Prepare, publish, and maintain your Publisher Web site

Applies to
Microsoft® Office Publisher 2003

After you have created a Web publication in Publisher, your next step is to publish it to the World Wide Web (WWW), a network server, or to a shared folder on your own computer. Whatever the destination, Publisher creates filtered HTML files from the Web publication. You can open and read these HTML files in any Web browser, such as Internet Explorer.

Publish your website

This article will cover the procedures you need to know to publish your Web publication as HTML files to the Web and what you need to know to update your Web site by editing the Web publication and re-publishing it.

Before you publish

Before you publish your Web site, you should check to make sure the site will work as you expect and that you have addressed all possible issues that may arise. It is much more efficient to resolve these issues before you publish than after, when you would need to revise and republish the pages of your Web publication.

You should look for problems using the following methods:

ShowUse the Design Checker to find and fix problems

The Design Checker is a powerful tool for finding potential problems. Many of its checks are for basic formatting issues. However, some checks are specifically for issues that may affect Web publications. To run the Design Checker, do the following:

  1. On the Tools menu, click Design Checker. The Design Checker will run according to the options you have set in Design Checker Options.

 Note   Make sure that Only run commercial printing checks is not selected.

ShowHow?

If you have previously set up the Design Checker to run only commercial printing checks, you will have to clear the setting before the Design Checker can run the checks that are appropriate for a Web publication.

  1. On the Tools menu, click Design Checker.
  2. Click Design Checker Options, and then click the Checks tab.
  3. Clear the Only run commercial printing checks check box if it is selected.
  4. Click OK.
  1. In the Design Checker task pane, under Select an item to fix, click the arrow next to the item you want to fix, and then do one of the following:
  • Click Go to this Item to go to the page where the problem item is.
  • Click Fix: <automatic fix> to automatically fix the problem with the item.

 Note   The automatic fix will vary depending on the problem. In most cases, no automatic fix is available.

  • Click Never Run this Check Again to disable the check. This affects all instances of the problem.
  • Click Explain to open a help topic that more fully explains the problem and offers suggestions about how to fix it.

ShowPreview your Web site

  • On the File menu, click Web Page Preview.

Your Web site will preview in your default browser. Check the preview for the following:

  • The site opens and all pages are accessible
  • All hyperlinks work as expected.
  • Navigation controls work as expected.
  • No elements are missing.
  • Any background sounds play as expected.

Publish your Web site

Once you've checked and previewed your Web publication and made sure that everything is correct, you are ready to publish your Web site.

The filtered HTML files that Publisher creates contain no Office-specific tags. This means that you can't open the HTML files in Publisher and edit them. You can publish filtered HTML to the Web more quickly than unfiltered HTML files. However, you must edit changes to your Web site in the Web publication and the re-publish the site to the Web.

In the folder where you publish your Web site—whether to the Web or on your computer—Publisher creates a single home page and a sub-folder that contains all the other files needed for your Web site. The files in this sub-folder comprise the other HTML pages that make up your site, GIF and JPEG graphics that you use on your pages, and any files for embedded sounds.

Publish to the Web

Before you can publish your Web site to the Web, you need to subscribe to a Web hosting service with an Internet Service Provider (ISP). This service will provide you with Internet access, storage space on a Web server, and a Universal Resource Locator (URL) so people can access your Web site.

There are likely several ISPs available in your area. Make sure that the one you subscribe to offers adequate space for the kind of Web site you want to publish. For example, if your Web site features a large number of images, you will need sufficient storage space for them. You should also check to see if the service offers the kind of support you may want. If you have little experience publishing to the Web, you will want an ISP who can help you through any potential issues.

There are two ways to publish to the Web. One way is to publish your site to a Web host using the URL provided by your ISP. The other is to publish to an FTP site. Which method you use will depend on how your host site is set up by your ISP.

ShowPublish to an FTP site

Before you publish to an FTP site, you have to create an FTP site in the FTP Locations folder:

  1. On the File menu, click Publish to the Web.
  2. In the Publish to the Web dialog box, in the Save in box, click Add/Modify FTP Locations under FTP Locations.
  3. Enter the FTP site name, user ID, and password you received from your Internet Service Provider, and then click OK.
  4. Click OK.

To publish to the FTP site, do the following:

  1. On the File menu, click Publish to the Web.
  2. In the Save in box, click FTP Locations.
  3. In the list of FTP sites, double-click the site you want, and then double-click the folder where you want to publish your Web site.
  4. Click Save.

ShowPublish to a Web location

  1. On the File menu, click Publish to the Web.
  2. In the File name box in the Publish to the Web dialog box, type the URL of the Web or network server where you want to save your Web site, and then click Save.
  3. If prompted, type your user name and password, and then click OK.

The directory associated with your URL will appear in the Publish to the Web dialog box.

  1. Double-click the folder where you want to save your Web site.
  2. In the File name box, select index.htm as the default name for your home page, and then click Save.

 Note   Index.htm is the default selection. Using index as the name of your home page makes it easier to access and prevents users from viewing a list of the files that make up your Web site.

  1. When prompted, click OK.

Publish to your computer

You can publish the filtered HTML files to a location on your computer, and then use an FTP utility to publish them to the Web. The advantage of using this workflow is that you keep a local copy of the HTML files as well as the Web publication.

ShowPublish to your computer

  1. On the File menu, click Publish to the Web.
  2. In the Save in list, in the Publish to the Web dialog box, click the drive or folder where you want to publish your Web site.
  3. Do one of the following:
    • In the folder list, double-click the folder where you want to publish your Web site, or create a new folder for it.
    • Click Create New Folder to create a new folder, and then type a name for the new folder in the Name box.
  4. In the File name box, type a file name for your Home page.
  5. Click Save.

Update your Web site

Once you publish your Web site, you can update it as needed to reflect new information. However, you can not open the filtered HTML files in Publisher. You must open the original Web publication, make the changes you want, and then republish your site to the Web.

 Note   You should not try to update the Filtered HTML files using a text editor, such as Notepad or Wordpad. Even though it it possible to do this, Publisher-generated HTML is very complex and you will find it hard to edit it by hand. For best results, always update your Publisher Web site using the Web publication, and then re-publish to the Web.

Re-publish your updated Web site

As mentioned above, you can't open a filtered HTML page in Publisher and edit it using Publisher features. Additionally, you can't publish selected pages. When you publish to the Web, Publisher uploads the entire site.

However, Publisher is set by default to publish incrementally. This means that it only publishes pages that have been changed since the publication was last published to the Web.

ShowRepublish your Web site

Publishing updates to a Web site is slightly different from publishing a Web site for the first time. After you publish a Web site to a location on the Web or a network, a shortcut to the Web server or network server will appear in My Network Places.

  1. On the File menu, click Publish to the Web.
  2. In the Publish to the Web dialog box, click My Network Places.
  3. Double-click the shortcut to the folder on the Web server or network server where you published your Web site.
  4. In the File name box, type the name of the file you are updating.
  5. Double-click the folder where you want to save the file, and then click Save.
 
 
Applies to:
Publisher 2003