software

authorauthor

microcomputer + word processing softwaremicrocomputer + word processing software

computer-based document in a format good for printing

printing conversion to HTML

printed document A

hypermedia document A

hypermedia document B

printing

printed document B

Word processing software to create Word processing software to create printed or hypermedia documents (2)printed or hypermedia documents (2)

Comment to the scheme: ideallyComment to the scheme: ideally

printed document A = printed document A = printed document Bprinted document B

hypermedia document A = hypermedia document A = hypermedia document Bhypermedia document B

However, this is not the case.However, this is not the case.

Comment to the scheme: ideallyComment to the scheme: ideally

printed document A = printed document A = printed document Bprinted document B

hypermedia document A = hypermedia document A = hypermedia document Bhypermedia document B

However, this is not the case.However, this is not the case.

Word processing software to create Word processing software to create documents: focus on documents: focus on MicrosoftMicrosoft

We focus on the word processing software by We focus on the word processing software by Microsoft: Microsoft: Word 97Word 97Word 2000Word 2000because the because the OfficeOffice software suite by software suite by MicrosoftMicrosoft dominates dominates the market of office software suites, the market of office software suites, with a share of about 80%.with a share of about 80%.

We focus on the word processing software by We focus on the word processing software by Microsoft: Microsoft: Word 97Word 97Word 2000Word 2000because the because the OfficeOffice software suite by software suite by MicrosoftMicrosoft dominates dominates the market of office software suites, the market of office software suites, with a share of about 80%.with a share of about 80%.

Converting Converting Word 97Word 97 files to HTML: files to HTML: software for export to HTML software for export to HTML

• The concrete conversions executed by The concrete conversions executed by WordWord depend on depend on the software installed for export to HTML.the software installed for export to HTML.

• The import as well as export software used by The import as well as export software used by WordWord is is contained mainly in 1 file named contained mainly in 1 file named html32.cnvhtml32.cnv

• The concrete conversions executed by The concrete conversions executed by WordWord depend on depend on the software installed for export to HTML.the software installed for export to HTML.

• The import as well as export software used by The import as well as export software used by WordWord is is contained mainly in 1 file named contained mainly in 1 file named html32.cnvhtml32.cnv

Converting Converting Word 97Word 97 files to HTML: files to HTML: the HTML conversion softwarethe HTML conversion software

• The import and export software is normally installed in The import and export software is normally installed in the directorythe directory\Program Files\Common Files\Microsoft Shared\\Program Files\Common Files\Microsoft Shared\TextconvTextconv

• The version of the conversion software depends on The version of the conversion software depends on updates using updates using Microsoft Word Internet AssistantMicrosoft Word Internet Assistant software software (and of other software such as (and of other software such as Microsoft FrontPageMicrosoft FrontPage?)?)

• The import and export software is normally installed in The import and export software is normally installed in the directorythe directory\Program Files\Common Files\Microsoft Shared\\Program Files\Common Files\Microsoft Shared\TextconvTextconv

• The version of the conversion software depends on The version of the conversion software depends on updates using updates using Microsoft Word Internet AssistantMicrosoft Word Internet Assistant software software (and of other software such as (and of other software such as Microsoft FrontPageMicrosoft FrontPage?)?)

Converting Converting Word 97Word 97 files to HTML: files to HTML: identifying the conversion softwareidentifying the conversion software

Converting Converting Word 97Word 97 files to HTML: files to HTML: export software and qualityexport software and quality

• As the software for conversion to HTML is more or less As the software for conversion to HTML is more or less independent of independent of Word 97Word 97, , the quality of the conversion is less dependent of the quality of the conversion is less dependent of Word 97Word 97 than of this separate conversion software.than of this separate conversion software.

• As the software for conversion to HTML is more or less As the software for conversion to HTML is more or less independent of independent of Word 97Word 97, , the quality of the conversion is less dependent of the quality of the conversion is less dependent of Word 97Word 97 than of this separate conversion software.than of this separate conversion software.

