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Creating Documents

format_book.pngWhat...

There are multiple types of documents that can be created in digital form, the selection of which will depend on the documents' purpose. Highlighted below are some things to take into consideration when creating documents using popular software.

Why...

Putting time and effort into creating metadata for your document will help with managing it now as well as giving it more context to make sense in the future. Think about the fonts you use and any content which is embedded in the document or links from it.

How...

Text documents

Spreadsheet documents

File Format Things to consider
Microsoft Excel Open XML Document (.xlsx)
  • Column headings are vital otherwise the data will be an unintelligible list of words or numbers.
  • Add metadata to your document by providing the author name and tags that describe your spreadsheet
OpenDocument Spreadsheet (.ods)
  • Consider if producing a data dictionary (used to describe the data fields and data within your spreadsheet) is required in order to provide valuable contextual information to those viewing your data.
  • Add metadata to your document by providing the author name and tags that describe your spreadsheet
Comma Separated Values File (.csv)
  • You will lose all formatting and any formula or charts you may have used.
Tab Delimited File (.txt)
  • Save your spreadsheet as a tab-delimited file by saving as a Text (Tab delimited) file.
  • You will lose all formatting and any formula or charts you may have used.

Presentation layout documents

File Format Things to consider
Microsoft Powerpoint Open XML Presentation (.pptx)
  • If your presentation includes raster images, use images that are at least 150 pixels per inch, saved as a JPEG (.jpg) or PNG (.png) file.
  • If your presentation includes vector images, use vectors saved as SVG (.svg) files.
  • If your presentation includes videos, embed them within the file rather than linking to videos on the internet. Videos for presentations should be H.264 encoded with AAC encoded audio within an MPEG-4 (.mp4) wrapper.
  • Preserve the fidelity of your presentation by embedding the fonts used within your document:
    • Navigate to 'File'---'Options' and within the 'Save' tab you will be able to setup Powerpoint so that you can preserve the fidelity of your presentation.
    • Ensure the 'Embed fonts in the file' checkbox is marked and select the 'Embed only the characters used in the presentation' radio dial.

powerpointembedfonts.png

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  • Add metadata to your presentation by including the author name and any tags that describe your document.
OpenDocument Presentation (.odp)
  • If your presentation includes raster images, use images that are at least 150 pixels per inch, saved as a JPEG (.jpg) or PNG (.png) file.
  • If your presentation includes vector images, use vectors saved as SVG (.svg) files.
  • If your presentation includes videos, embed them within the file rather than linking to videos on the internet. Videos for presentations should be H.264 encoded with AAC encoded audio within an MPEG-4 (.mp4) wrapper.
  • Add metadata to your presentation by including the author name and any tags that describe your document.