Lesson video

Hello, my name's Mrs. Jones, and I'm really pleased you decided to join this lesson today.

In this lesson, we will look at publishing your digital guidebook.

You will look at what should be completed as part of the pre-publication check, and how to control who has access to your final guidebook.

So, let's get started.

Welcome to today's lesson.

Today's lesson is called publishing a digital guidebook from the Unit Digital Guidebook.

And by the end of this lesson, you'll be able to use permission controls to publish a digital guidebook.

There are three keywords to today's lesson.

Publish, publish is making a product available for others to view or use.

Accuracy, accuracy is something that is right and free from mistakes.

Accessibility, accessibility is consideration of design so that what is created is usable by everyone.

There are two sections to today's lesson.

The first is perform pre-publication checks.

And the second is set access controls to share a digital product.

So, let's start with perform pre-publication checks.

Publishing means making a digital product available for others to view or use.

Laura says, "We need to publish our digital guidebook so people can see it.

" When work is published, it should go through a number of pre-publication checks.

These include checking for spelling and grammar mistakes.

Checking formatting, font styles, size, colors, et cetera.

Checking the data and information are accurate and correct.

And checking for accessibility.

Sarah is a copy editor.

Her job is to check any written content before it is published online.

She checks work to ensure it is accurate, accessible, and in accordance with the style guidelines used across the organization.

Let's have a quick check.

True or false?

Pre-publication checks need to be done only on printed materials like newspaper and magazine articles.

Pause the video to consider if that is true or false and why you think that.

Then we'll go through the answer.

Let's check your answer.

The answer was false.

Pre-publication checks should be done on all published work, including digital products like websites, blogs, and applications.

Well done if you got that correct.

Checking for spelling and grammar mistakes.

Many applications provide tools for checking spelling and grammar.

You should review their corrections and suggestions to make sure you are happy with the changes.

Checking formatting.

You may have agreed styles that need to be applied.

These could include the font style, which is the font, the way it is written and typed in.

As you can see there on that word "font and style".

The font size, so the size of the letters, or the colors that need to be used.

A house style is an agreed design that is used to style content in a consistent way.

Checking that data and information are accurate and correct.

It is important to ensure that information you publish is factual, accurate, and correct.

You should check your sources of information and verify the information by checking multiple sources.

Checking for accessibility.

Accessibility ensures that digital products can be used by everyone.

And accessibility needs to relate to: Vision, hearing, motor function, and cognitive processing.

Accessibility tools.

So, let's take a look at some of the accessibility tools that are available.

Voice recognition.

Voice recognition converts spoken words into digital text.

This can be helpful for people who cannot hear audio clearly or people who find typing difficult.

Screen readers.

Screen reader software converts on screen text into spoken words.

This supports people who have difficulties reading text on screen.

Alt text.

Alt text is a text-based description of what an image shows.

You can see the example here, the image, but then as you hover over an image, you usually have that pop-up that says "Alt text", and here it would say, Golden Retriever standing on a pavement with leaves on the floor.

It describes what you can see in the image for people who cannot see it.

This can support people with visual impairments.

People who struggle to see an image can use a screen reader to hear a description of what is in the picture.

Subtitles.

Subtitles are the words shown on a screen that match what is being said in a video.

They help people understand content when they cannot hear the audio clearly or at all, when they are watching without sound or when the video is in another language.

You can see there the image of the news reader and the text that's being said is being displayed across the bottom.

Closed captions.

Closed captions are similar to subtitles but are designed for accessibility purposes to support people who cannot hear audio.

They include the dialogue and descriptions of sound effects and music.

Let's do a quick check.

Fill in the gaps to complete the sentences.

Is a text-based description of what an image shows.

This can support people with impairments.

People who struggle to see an image can use a to hear a description of what is in the picture.

And you've got three words across the bottom there, visual, alt text, and screen reader.

Pause the video to consider where each of those words go, and then we'll go through the answer.

Let's check your answer.

Alt text is a text-based description of what an image shows.

This can support people with visual impairments.