Converting Converting Word 97Word 97 files to HTML: files to HTML: problems with heading stylesproblems with heading styles

• When formatting styles from a proprietary stylesheet are When formatting styles from a proprietary stylesheet are present in the present in the WordWord 9797 document, then these styles are document, then these styles are converted by converted by Microsoft Word 97Microsoft Word 97 to HTML character to HTML character formats. formats. However, However, Word 97Word 97 heading styles heading styles (used to structure a document) (used to structure a document) are are notnot converted to HTML heading styles. converted to HTML heading styles.

• Does Does Word 2000Word 2000 convert the proprietary convert the proprietary WordWord heading heading styles better to HTML heading styles?styles better to HTML heading styles?

• When formatting styles from a proprietary stylesheet are When formatting styles from a proprietary stylesheet are present in the present in the WordWord 9797 document, then these styles are document, then these styles are converted by converted by Microsoft Word 97Microsoft Word 97 to HTML character to HTML character formats. formats. However, However, Word 97Word 97 heading styles heading styles (used to structure a document) (used to structure a document) are are notnot converted to HTML heading styles. converted to HTML heading styles.

• Does Does Word 2000Word 2000 convert the proprietary convert the proprietary WordWord heading heading styles better to HTML heading styles?styles better to HTML heading styles?

Converting Converting Word 97Word 97 files to HTML: files to HTML: problems with graphicsproblems with graphics

When images are present in the When images are present in the Word 97Word 97 document file, document file, then each of these is converted to a separate graphics file then each of these is converted to a separate graphics file in GIF format, that is linked to the master document file in GIF format, that is linked to the master document file in HTML format. in HTML format. However, in hypermedia JPG files are better used for However, in hypermedia JPG files are better used for photographs for instance.photographs for instance.

When images are present in the When images are present in the Word 97Word 97 document file, document file, then each of these is converted to a separate graphics file then each of these is converted to a separate graphics file in GIF format, that is linked to the master document file in GIF format, that is linked to the master document file in HTML format. in HTML format. However, in hypermedia JPG files are better used for However, in hypermedia JPG files are better used for photographs for instance.photographs for instance.

Converting Converting Word 97Word 97 files to HTML: files to HTML: the problem of the HTML Titlethe problem of the HTML Title

• The concept of a title does not exist in classical document The concept of a title does not exist in classical document file formats, but it is required in HTML documents.file formats, but it is required in HTML documents.

• Word 97Word 97 gives a title to the resulting HTML document gives a title to the resulting HTML document anyway, and this is not always appropriate and may even anyway, and this is not always appropriate and may even confuse the reader.confuse the reader.

• Word 2000Word 2000 allows the user to asign a title and to change allows the user to asign a title and to change this later.this later.

• The concept of a title does not exist in classical document The concept of a title does not exist in classical document file formats, but it is required in HTML documents.file formats, but it is required in HTML documents.

• Word 97Word 97 gives a title to the resulting HTML document gives a title to the resulting HTML document anyway, and this is not always appropriate and may even anyway, and this is not always appropriate and may even confuse the reader.confuse the reader.

• Word 2000Word 2000 allows the user to asign a title and to change allows the user to asign a title and to change this later.this later.

Converting Converting Word 97Word 97 files to HTML: files to HTML: problems with hyperlinksproblems with hyperlinks

• The resulting set of hypermedia files contain links. The resulting set of hypermedia files contain links. These links must be adapted, when changes occur in the These links must be adapted, when changes occur in the URL of the internal or external documents to which these URL of the internal or external documents to which these links refer.links refer.

• In the original In the original Word 97Word 97 software without updates, no software without updates, no software is available to take care of this.software is available to take care of this.

• Since 1997, an update for Since 1997, an update for Word 97Word 97 is available free of charge is available free of charge from from MicrosoftMicrosoft, that provides link management software., that provides link management software.

• Word 2000Word 2000 includes link management software. includes link management software.

