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This article explains how to convert large files between Microsoft Word and Adobe
FrameMaker.In this tutorial, the source file is the file being converted (Word) and target
file is the file that it will be converted into (in this case, a FrameMaker file).
Our goal during this process is to reduce the Word document into an (almost) plain-text
document but keeping its style names, as these will be used to match styles and tags
later in the FrameMaker document.
The overall process involves three stages:
Table of Contents
As FrameMaker has very advanced Table of Contents (TOC) functions, it is much
simpler to delete the TOC in Word and then rebuild it in FrameMaker.
In Word, select the TOC and delete it. Save the file.
Note: If youve used bookmarks in Word to generate a TOC, delete them as well. The
effort it takes to import them into FrameMaker is not worth the effort. FrameMaker can
do it quicker.
Linked graphics
Some Word documents link graphics (Insert | Picture | From File) to the document
rather than using the traditional cut/paste approach.
For a Word to FrameMaker conversion, this means that when you open the RTF file in
FrameMaker the graphic file have to correctly link to the same folders as those in Word.
In theory, this should work, but in my experience, this does not always work. Instead,
follow these steps:
In Word, select each graphic file, save it with a unique name, e.g. Architecture.gif etc,
and store it in the project folder. Once this is done, delete all graphics, and Save the file.
Note: In FrameMaker, you will import all these graphics back into the document.
Once all these steps are completed, you then need to modify different parts of the Word
file, depending on how it was created.
Note: This does not involve deleting content as we have done above, but modifying how
it is constructed, for example adjusting how the number and bullet lists are formatted in
Word so that they can be imported into FrameMaker with less data corruption.
You dont need to delete these constructs, but you do have to adjust their presentation
otherwise they will create confusion in the FrameMaker file, for example you could end
up with two bullets for every list entry rather than one.
For the conversion project, this involved managing the following areas:
Headings
Numbering
Bullets
Cross-references
Artwork
Spanned Columns
Headings
FrameMaker doesnt care how headings are named. Because of this, you dont have to
modify the style names in Word before the conversion unless you want to change the
style names to reflect the target template.
However, its recommended that you delete all redundant headings, and other
redundant styles, as they hold no value.
In Word, delete all redundant headings (Format | Styles and Formatting) and save the
file.
Numbering
If your Word document uses automatic numbering and styles, youre in luck! However,
if the numbering has been done manually, delete the numbers (but not the styles) in
Word.
Then, when you open the file in FrameMaker, you can attach a style with numbering
applied. You will probably have to do some resetting to 1 and so on, but this is
straightforward process in FrameMaker.
In Word, search for all numbers applied manually. Delete the numbers, but not the
styles. Save the file.
Bullets
Like numbering, Bullets were done hopefully with styles and not manual overrides. If
styles were used, then keep the style names but delete the bullet from the definition.
In Word, search for all bullets applied manually. Delete the bullet. Save the file.
Cross-references
In Word, you can only cross-reference within the same file; by contrast, FrameMaker
can cross-reference among other files within a Book. When FrameMaker reads a Word
file with cross-references, it finds obscure marker such as _Ref565989. These are of
no use to FrameMaker and need to be deleted.
In Word, delete all cross-references and re-create them in FrameMaker by hand. Save
the file.
Artwork
Any artwork that was cut and pasted into a Word file can be imported directly into
FrameMaker. However, there are two issues to consider:
1. The quality of Cut and Paste files that you bring into FrameMaker often degrade, i.e.
lose quality. Though it may be time-consuming, its recommended that you re-create
these in PhotoShop and then import them into FrameMaker.
2. Linked graphics in Word files will not work in FrameMaker as the link settings affect
what happens on the FrameMaker side. As discussed earlier, delete these files, save
them individually, and then import into FrameMaker (File | Import | File).
Spanned Columns
In Word, delete spanned columns. These could open in FrameMaker as one pica wide
and confuse FrameMakers setting. Delete the spans and re-build them in FrameMaker.
these files has a different master page and you need to update each master page where
necessary.
Returning the content deleted from the Word file, such as Artwork, headers,
footers.
Matching the file with the Style Guide.
To start the process:
In FrameMaker, in order to open the RTF file:
In the Unknown File Type pop-up window, select Microsoft RFT and click
Convert.
Importing Graphics
You have two options when bringing graphics into FrameMaker. You can either:
Unwanted Tags
After youve opened the RTF in FrameMaker, you may find that youve gained a
character tag called Default Paragraph Font.
The only way to delete it is to select the text, choose Default Font, and re-assign it.
Select both of the From Table settings, and select all check boxes.
Click Apply.
This process has 2 options depending on whether you want to integrate your TOC in the
main document or you want to create a standalone TOC. For the Klariti project, I used
Option B as outlined below.
Option A this places the TOC within the main FrameMaker file. This option
makes sense when you have a small file that is easy to update.
Option B this involves creating a standalone TOC that will form one part of a
large FrameMaker book. In this project, we used Option B as the main file was very
large and other sections used different master pages, styles etc.
To create the TOC, follow these steps:
PDF Setup
Before you create the PDF document, you need to define the conversion settings in
FrameMaker. To do this, go to:
In Bookmarks, check Generate PDF Bookmarks, and for Include Paragraphs add
Chapter Title and Headings 1, 2, and 3.
Figure 10 In PDF Setup Settings tab, select Print from the drop-down menu.
Figure 11 In the Bookmark tab, add the Chapter Title and Headings
Click the Print Option (File | Print). Select the PDF prnit driver from the Print
drop-down menu, for example, Adobe PDF.
Click OK.
Follow the same steps for the other two FrameMaker files. You now have three PDF files
based on the FrameMaker files. After all files are converted, close FrameMaker and
open Adobe Acrobat.
The next step is to create a master PDF file that will contain the 3 PDF files in the
correct sequence. To do this, open the Cover Sheet, and add the other two files as
follows:
Click Edit | Insert Pages and Add the TOC pdf file.
Once all files have been added, choose File | Save As and save the file.
You now have the entire FM file in PDF format. The next step is to create hyperlinks for
the main headings.
Creating Hyperlinks
In FrameMaker, when you add a table of contents, there is an option to create
hyperlinks automatically. However, during this project, this option failed to work. An
error message stated that it required additional fonts in order to compile. Therefore, the
table of contents file did not create hyperlinks to the chapter titles and headings.
Nonetheless, in Adobe Acrobat, you can manually create these links. To do this, you
select the heading and cross-reference it to the relevant page in the file.
Security Settings
In Adobe Acrobat, there are various security options available. The most relevant for
this project is to ensure that unauthorized personnel cannot modify the document.
In particular, you want to disallow unauthorised personnel from copying text from your
PDF into their documents, for whatever reason.
Click OK. Click Close and then File | Close to save the settings.
Select Apply to All. This updates all occurrences of the Body style in the
document.
To stop other technical authors from using the wrong styles, delete ALL redundant
styles. For example, the RFT file may have several body styles, e.g. Body, Body + Left,
Body + Indent. In FrameMaker, delete all of these otherwise future authors may use
these inadvertently.