They are proprietary products which require the user to have purchased software before using, unlike HTML, PDF or Flash, all of which have free readers.

There are many alternatives to the full Microsoft suite, such as Microsoft 'Express and Works' products or Open source software such as Open Office. Though there can be compatibility problems when looking at complicated layouts or files with macros.

Metadata

All Microsoft Office documents must have metadata in the document properties field, particularly title, author, subject and keywords.

Word

However, word is a very good format for preparing content that will eventually be published as either HTML or PDF. If using Word you can make our life and yours much simpler if you follow a few simple rules.

• Do not use bold and font sizes to make headings, instead use Word styles.
• Do not manually insert a table of contents, if you have used Word styles you can insert one that accurately reflects your headings and provides clickable navigation, navigation that will also work in the converted PDF.

To demonstrate how Word can be used to create good navigable and accessible PDF documents I've created:

• The ideal word document [120KB]
• The ideal PDF document [120KB]

These documents explain the standards relevant to PDFs and are made using those same standards. Try one of our Word templates to create a branded document with structure.

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Excel

The most accessible and usable way to display tabulated data is in HTML. users can then paste the content into the spreadsheet software of their choice. Excel is occasionally used to develop tools such as calculators, a better solution is to build bespoke applications that work in the browser.

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Powerpoint

Content

Be very careful about putting powerpoint presentations on the web, there's a world of difference between a speaker talking around three or four bullet points and a web user finding them on a page with no further explanation. It is vitally important that presentations published on the web are published with speaker notes. Of all the points covered on this page this is by far the most important.

Technology

Microsoft powerpoint is not a native format for publishing on the web, we therefore need to convert powerpoint presentations into a format more widely supported. There are a few alternatives:

1. PDF, possibly the biggest download. More accessible than flash (though not as ubiquitous), not as accessible as HTML. However, by far the easiest way to re-create a presentation that has the look and feel of the original and has the speaker notes on the screen. The majority of presentations will be converted to PDF.
2. ZIP files with Powerpoint inside, only ever used as a download for a speakers pack. The user downloads the zip file on an understanding that they need to posses the necessary priced proprietary software to use the pack. (More appropriate for the intranet than the web).
3. HTML, is more accessible and can produce a very good presentation but takes a high skill level and a lot of developer time.
4. Flash, not as accessible as HTML with a 98% market penetration and some concerns over disabled user access. Has unparalleled support for animations and embedded video. Again a lot of skilled developer time is required.

A strong business case will be required for any presentation that will not be published as PDF.

Branding

Presentations going on the HSE website and intranet must conform to the HSE brand. Any presentation that does not use the corporate brand will be returned to the owner to modify. Guidance and templates for using the brand is available on the HSE intranet at http://intranet/comms/creativeservices/corporateid/products/powerpoint.htm