• The resulting set of hypermedia files contain links. The resulting set of hypermedia files contain links. These links must be adapted, when changes occur in the These links must be adapted, when changes occur in the URL of the internal or external documents to which these URL of the internal or external documents to which these links refer.links refer.

• In the original In the original Word 97Word 97 software without updates, no software without updates, no software is available to take care of this.software is available to take care of this.

• Since 1997, an update for Since 1997, an update for Word 97Word 97 is available free of charge is available free of charge from from MicrosoftMicrosoft, that provides link management software., that provides link management software.

• Word 2000Word 2000 includes link management software. includes link management software.

Converting Converting Word 97Word 97 files to HTML: files to HTML: problem with long documentsproblem with long documents

In our experience, a long document with a lot of formatting In our experience, a long document with a lot of formatting can can notnot be converted to a HTML file, be converted to a HTML file, using either using either Microsoft Word 97Microsoft Word 97, either , either FrontPage 98FrontPage 98..

In our experience, a long document with a lot of formatting In our experience, a long document with a lot of formatting can can notnot be converted to a HTML file, be converted to a HTML file, using either using either Microsoft Word 97Microsoft Word 97, either , either FrontPage 98FrontPage 98..

Converting Converting PowerPoint 97PowerPoint 97 files to files to HTML: problemsHTML: problems

• Besides the slides similar to the original ones, a plain text Besides the slides similar to the original ones, a plain text version is saved, but this is often meaningless or even version is saved, but this is often meaningless or even confusing, due to the absence of the clarifying or essential confusing, due to the absence of the clarifying or essential images.images.

• Presentation files that contain animations created by Presentation files that contain animations created by PowerPoint 97PowerPoint 97 cannotcannot be saved as HTML files. be saved as HTML files.

• A detail: A detail: Instead of 3 dots (...) in a slide title, another symbol is shown Instead of 3 dots (...) in a slide title, another symbol is shown in the HTML document Title.in the HTML document Title.

• Besides the slides similar to the original ones, a plain text Besides the slides similar to the original ones, a plain text version is saved, but this is often meaningless or even version is saved, but this is often meaningless or even confusing, due to the absence of the clarifying or essential confusing, due to the absence of the clarifying or essential images.images.

• Presentation files that contain animations created by Presentation files that contain animations created by PowerPoint 97PowerPoint 97 cannotcannot be saved as HTML files. be saved as HTML files.

• A detail: A detail: Instead of 3 dots (...) in a slide title, another symbol is shown Instead of 3 dots (...) in a slide title, another symbol is shown in the HTML document Title.in the HTML document Title.

PowerPoint 2000 PowerPoint 2000 and HTMLand HTML

• PowerPoint 2000PowerPoint 2000 allows saving presentation slides as allows saving presentation slides as HTML in a more refined way than HTML in a more refined way than PowerPoint 97PowerPoint 97..

• For instance: For instance: PowerPoint 2000PowerPoint 2000 allows the creation of animations that allows the creation of animations that are coded in dynamic HTML for better transfer to the are coded in dynamic HTML for better transfer to the Web.Web.

• PowerPoint 2000PowerPoint 2000 allows saving presentation slides as allows saving presentation slides as HTML in a more refined way than HTML in a more refined way than PowerPoint 97PowerPoint 97..

• For instance: For instance: PowerPoint 2000PowerPoint 2000 allows the creation of animations that allows the creation of animations that are coded in dynamic HTML for better transfer to the are coded in dynamic HTML for better transfer to the Web.Web.

Creating documents: giving priority Creating documents: giving priority to printing: conclusionto printing: conclusion

• Several problems arise in the conversion to hypermedia.Several problems arise in the conversion to hypermedia.

• We hope that next generations of word processing We hope that next generations of word processing software will solve these problems.software will solve these problems.

• Several problems arise in the conversion to hypermedia.Several problems arise in the conversion to hypermedia.

• We hope that next generations of word processing We hope that next generations of word processing software will solve these problems.software will solve these problems.

