Preparing Documents
The obvious next step in contributing information to UBWings is to create the information. The files you provide to UBWings can be of many forms. In fact, you can put any file on the UBWings server. However, it will only be useful if your audience can use it. For instance, you could make a Microsoft Word document available, but only users with Microsoft Word would be able to look at it. To be the most widely useful, we recommend that your textual information be in one of the following two formats:
- Plain Text. Regular ASCII text with no fonts or formatting codes. Although it is not very pretty, it can be viewed by any user of UBWings, and can easily be generated from your existing documents in your word processor (using a "save as ASCII text" feature). To be viewable on text-only terminals, each line should be no more than 80 characters wide. Files of this type should have an extension of .txt or no filename extension at all.
- Hypertext Markup Language (HTML). This is the predominant file format used in the World Wide Web, and has many electronic publishing capabilities not found in ASCII text. It is a flavor of SGML (Standard Generalized Markup Language, a government-standard document format), and is really plain text with "tags" (markup codes) inserted. The tags specify hypertext links, fonts, inline graphics, and even forms that can be filled out. Thus, HTML can produce good-quality published documents online. Filenames of HTML documents must always end in either .htm or .html.
There are many ways of preparing these files for inclusion in UBWings, including:
- Create the file from scratch in Unix, in its proper directory. For example, a text or HTML file could be created with a text editor like vi or emacs.
- Create the file from scratch on your own computer (using your favorite programs), and transfer the complete file from your machine to UBWings (using the instructions in step #3 below).
- If your file already exists on your own computer (e.g. in MS Word), you can convert it into one of the above formats. Most word processors have a function to save as ASCII text, and there are programs for converting documents into HTML. Contact the UBWings staff for more information on using these converters.
- Using Web publishing software such as FrontPage or PageMill
Graphics and UBWings
Along with textual information, you can also make graphical images available in UBWings. Photographs, logos, and other graphics can be very important in your area, for many reasons: they can make your pages attractive (which will prompt more people to come back again), they give your pages a consistent appearance (which helps users identify your information and not get lost), and they can be used to assist users in understanding your information (e.g., icons and illustrations). However, graphics can also be a great liability if they are misused. Here are some guidelines to help you effectively use graphics in your UBWings area:Choice of Images. While some images are important, or even vital, it is possible to go too far. Since each image takes time to download, having many unnecessary pictures and icons will make the user wait for your page to appear, and they wonUt want to return. Only include images that significantly improve the appearance and usability of your documents. Sometimes, text can convey more information than pictures.
Image Format. There are many file formats in which graphics can be stored. However, only two are widely accessible by WWW browsers on different computers:
- Graphics Interchange Format (GIF). A simple, compressed, raster image format, which works well for simple graphics such as logos, diagrams, and icons. Can be viewed in any graphics-capable WWW browser (e.g., Netscape, Internet Explorer) as part of an HTML document, and free viewers are available for viewing standalone pictures in this format on any graphics-capable computer. Filenames end in .gif.
- JPEG File Interchange Format (JFIF). Also called simply JPEG, after the Joint Photographic Experts Group, who developed the standard. Very good for photographs and other images with realistic color. Supported by most graphics capable WWW browsers. Filenames end in .jpg or .jpeg.
Size in Bytes. Large images which take a long time to download (especially over a telephone line) will be a nuisance for users, and they will likely not return to your area. Try to keep image sizes under 20Kb; this can be done by reducing image dimensions, number of colors, and complexity (e.g., use a flat background instead of a pattern).
Dimensions. In addition to creating large file sizes, large images also take up a lot of screen area. If the image is larger than the screen, users will generally not bother trying to see the part theyUre missing. It is also a nuisance if a large graphic pushes succeeding text too far down. Remember to allow for users of PC's and Macs with low-resolution screens. On a 640x480-pixel monitor, the largest image which can fit in the document window is about 570x350 -- this is a good absolute maximum for inline images. If your image is merely a banner at the top of a textual page, it should be no larger than 570x200.
Colors. While some users may have monitors which support millions of colors, most users will be viewing your documents on 256-color monitors. This means that if you have several images on a page, all of their colors together cannot total more than 256 (actually, it's more like 200, because most browsers leave some for any other programs you might be running). If your images use too many colors, the browser will modify the colors to fit, and it usually doesn't do a very good job. Most graphics programs can reduce colors; you can usually get away with less than 100 without being too noticeable.
Additionaly, you should familiarize yourself with the University's visual identity guide available here.
What is a Home Page?
Beside the documents and other information which you are placing in your area, you will probably also want to produce a home page, or initial entry page, for your area. This is the page which users first see when they come into your area, before they read any of your other documents. It serves two major purposes: it introduces your area and your organization to users, and it provides navigational links to guide users to the documents and information you have available.