Importing MS Word files in AuthorIT is tedious when you want import files with too many images and tables or even bulk files. These slides give you tips to overcome them.

2. 
When Can you Use the AuthorIT Import
Feature?
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Preparing for AuthorIT Import
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Importing in AuthorIT
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Do’s and Don’ts
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Updates Required after Import
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Other Formats Supported for Import
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Advantages of AuthorIT Import
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Limitations of AuthorIT Import

4. 
Content to be imported contains:
◦ consistent formatting
◦ document structure is in shape and less
structural changes required after import
◦ less rework
◦ less than 80 pages
◦ during tight deadlines

6. 
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Read and analyze styles of the source MS
Word document
Map the source document styles with the
styles in the AuthorIT template
Apply formatting in the source document
◦ Apply organization template
◦ Update style for headings
◦ Update style for tables

7. 
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Use hierarchical heading styles for all
headings
Source and NextGen template heading
mapping:
◦ Heading 1 > Chapter Template
◦ Heading 2 > Normal Template
◦ Heading 3 > Normal Template
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Make sure the document has a structure
Ensure to apply consistent names for
Chapter headings and Section headings

8. 
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Apply styles for bullet and number lists respectively
Do not use manual numbering with tab space for
number lists
Source content must have only up to two levels
bullet lists
Don't use tab space for indenting
Apply required paragraph tags for every paragraph
Don't use "formatted Normal" or other manual
reformatting

9. 
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Avoid manual formatting of text
Don't use hidden text.
◦ It imports as visible text in AuthorIT
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Following items are not imported from MS Word
Source File:
◦ Callouts for graphics
◦ Text boxes or frames
Disable “Track Changes” feature in MS Word
before importing
Remove images in Header/Footer

10. • Delete the following in the source content:
◦ Table of contents
◦ Index
◦ List of figures
These are created automatically in AuthorIT
once it is imported

11. 
Select the Organization Template to be
applied:
◦ User Guide [Not Recommended]
◦ Short Document or Whitepaper
◦ FAQ
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Create a local copy of .dot file
Customize the MS Word to show Developer
ribbon in toolbar
Apply the required template

12. Customize the MS Word to Show Developer Ribbon

15. 
Configure the mapping for a set of source content(docs) and
then reuse them
◦ Source Document differ for different templates
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User Guide
Whitepaper
Short Document
FAQ
◦ All paragraph tags may not be applied
◦ Major part of the content is Body text
Create “Profile” for different templates
Applying NextGen Template before import reduces confusion
while style mapping

16. 1.
Select or Create a Profile
◦ Modify the profile only if required
◦ Ensure the target location to be imported is selected
2.
Map the Headings/Styles
◦
◦
3.
Source headings to Chapter or Normal template
Change the style mapping [if required]
Preview the Content
◦ WYSIWIG in preview
◦ Go back if the wrong style is applied for certain
paragraphs in preview
4.
Import the Content

19. Browse and select
the folder or first
select the folder in
the Folders view
Based on majority
of images in source
document
Based on majority
of images in source
document

24. 25% Import
Complete
TOC or Topics
structure in
book
Preview of
content to
check the style

27. 
Do’s
◦ Select the appropriate resize file template for images based
on the source to avoid the manual formatting after import
◦ Use FindReplace Text filter wherever required.

28. 
Do’s
◦ Export the profile from one AuthorIT database to
XML as backup and import them back if your profile
gets corrupted.
◦ You can import XML exported in to other AuthorIT
databases.

29. 
Don’ts:
◦ Import source content more than 80 pages
◦ Content with more tables and screenshots
◦ When lot of rework is required after import, viz.,
update imported content for structure and
formatting
◦ Do not import document with index
 Hamper the Index objects & references
 Remove them and then import

30. 
Don’ts
◦ After the preview, you must maintain patience while actual import
starts
◦ Ignore the Microsoft Windows messages: “Author-it Editor has
stopped responding” or “….not responding”
– AuthorIT does not respond if
“Track Changes” feature is
enabled in MS Word source file
before import.
– AuthorIT does not respond for
more than 5 minutes and there is
no progress seen in the progress
bar while actual importing process
starts.

31. 
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May require manual formatting for the following
paragraph tags after import:
◦ Note
◦ List Bullet 2
◦ Procedure Intro
◦ Caution
Apply styles for sparingly used paragraphs

32. 
Apply the required resize template for the
screenshots.
◦ For example, 65% Resize File Template
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Change the file names for:
◦
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Book
Chapters
Topics (Normal template)
Images
Re-use the repeated content by embedding them

33. 
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WinHelp
WinHelp projects
HTML
HTML Help projects
Rich Text Format (RTF) documents
Adobe RoboHelp projects
XML
Adobe FrameMaker MIF documents

34. 
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Less time required to import after the profile is set
up (one-time activity)
Similar Documents (Structure and Formatting) can
be converted with a single Import Profile
Dynamic source content can be imported than
updating in AuthorIT
◦ Replace the existing files without duplicating them
when importing the same source file in to AuthorIT
◦ Not recommended when you are not sure of the
difference in content

35. 
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Following paragraphs may need rework or reapply
formatting
◦ Table Border Formatting
◦ Table Header Color
AuthorIT Import Engine requires lot of memory
◦ Use Import feature when less users are logged in
AuthorIT when importing [for India team]
◦ Not scalable for huge documents

36. 
Demo Video
◦ http://www.youtube.com/watch?v=g90eLiu2Xgs
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Preparing Documents for Import
◦ http://www.helpstuff.com/prep_docs_ait_import.html

37. 
NextGen Word Templates (.dot) location:
sheridanAITTemplatesWord Templates

Plan your route before you set out
http://www.contentchameleon.co.uk/AuthorIT%20Article%20%20Plan%20your%20route%20before%20you%20set%20out.pdf

Demo Webex Recording for using AuthorIT Import:
Import_MS_Word_HQM_Measure_Whitepaper_AuthorIT_Workflow.wrf and
Import_MS_Word_HQM_Measure_Whitepaper_Source_Changes.wrf
sheridanDoc TeamWebEx

Converting from AuthorIT
http://www.itauthoring.com/bb/helpauth/viewtopic.php?f=22&t=7452
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Tips for Styling Imported Text in iBooks Author
http://www.dummies.com/how-to/content/tips-for-styling-importedtext-in-ibooks-author.html