Creating documents: Creating documents: giving priority to hypermedia: schemegiving priority to hypermedia: scheme

authorauthor


computer-based document in a hypermedia format computer-based document in a hypermedia format (for instance HTML + GIF + JPG +...)(for instance HTML + GIF + JPG +...)

printerprinter


authorauthor


computer-based document in a hypermedia format computer-based document in a hypermedia format (for instance HTML + GIF + JPG +...)(for instance HTML + GIF + JPG +...)

printerprinter


Creating documents: giving priority to Creating documents: giving priority to hypermedia: suitable free programshypermedia: suitable free programs

Examples of software to create hypermedia documents based on Examples of software to create hypermedia documents based on HTML, available free of charge:HTML, available free of charge:

» All kinds of text editors (not recommended)All kinds of text editors (not recommended)

» Microsoft FrontPage ExpressMicrosoft FrontPage Express::included with the Internet program included with the Internet program Internet ExplorerInternet Explorer starting starting from version 4from version 4

» Netscape Page ComposerNetscape Page Composer: : included with the Internet program included with the Internet program Netscape CommunicatorNetscape Communicator

» ......

Examples of software to create hypermedia documents based on Examples of software to create hypermedia documents based on HTML, available free of charge:HTML, available free of charge:

» All kinds of text editors (not recommended)All kinds of text editors (not recommended)

» Microsoft FrontPage ExpressMicrosoft FrontPage Express::included with the Internet program included with the Internet program Internet ExplorerInternet Explorer starting starting from version 4from version 4

» Netscape Page ComposerNetscape Page Composer: : included with the Internet program included with the Internet program Netscape CommunicatorNetscape Communicator

» ......

Giving priority to hypermedia: Giving priority to hypermedia: problems with printing HTML filesproblems with printing HTML files

The following problems occur in many printouts in our The following problems occur in many printouts in our experience with experience with Microsoft Internet Explorer version 4 Microsoft Internet Explorer version 4 andand beta version 5 beta version 5, , used with used with Windows 95 Windows 95 and aand a PostScript PostScript printer:printer:

The following problems occur in many printouts in our The following problems occur in many printouts in our experience with experience with Microsoft Internet Explorer version 4 Microsoft Internet Explorer version 4 andand beta version 5 beta version 5, , used with used with Windows 95 Windows 95 and aand a PostScript PostScript printer:printer:


- At the start of a page, sometimes the upper part of the first - At the start of a page, sometimes the upper part of the first line is line is notnot printed. printed.

- At the end of a page, sometimes the lower part of the last line - At the end of a page, sometimes the lower part of the last line is is notnot printed. printed.

- A table that cannot be printed completely anymore on the - A table that cannot be printed completely anymore on the same page is split in 2 parts.same page is split in 2 parts.

- Formatting that is seen well in the browser is not well printed.- Formatting that is seen well in the browser is not well printed.

- Transparent GIF images are not printed well, - Transparent GIF images are not printed well, as the transparent part is printed also.as the transparent part is printed also.

- At the start of a page, sometimes the upper part of the first - At the start of a page, sometimes the upper part of the first line is line is notnot printed. printed.

- At the end of a page, sometimes the lower part of the last line - At the end of a page, sometimes the lower part of the last line is is notnot printed. printed.


- Formatting that is seen well in the browser is not well printed.- Formatting that is seen well in the browser is not well printed.



Using Using Netscape Navigator or Netscape Page ComposerNetscape Navigator or Netscape Page Composer with with Windows 95 Windows 95 and both a PostScript or a PCL printer, and both a PostScript or a PCL printer, we observed that:we observed that:

+ A table that cannot be printed completely anymore on the + A table that cannot be printed completely anymore on the same page is not split in 2 parts, but nicely transferred to same page is not split in 2 parts, but nicely transferred to the next page.the next page.

- A tiled background JPEG image is not printed tiled, - A tiled background JPEG image is not printed tiled, but only once.but only once.

