Downloading Documents
This page gives guidance on how to download files, including links to programmes required for PDF, audio and video, Microsoft Word, and Microsoft PowerPoint files.
On this page:
For accessibility, we aim to make key information available as webpages (as HTML). However, sometimes this is not appropriate or possible:
- Often we host of link to information provided by other organisations and this may only be available in certain formats. For example, reports and research are often only available in Adobe PDF format.
- We provide some material as downloadable application forms, examples or templates. These files are much more useful if you can adopt and adapt them for your own organisation. Adobe Acrobat files generally cannot be updated, and simple formats don't include all the facilities needed, and so these are generally provided in Microsoft Word or Excel format.
The three most commonly used downloadable file formats on this website are:
- Adobe Portable Document Format (.pdf) - opened using Adobe Acrobat Reader
- Word documents (.doc) - opened using Microsoft Word and almost all common word processing programmes programmes
- Rich Text Format (.rtf) - opened using all common word processing programmes.
So, to read some documents on this website you will need to:
1. Download it and save it to your computer's hard drive
2. Open it using a compatible software programme. If this is not already installed on your computer, you will need to download and install that software too.
Listed below are common document file formats and links to websites where you can download the software required. This software is usually free.
For more information on downloading files, check the Learn the Net download files section.
Downloading and saving the file on your computer
For Windows users, to save a document (rather than opening it in the web browser window) click on the right mouse button and choose "Save Target As...". You will see progress of the document being downloaded in the "File Download" dialogue box. When you get the "Save As" option, choose the location on your computer where you want to save it, and click on the "Save" button. You will now be able to open the document in the chosen programme.
For Mac users, to save a document to your hard drive click and hold on the link, or hold down the Control key and click on a link, and choose "Download Link to Disk". Choose the location you wish to save it to from the dialogue box which appears.
To read and print PDF files you need to download and install free Adobe Acrobat Reader software. This is usually preinstalled on computers.
Download it from: Adobe website.
PDFs can be created by most modern word processing programs. Alternately, there are many free PDF Creator programs available on the internet.
Microsoft Word files (.doc; also handles .rtf)
Almost all common office software suites (including some good free open-source ones) can open Microsoft Word files, although some do not properly handle files from all versions of Word.
Through TechSoup New Zealand, Microsoft provides charities, voluntary and community groups with donated software to help them operate with greater efficiency and effectiveness. See http://www.techsoup.net.nz/ for more details.
If you do not have a word processing application that can open Microsoft word documents, and don't want to install one of these suites, you can download and install the free Word viewer.
Download from: Microsoft Word viewer page.
Some PowerPoint presentations can be viewed in your browser. For others, you'll need to download and install the free PowerPoint 2003 viewer. Note: For ease of access, generally the same information is available on a web page.
Download Microsoft PowerPoint Viewer 2007.
If you do not have a spreadsheet application that can open Microsoft Excel worksheets, to read them you'll need to download and install the free Excel viewer.
Note: For ease of access, on this website we usually make the same information available on a web page.
Download from: Microsoft Excel viewer page.
Usually used for simple small files and for emails. This format can be read by all almost word processing programmes, browsers and Notepad. Look in the Start menu under Programs/Accessories.
Audio and Video Files (.mpg, .mp3 etc.)
Most computers will already have a program, such as iTunes or Windows Media Player, that will play audio files, including MP3, so you shouldn't need to download and install one. They should also have a program that will play video files.
Once the file has been downloaded, simply double click on it and it should open with the correct program.
Often large files (of any of the above formats) are compressed before being sent by e-mail, or before being put on a website for download. There are several different compression formats. Probably the most common one used on personal computers is the .zip format.
Most personal computers have software pre-installed that will handle this .zip format, and simply clicking on a 'zip' file will open it. You can then 'extract' the file, save it back in its original format and open it using one of the software tools listed above.
If your computer does not have Zip or UnZip software, there are many readers that you can download free or buy. This link to www.download.com will list Zip readers, complete with reviews and user ratings.
See 'Compress files" in the 'Tip' in Panui 42 for more details of how and when you might need to compress files yourself.
Google can give you links to a web format (HTML) version of common types of file.
For example, a search for "Accessibility and Useability Assessment for CommunityNet Aotearoa" might give:
[PDF] Accessibility and Useability Assessment for CommunityNet Aotearoa ...
File Format: PDF/Adobe Acrobat - View as HTML
An Accessibility and Useability Assessment for CommunityNet Aotearoa. Prepared by
AccEase Limited © 2005. 1. Contents. COMMUNITYNET AOTEAROA WEBSITE . ...
www.community.net.nz/.../9A59723B-4559-443A-A8BC-778A67FE177D/ 22741/AccEaseCommunityNetassessment2007.pdf
Then click on "View as HTML" to see the report as a web page. (Note: the link in this example is not live as Google periodically updates its cache, invalidating an example such as this.)
If you can't read a file, Contact Us and we'll do our best to help.