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Adding and formatting content

Depending on what format your webpage content is in, there are a few methods for converting your text into the templates

  1. Converting from Word
  2. Converting from HTML (existing webpage)
  3. Paste Special
  4. Keep Text Only (using the Office Clipboard tool)

Other points to remember


Converting from Word

Your Word documents are likely to contain formatting that is not compliant with W3C Priority 1 guidelines. They may look all right in some web browsers and not others.

If you have Word documents you want to convert to the new template format, there are a few ways of doing this. One is using the Rich Text Format (RTF) method below. Alternatively you can copy the text from Word and use the Notepad, Paste Special, or Keep text only methods.

Using Word, save your files in Rich Text Format (RTF)

  1. Open your Word document
  2. Go to File then select Save As...
  3. From the Files of type: drop down menu, choose Rich Text Format
  4. Give your file a name and find a location for your file
  5. Click Save

Once your file is in RTF, you can insert the file into the template of your choice.

Select File dialogue box showing how to save file in RTF format


  1. Open your site at www.newdev.unisa.edu.au/*
  2. Open the template you want to use
  3. Save the template and give it a name appropriate to the content
  4. Position your cursor where you want the text to go (eg at the prompt --Enter Content here--)
  5. Go to Insert and select File...
  6. Find your RTF file and select it
  7. Click Open
  8. Your file will appear in your webpage

Formatting your converted Word document

This should produce a clean HTML page which you can format in the new template style. The Formatting tool bar should automatically show in your saved template. The Style menu is part of this tool bar. Use the Style drop down menu to format your text by choosing headings 1, 2 and 3 and other style options.

If you cannot see the Style menu

  1. Go to View and select Toolbars
  2. Click Formatting
  3. The Formatting tool bar will automatically appear in your Sharepoint Designer window

Sometimes old formatting from Word may carry over. You may notice for example that when you choose headings they donít look right when viewed in the browser, or that the font type in Sharepoint Designer says Arial (it should be Times New Roman, which will show as Arial once it is on the web). To correct the formatting

  1. In Sharepoint Designer highlight the text
  2. Go to Format in the toolbar
  3. Click on Remove Formatting
  4. Highlight the text again and reselect the appropriate style (eg heading 2) from the Styles menu
  5. Check in the browser

Follow this process for all your Word documents.



Converting from HTML (existing webpage)

Your webpages are likely to contain HTML formatting that is not compliant with accessibility guidelines. We have found that to meet W3C Priority 1 guidelines most existing webpages need to have their HTML code tidied up. The best method for converting your existing webpages is using Notepad to unformat your HTML pages and then reformatting them yourself in the new templates.

Using Notepad

Notepad will clean up your files so that when they are put into the templates they will only need to be edited in the context of style (headings, dot points, paragraphs etc).

  1. Open the webpage you want to convert in the browser
  2. Highlight the text that you want to copy, go to Edit and select Copy (or Ctrl C)
  3. Choose Accessories from your Programs list (Start/Programs)
  4. Select Notepad
  5. In the Notepad window, go to Edit and select Paste (or Ctrl V)
  6. Your highlighted text will appear in the window
  7. Highlight the text again, go to Edit and select Copy (or Ctrl C)
  8. Open Sharepoint Designer to your site at www.newdev.unisa.edu.au/*
  9. Choose a template and save it with a new name
  10. Position your cursor in the page (eg at --Enter Content here--)
  11. Go to Edit and select Paste (or Ctrl V)
  12. Using the Notepad method means that all your paragraphs are separated by line breaks (soft returns) not paragraph breaks (hard returns). You will need to 'Show all' hidden marks, delete line breaks where necessary and press enter to get the proper paragraph breaks.
  13. Now you can format it using the Style drop down box in the Formatting tool bar

You can convert all your HTML pages this way. When you have converted and checked your HTML files you will be ready to use the Menu Editor to build your left hand navigation.



Paste Special

Another way to add and format content is Paste Special. You may have used the Paste Special option in Word. It works the same in Sharepoint Designer by stripping your text of formatting so you have a blank slate to apply appropriate styles.

  1. Convert Text dialog boxHighlight and copy (Ctrl C) the text you want to add to your webpage
  2. In Sharepoint Designer, put your cursor where you want to place the text
  3. Go to the Edit toolbar option, then select Paste Special... (to show this option, you may have to pull the menu down further using the double arrows)
  4. In most cases, Normal paragraphs will be the best option
  5. Select OK
  6. Your text will need to be formatted using Heading styles etc but will be 'clean' text in the correct font


Keep Text Only (using the Office Clipboard tool)

You can copy and paste text into your webpage using the clipboard tool.
  1. Highlight and copy (Ctrl C) the text you want to add to your webpage
  2. In SharePoint Designer, paste (Ctrl V) the text where you want it
  3. Highlight the text you have pasted in
  4. Office Ciipboard toolGo to the Edit toolbar option, then Office Clipboard... (to show this option, you may have to pull the menu down further using the double arrows)
  5. You will see an icon like the one pictured appear next to the text. Use the pull down arrow to choose Keep Text Only
  6. Lastly you will need to format the text in SharePoint Designer.