Using Using Netscape Navigator or Netscape Page ComposerNetscape Navigator or Netscape Page Composer with with Windows 95 Windows 95 and both a PostScript or a PCL printer, and both a PostScript or a PCL printer, we observed that:we observed that:

+ A table that cannot be printed completely anymore on the + A table that cannot be printed completely anymore on the same page is not split in 2 parts, but nicely transferred to same page is not split in 2 parts, but nicely transferred to the next page.the next page.

- A tiled background JPEG image is not printed tiled, - A tiled background JPEG image is not printed tiled, but only once.but only once.


Using Using Microsoft Word 97 Microsoft Word 97 with with Windows 95 Windows 95 and both a and both a PostScript or a PCL printer, to print an imported HTML PostScript or a PCL printer, to print an imported HTML file, we observed that:file, we observed that:


- The background image is not printed.- The background image is not printed.

Using Using Microsoft Word 97 Microsoft Word 97 with with Windows 95 Windows 95 and both a and both a PostScript or a PCL printer, to print an imported HTML PostScript or a PCL printer, to print an imported HTML file, we observed that:file, we observed that:


- The background image is not printed.- The background image is not printed.


Using Using Microsoft FrontPage Express 2Microsoft FrontPage Express 2 with with Windows 95 Windows 95 and and both a PostScript or a PCL printer, we observed thatboth a PostScript or a PCL printer, we observed that

- Texts are not printed well (inappropriate spaces,...).- Texts are not printed well (inappropriate spaces,...).

- Background images are not printed.- Background images are not printed.

- GIF images are not printed well.- GIF images are not printed well.

Using Using Microsoft FrontPage Express 2Microsoft FrontPage Express 2 with with Windows 95 Windows 95 and and both a PostScript or a PCL printer, we observed thatboth a PostScript or a PCL printer, we observed that

- Texts are not printed well (inappropriate spaces,...).- Texts are not printed well (inappropriate spaces,...).

- Background images are not printed.- Background images are not printed.

- GIF images are not printed well.- GIF images are not printed well.


Using Using Microsoft FrontPage 98Microsoft FrontPage 98 with with Windows 95 Windows 95 and both a and both a PostScript or a PCL printer, we observed thatPostScript or a PCL printer, we observed that


- The colours in GIF images are not printed well in black - The colours in GIF images are not printed well in black and white.and white.

- Some parts are printed too large.- Some parts are printed too large.

Using Using Microsoft FrontPage 98Microsoft FrontPage 98 with with Windows 95 Windows 95 and both a and both a PostScript or a PCL printer, we observed thatPostScript or a PCL printer, we observed that


- The colours in GIF images are not printed well in black - The colours in GIF images are not printed well in black and white.and white.

- Some parts are printed too large.- Some parts are printed too large.

Giving priority to hypermedia: Giving priority to hypermedia: problems with printing large imagesproblems with printing large images

Using Using Windows 95Windows 95 and and

• Netscape Navigator 4.5 Netscape Navigator 4.5

• Microsoft Explorer 4Microsoft Explorer 4

• Microsoft FrontPage 98 Microsoft FrontPage 98

we observed that in the case of large GIF images, only the we observed that in the case of large GIF images, only the left part is printed on the page; the part on the right that left part is printed on the page; the part on the right that does not fit on that page anymore is simply not printed.does not fit on that page anymore is simply not printed.

Programs like Programs like Microsoft WordMicrosoft Word and and Microsoft PhotoEditorMicrosoft PhotoEditor perform better.perform better.

Using Using Windows 95Windows 95 and and

• Netscape Navigator 4.5 Netscape Navigator 4.5

• Microsoft Explorer 4Microsoft Explorer 4

• Microsoft FrontPage 98 Microsoft FrontPage 98

we observed that in the case of large GIF images, only the we observed that in the case of large GIF images, only the left part is printed on the page; the part on the right that left part is printed on the page; the part on the right that does not fit on that page anymore is simply not printed.does not fit on that page anymore is simply not printed.

