Have you ever tried to copy your text from one application into another, only to find that it was somehow hijacked and translated into another language along the way?! This can be very frustrating and some people spend more time than they would like trying to finesse the systems into playing nice with each other.
The fact is, many systems simply don’t speak the same language. I have been trying off and on for my whole life to learn to speak Spanish. I can usually get the gist when someone takes the time and effort to communicate something to me in Spanish. I might even be able to say something in reply that sounds like I’ve done this before. That’s when I get myself into trouble. I roll my “r” just right and it gives them a false sense of my skills…which then leads them to rattle off all sorts of sounds back and I’m left looking like a deer in the headlights.
This is kind of what happens when you paste text from Word into other applications. They understand and can even translate a lot of what is being said, but when Word starts using fancy language—like elaborate formatting or outlines—their Word language skills are exposed. policyIQ uses an HTML editing utility that does a fair job of understanding Word.
Here are some useful tricks that will help you with the translation when policyIQ struggles with Word’s fancy language:
- Outlines –We recommend building your outlined or bulleted content directly within policyIQ or, for more complex outlines, create the outline in Word and then copy it into policyIQ. Here’s the kicker: if you need to edit your content with the complex outline, we recommend copying the content back to Word to use the Word formatting functions to edit your content.
- Line spacing tip – Note that the web standard is to advance your cursor two line spaces automatically when you hit the “Enter” key on your keyboard. “Enter”, therefore, will automatically advance to start a new paragraph. The young folk out there don’t get why I’m bringing this up…duh. But for those of us that are a little more seasoned, this is such a frustrating issue! If you would like to create a single line space, select “Shift” plus the “Enter” key. This is especially useful when creating a single line-spaced list, for example.
- Like “Track Changes” – policyIQ does not currently have a utility for automatically tracking and marking the changes that users are making within HTML text. The two options that clients most often choose are:
- Copy the content to Word and use its Track Changes functionality to capture the strikethrough and colored font formatting of changes, then upload the Track Changes version of the document to your policyIQ Page. Once you have arrived at the final version, you may copy the final content and use the “Paste from Word” option to paste it into your policyIQ Page.
- Utilize the formatting functions within the policyIQ HTML editing utility to show other content editors what changes you intend. For example, you can use the “Select Text Color” option to change the text color to red and/or use the “Strikethrough” button to show what content you would like to remove from the field.
- General tips for clean formatting of content –Use “Paste from Word” to strip the Microsoft Office formatting tags and replace them with HTML formatting tags accomplishing the same effect. The paintbrush button is to “Cleanup messy code”; it will remove some unnecessary formatting from your content. The eraser button to “Remove formatting” from the selected content and restore the default policyIQ formatting: Verdana font in 8pt. This last option works very well for creating uniformity across an organization’s content.
If you would like to see a glossary showing each of the HTML Editor buttons and what they can do for you, check out the “Rich Text (HTML) Editor Options” page in policyIQ’s Help.