how to link all kinds of files to your web site
(and some things you can do to help your visitors to use them)
You can link any file to your web site. The catch is, the browser your visitor is using must know what to do with that file and, of course, you have no control over that. However, by choosing the right format for the files, preparing them carefully and giving your users the right information, you can make almost everyone happy (almost!).
The information and suggestions below cover many of the most popular formats but certainly not all of them. New formats are being developed everyday to enhance web pages, especially when it comes to multimedia. But hopefully this will give you a good start.
No matter what type of files you are offering to your visitors, there are a few things you need to do to help your users:
- Warn your visitor – Tell them the type of file that each link leads to and the software they will need to use it.
- Don’t surprise your visitor – In the case of media files that require a plug-in, inform the user on the page before the page in which the media file is embedded. And never make the media file essential for using your site, especially navigation.
- Link to the plug-in – If a plug-in is required, provide a link to a site where the user can download it (and possibly some simple directions on how to install it).
- Give them an alternative – If the information in a file is very important, consider creating an alternative page with the same information in plain text format.
If you want to link a video to your page...
QuickTime
Advantages:
- The plug-in needed to view QuickTime files is easy to download and install; a large number of users already have it.
- Many different audio and video editing programs can write QuickTime files.
- Editing QuickTime movies is easy and inexpensive. QuickTime Pro ($30) is a good basic editor and GoLive has a built-in QuickTime editor.
Disadvantages:
- Video files are large and will load slowly over a dial-up connection.
- The QuickTime installer is almost 10mb and will take almost 15 minutes to download on a 56K dial-up connection.
What your visitor needs:
- Free QuickTime installer that will automatically configure all browsers.
Download link: http://www.apple.com/quicktime/download/standalone
If you want to link a sound file to your page...
QuickTime
Advantages:
- Same as for video files.
- QuickTime Pro ($30) will convert many different sound formats created by just about any sound editor.
Disadvantages:
- While sound files are smaller than video files they can still be large enough to make access slow on a dial-up connection.
What your visitor needs:
- Free QuickTime installer that will automatically configure all browsers.
Download link: http://www.apple.com/quicktime/download/standalone
If you want to add animation to your page...
Flash/ Shockwave
Advantages:
- Flash (SWF) files are very small and download quickly.
- Creating sophisticated animations using Flash is relatively easy and inexpensive.
- The required plug-in is easy to download and install; it is included with Netscape.
Disadvantages:
- Creating good animations takes planning and time.
- Shockwave animations, while allowing for more interactivity, are harder and more expensive to create.
What your visitor needs:
- Free Flash Player installer that will automatically configure one browser (run additional times to configure others)
- Free Shockwave installer if using Shockwave files. Shockwave plug-in also plays Flash files.
Download link: http://www.macromedia.com/downloads/
If you want to stream video or audio from your site...
Real Media
Windows Media
Advantages:
- The file is played as it is transmitted so the user has a shorter wait to begin viewing and/or hearing the file.
- The file is never downloaded to the users computer so files are more secure than other audio/video formats.
Disadvantages:
- Special software is required on the web server to support the stream. Many web hosts charge extra for this service.
- Software to create files can be expensive and difficult to use. Real charges by the number of streams accessed.What your visitor needs:
- Free player installer that will automatically configure the browsers.
- Supported sound card on Windows computers.
Download links:
- Real Media: http://www.real.com (find the link to the free version of the player at the bottom of the page)
- Windows Media: http://www.microsoft.com/windows/windowsmedia/download/
If you want users to download files from your pages...
Portable Document Format (PDF)
Advantages:
- PDF files can be created from any document that can be printed (Word, AppleWorks, Excel, PageMaker, etc.). The PDF file will have the same appearance as the original.
- Creating files is easy and inexpensive.
- The free Reader software has been included on almost every computer sold in the past three years.
Disadvantages:
- Files cannot be easily edited.
- Fields can be added allowing users to enter information on screen but the modified files cannot be saved using the Reader software.
What your visitor needs:
- Free reader installer that will automatically configure the browsers. Many users already have the software installed.
Download link: http://www.adobe.com/products/acrobat/readstep2.html
If you want users to view your PowerPoint slide show...
PowerPoint
Advantages:
- A PowerPoint slide show can be saved to HTML pages that are easily linked from your web site and viewed in the browser.
- Your visitor doesn't need the PowerPoint program, player software or any plug-in to view the show.
Disadvantages:
- Each page is exported as a graphic and so each slide may load slowly.
- Transitions and animations will not play on the web.
- Sounds may not be synchronized, may play later than planned or may not play at all.
- The HTML created has non-standard tags that may not work correctly in older and non-Microsoft browsers.
What your visitors needs:
- Version 4 or later of IE or Netscape browser.
If you want users to view your HyperStudio slide show...
HyperStudio
Advantages:
- Easy to prepare stack for posting on the web.
- Your visitor doesn't need the program or player to view the show. The required plug-in is easy to download and install.
Disadvantages:
- Slides will load slowly, especially on a dial-up connection.
- Sounds may not be synchronized and sometimes do not play at all.
- Requires that a setting be made on server to recognize file type.
What your visitor needs:
- Free player installer that will automatically configure the browsers.
Download link: http://www.hyperstudio.com/downloads/
But suppose I want my visitor to have the original file so they can modify it...
There are far too many "ifs", "ands", and "buts" to cover here but basically it boils down to the user having their browser configured to know what to do with the file you’re trying to give them. If the file is not in its list, the browser may ask the user if they want to download the file. Or it may try to display it, giving the user garbage. Or the browser may try to display it and crash. Here are some basic guidelines to help make the best of things.
- You may want to consider compressing the file. Many browsers come with "expansion" software (Aladdin Expander or one of many unzip programs) and are configured to automatically download and uncompress the file. Compression is especially useful if you have more than one file you want the user to download or if the files are large. If the user doesn't have the decompression software, you can link them to Aladdin Systems where they can easily download the Expander installer that will configure the browsers for them.
- Newer versions of Internet Explorer for Windows come with a plug-in that allows them to display Word, Excel and PowerPoint files directly in the browser window. Current versions of Netscape Communicator for Windows are configured to open the file in the original program, if it exists on a local drive. Neither browser for the Macintosh knows how to handle Office files and must be configured by the user.
- For almost any other file format, the user will have to configure their browser to either download the file or open it in another application. Click here for some instructions on how to configure IE and Explorer for the Macintosh to recognize specific file types (in PDF - Windows version coming soon).
- One final item is worth repeating: tell your user what kind of file you have linked on your pages and do everything you can to help them get it.