Programs like Programs like Microsoft WordMicrosoft Word and and Microsoft PhotoEditorMicrosoft PhotoEditor perform better.perform better.

Giving priority to hypermedia: Giving priority to hypermedia: problems with page breaks in printingproblems with page breaks in printing

• Page breaks during printing cannot be controlled as with Page breaks during printing cannot be controlled as with proprietary commercial word processing software proprietary commercial word processing software that uses proprietary suitable file formats!that uses proprietary suitable file formats!

• The next versions of HTML will include The next versions of HTML will include Cascading Style Sheets (CSS-2), Cascading Style Sheets (CSS-2), that allow us to define precisely how a Web document that allow us to define precisely how a Web document should look in print:should look in print:

» by inserting page breaks!by inserting page breaks!

» by setting margins,...by setting margins,...

• Page breaks during printing cannot be controlled as with Page breaks during printing cannot be controlled as with proprietary commercial word processing software proprietary commercial word processing software that uses proprietary suitable file formats!that uses proprietary suitable file formats!

• The next versions of HTML will include The next versions of HTML will include Cascading Style Sheets (CSS-2), Cascading Style Sheets (CSS-2), that allow us to define precisely how a Web document that allow us to define precisely how a Web document should look in print:should look in print:

» by inserting page breaks!by inserting page breaks!

» by setting margins,...by setting margins,...

Giving priority to hypermedia: Giving priority to hypermedia: problems with creating documentsproblems with creating documents

• HTML editors are not suitable for the creation of “long” HTML editors are not suitable for the creation of “long” documents.documents.

• Even a specialized program for HTML editing and site Even a specialized program for HTML editing and site management like management like Microsoft FrontPage (97 or) 98Microsoft FrontPage (97 or) 98 does not does not make it easymake it easy

- to add HTML meta fields to a HTML document - to add HTML meta fields to a HTML document (for instance with keywords and descriptors)(for instance with keywords and descriptors)

- to specify alternative fonts besides the first choice font - to specify alternative fonts besides the first choice font specified by the author in the HTML character formattingspecified by the author in the HTML character formatting

• HTML editors are not suitable for the creation of “long” HTML editors are not suitable for the creation of “long” documents.documents.

• Even a specialized program for HTML editing and site Even a specialized program for HTML editing and site management like management like Microsoft FrontPage (97 or) 98Microsoft FrontPage (97 or) 98 does not does not make it easymake it easy

- to add HTML meta fields to a HTML document - to add HTML meta fields to a HTML document (for instance with keywords and descriptors)(for instance with keywords and descriptors)

- to specify alternative fonts besides the first choice font - to specify alternative fonts besides the first choice font specified by the author in the HTML character formattingspecified by the author in the HTML character formatting

Giving priority to hypermedia: Giving priority to hypermedia: problems with maintaining documentsproblems with maintaining documents

The programs that are available free of charge likeThe programs that are available free of charge like

• Microsoft FrontPage ExpressMicrosoft FrontPage Express

• Netscape Page ComposerNetscape Page Composer

do do notnot offer automated control of links to detect offer automated control of links to detect “dead links”.“dead links”.

• This function is provided by more specialized programs This function is provided by more specialized programs like like FrontPage (97 or) 98.FrontPage (97 or) 98.

The programs that are available free of charge likeThe programs that are available free of charge like

• Microsoft FrontPage ExpressMicrosoft FrontPage Express

• Netscape Page ComposerNetscape Page Composer

do do notnot offer automated control of links to detect offer automated control of links to detect “dead links”.“dead links”.

• This function is provided by more specialized programs This function is provided by more specialized programs like like FrontPage (97 or) 98.FrontPage (97 or) 98.

Creating documents as both Creating documents as both print-outs and hypermedia: conclusion print-outs and hypermedia: conclusion

• A simple and cheap solution does not exist (yet).A simple and cheap solution does not exist (yet).