People who struggle to see an image can use a screen reader to hear a description of what is in the picture.

Well done if you got that correct.

Let's do the activity.

Perform pre-publication checks on your digital guidebook, ensuring that you check spelling and grammar, formatting, the accuracy of information, accessibility.

If you're working in a group, you could perform pre-publication checks on each other's work and give feedback.

Pause the video.

Complete your pre-publication checks, and then we'll go through an example.

Let's have a look at an example.

Izzy says, "Jun, I have just finished the pre-publication checks on your pages of the digital guidebook.

I spotted a few spelling mistakes, and I also noticed that you've used Arial font when we agreed to use Lexend.

" Jun says, "Thanks, Izzy, I will make sure I make those changes.

I have reviewed your page too.

I think you could make the font color darker as it is difficult to read on the background, and this may not be accessible.

" Well done for completing your pre-publication checks, and hopefully you found some things to improve yourself.

Let's move on to the second part of today's lesson.

Set access controls to share a digital product.

Laura says, "Should everyone be allowed in the staff room?

" Izzy says, "No.

" Who should be allowed in?

Why not everyone?

This is an example of access control.

Access control involves deciding who is allowed access and what they are allowed to do.

So, we do have to think when we're creating anything, who should be allowed in, and why not everyone?

Cloud-based applications and cloud storage use access controls to decide who can access or see a file, can edit or change a file, can delete or create a new file.

These access controls often use roles to set who has permission and what they can do.

Common roles include: viewer or reader, editor or creator, owner or administrator.

An owner or administrator of a file has the greatest level of access.

They can view and read documents, edit and create documents, delete and move files, and give other users access.

Let's have a quick check.

True or false?

In cloud-based storage, everyone has the same level of access to files.

Is that true or false?

Pause the video.

Consider if that's true or false, and why?

Then we'll go through the answer.

Let's check your answer.

The answer was false.

Different people may be given different levels of access to a file.

For example, some people may be given only view access while others may be given edit access.

Well done if you got that correct.

Jun says, "Why should I set access controls for a file?

" Setting access controls protects private information, stops accidental mistakes like deleting a file, prevents hacking or deliberate misuse, and keeps data safe and organized.

Let's do a quick check.

A class is using a cloud-based application to make a presentation.

Decide what each person should be allowed to do.

On the left, you have the person, you have teacher, parent, class member, and school visitor.

And on the right, you have their role.

And you need to decide whether they should be a viewer, editor, administrator, or no access.

Pause the video to consider your answer, and then we'll check it.

Let's check your answer.

So, for a teacher, administrator.

The parent would be the viewer.

The class member would be an editor.

And the school visitor should have no access.

Well done if you got that correct.

In Google Docs, you can set access permissions.

You click on Share and you can see there at the bottom with the arrow and the padlock.

If you want anyone to be able to access the file, you can set General access to anyone with the link.

You can see on the right over here, we have people with access and Laura is the owner.

And underneath we have General access.

And it says "Only people with access can open with the link.

" If you want to share the file with just a few people, you can add their email address and then set their level of access.

So, here you can see we are adding Jun and we're setting it as Editor.

We add their email address on the left there, and then set their access to Editor.

Let's do the activity.

In your own words, explain what access controls are and why they are important in cloud-based applications.

Set appropriate access controls for your digital guidebook so that everyone who needs access has it.

Pause the video.

Complete those two steps of the activity, and then we'll go through an example.

Let's have a look at an example.

Access controls are rules that decide who is allowed to see or use files.

They help ensure that only the right people can get in and do certain jobs, like editing or deleting work.

Access controls are important in cloud-based apps because lots of people use the same app, and you don't want everyone changing or accidentally deleting files.

Access controls help keep information safe, stop mistakes, and protect people's work.

Well done for completing the activity and setting your own access controls on your own digital guidebook.

In summary, publishing means making a product available for others to view or use.

Before work is published, it should go through a number of pre-publication checks to ensure that it is accurate and accessible.

You can set access controls to decide who can view or edit the published guidebook.

Well done for completing this lesson, publishing a digital guidebook.