• As a consequence, in practice the same information is As a consequence, in practice the same information is now in many cases stored in 2 ways: now in many cases stored in 2 ways:

» using 1 file format for 1 program in a combination that is using 1 file format for 1 program in a combination that is good in printinggood in printing

» as HTML + GIF + JPG +... files for distribution through as HTML + GIF + JPG +... files for distribution through the WWW or an intranet or on CD-ROMthe WWW or an intranet or on CD-ROM

• A simple and cheap solution does not exist (yet).A simple and cheap solution does not exist (yet).

• As a consequence, in practice the same information is As a consequence, in practice the same information is now in many cases stored in 2 ways: now in many cases stored in 2 ways:

» using 1 file format for 1 program in a combination that is using 1 file format for 1 program in a combination that is good in printinggood in printing

» as HTML + GIF + JPG +... files for distribution through as HTML + GIF + JPG +... files for distribution through the WWW or an intranet or on CD-ROMthe WWW or an intranet or on CD-ROM

Creating documents as both Creating documents as both print-outs and hypermedia: conclusionprint-outs and hypermedia: conclusion

Unfortunately, in comparison with managing the Unfortunately, in comparison with managing the information in only 1 document version, using 2 information in only 1 document version, using 2 document versions document versions

- requires more expertise- requires more expertise

- costs more work to create the documents initially- costs more work to create the documents initially

- requires double work in the case of changes in contents- requires double work in the case of changes in contents

- causes the danger of differences in the contents, in the - causes the danger of differences in the contents, in the message of the 2 document versions message of the 2 document versions (for instance: prices, dates, regulations, ...)(for instance: prices, dates, regulations, ...)

Unfortunately, in comparison with managing the Unfortunately, in comparison with managing the information in only 1 document version, using 2 information in only 1 document version, using 2 document versions document versions

- requires more expertise- requires more expertise

- costs more work to create the documents initially- costs more work to create the documents initially

- requires double work in the case of changes in contents- requires double work in the case of changes in contents

- causes the danger of differences in the contents, in the - causes the danger of differences in the contents, in the message of the 2 document versions message of the 2 document versions (for instance: prices, dates, regulations, ...)(for instance: prices, dates, regulations, ...)

Creating documents as both Creating documents as both print-outs and hypermedia: formatsprint-outs and hypermedia: formats

Proprietary word processing file formats

Portable Document Format (PDF)

HTML

Advanced HTML!

good for printing

+

+

-

+

independent of computer platform; good for hypermedia

-

+

+

+

open standard;

not proprietary

-

-

+

+

Creating documents as both Creating documents as both print-outs and hypermedia: future?print-outs and hypermedia: future?

Future generations of common office software packages Future generations of common office software packages will be betterwill be better

• in creating hypermedia based on (advanced) HTMLin creating hypermedia based on (advanced) HTML

• in converting documents to HTML hypermediain converting documents to HTML hypermedia

• in integrating word processing with a more specialized in integrating word processing with a more specialized program for Web creation and maintenanceprogram for Web creation and maintenance

• in viewing and creating documents formatted according in viewing and creating documents formatted according to advanced HTML or XML to advanced HTML or XML (with more advanced structures and formats)(with more advanced structures and formats)

Future generations of common office software packages Future generations of common office software packages will be betterwill be better

• in creating hypermedia based on (advanced) HTMLin creating hypermedia based on (advanced) HTML

• in converting documents to HTML hypermediain converting documents to HTML hypermedia

• in integrating word processing with a more specialized in integrating word processing with a more specialized program for Web creation and maintenanceprogram for Web creation and maintenance

• in viewing and creating documents formatted according in viewing and creating documents formatted according to advanced HTML or XML to advanced HTML or XML (with more advanced structures and formats)(with more advanced structures and formats)

Thank you.

Any questions?

Documents

Creating documents for print as well as WWW, using common PC software: pitfalls and expectations Paul Nieuwenhuysen Vrije Universiteit Brussel, and Universitaire