Month: June 2009

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Questions of the Week

Adobe Captivate Question: What's The Best Way to Get Audio to Play?

I'd like my customer to click something in one of my lessons and play an audio file. If I attach the audio to a button that I'd like to play the sound, the sound plays by itself. What am I missing? I don't want the audio to play until the customer clicks.

Answer:

Attach the audio to a success caption that is, in turn, hooked to the button. Make the success caption transparent. When your customer clicks the button, the success caption (which will be invisible) will appear and the sound will play. How's that for slick?

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Adobe RoboHelp Question: Is There A Book Out There?

I'm a technical writer for CACI in northern Virginia.  I will be learning RoboHelp for the first time starting with version 8.  Because I essentially have to do this on my own, what manual is out there that would be best for a beginner starting with RoboHelp 8?

 

Answer:

My RoboHelp 8 book should get you up and running quickly.

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Adobe Captivate Question: Can I Change the Mouse Pointer?

I am writing to you because I just encountered a "problem" with Captivate and I was wondering if you could help me. We are working on some Adobe InDesign software simulation modules and Captivate isn't showing the correct mouse cursors on the mouse paths.  This is especially crucial when dealing with Adobe applications that have such a wide array of mouse cursors for each one. Do you know if Adobe has published a set of "Adobe cursors" to use with Captivate?  If not, would you recommend a way of working around it?

Answer:

You can right-click the mouse pointer and change the cursor at any time. If the pointer type you need isn't available, you can create a CUR file using just about any image editing program (like Illustrator or Photoshop) and load the image you need.

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Adobe Captivate Question: Is There A Better Way to Move On in a Text Entry Box?

I am creating a Captivate project and have inserted a text entry box. I cannot seem to figure out how to make it so that it moves on when my customer has typed in the field. I don't want them to have to press Enter or Tab or click anything. I just want it to move on when they have keyed the correct info. Is this possible?
 
Answer:
 
Yes, it's possible… you just have to get a little creative. If you want your customer to type car into the field, set the text entry box to have a keyboard shortcut using the letter r. When customers type that last letter, they'll move depending on how you set the properties (navigation) of the text entry box. Careful. The shortcut is a one-shot deal. If you tell them to type carr and use an "r" shortcut, it will activate when they type the first "r" and not wait for second.
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Got a question you'd like answered? Email me.
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Adobe Acrobat 9: OCR!

PDF files can contain searchable, editable, read-out-loudable text (that's an article for another week!). However, not all PDF files contain 'real' text. If the PDF file was converted from an image, such as a PC fax file or a screen capture, the PDF will contain pictures of text instead of text. Our eyes and brains can certainly read the text, but the computers cannot.

Cataloguing, editing, searching and reading text that is actually an image out loud are not possible without first processing the PDF through some sort of Optical Character Recognition (OCR) process.

Back in the day, I owned a utility called OmniPage Pro that miraculously turned images of text into editable text. The product is still available today, but you might be able to save some money if you need to call upon OCR technology because, believe it or not,  Adobe has included document OCR in Acrobat 9 Professional.

With an image-based PDF file open, choose Document > OCR Text Recognition > Recognize Text Using OCR.

You will be presented with a dialog box where you can specify a desired page range. You can optionally click the Edit button and select OCR settings.

OCR dialog box

The PDF Output Style options allow you to predetermine how your OCR processed file will be displayed once processed. Try selecting ClearScan from the drop-down menu to have your processed PDF file show the file's text in a less scanned look. This can also greatly reduce the processed file's size, since it will replace the original image of text with actual text. Don't worry about any non-text items such as graphics in the original file. Acrobat's OCR engine will likely understand that it's a picture and just leave it alone.

Once your file has been processed, you can click in the Find toolbar or use Acrobat's Search feature to locate desired words and phrases.

Find text after OCR conversion

Acrobat is loaded with gems like this. I am constantly hearing the words "I never knew that!" from seasoned Acrobat users. Come sign up for a class and see what tools and features are waiting to be discovered and used to increase your productivity… and marketability!

 
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Would you like to discover the gems hidden in Acrobat? We've got a live, online class for you. Click here for more details.
 
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David R. Mankin is a Certified Technical Trainer, desktop publisher, computer graphic artist, and Web page developer. He is an Adobe-Certified Expert in Acrobat.
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New Facebook Policy Impacts Businesses

Business owners should be aware of a new Facebook policy that took effect at 12:01 a.m. this past Saturday morning, June 13, 2009. As of that date, Facebook began permitting customers to sign up for URL addresses that incorporate unique words, such as a business name.

This article explains why this change may be important to your business, and how any business that currently possesses one or more federal trademark registrations can block others from taking your trademarks on Facebook.

What is Changing

This will make it easier for people, including the millions of Facebook users, to find you or your business and visit its profile page.

This new policy, however, could also open the door to trademark misuse by competitors or others who might try to reserve your business's name or other trademark on Saturday morning.

Here is how you can prevent that from happening IF YOU HAVE A FEDERAL TRADEMARK REGISTRATION

Facebook is permitting trademark owners to block anyone else from signing up for a Facebook URL that contains registered mark.  We recommend that businesses do this immediately for every federally registered trademark that they own.  Click here for the direct link to the Facebook page that allows trademark owners to create the block (then click on Intellectual Property Rights Holders).

With or without a trademark registration, you may still want to sign up for a URL that incorporates your business name, or product or some other unique word.  Here is how to do that:

  • Log onto your existing Facebook profile. A prompt will appear asking if you want to create a unique URL. This will give you the right to choose what your URL will be (most likely, the name of your company, a product, a brand, etc.).
  • If you own a federal trademark registration, you may block others as described above regardless of whether you currently have a Facebook profile.
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Article courtesy of Josh Glikin, Bowie & Jensen, LLC, Attorneys at Law.

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Links of the Week

Adobe Captivate Accessibility Features

This article touches on the Accessibility features found in Adobe Captivate versions 3 and 4.

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Software Review of Adobe FrameMaker 9

Adobe FrameMaker 9 is a key part of the Adobe Technical Communication Suite 2 (TSC2). In this article T. Michael Testi, a software developer, writer and photographer, introduces novices to FrameMaker, its power as a long-document publishing tool and FrameMaker's role in the TCS2. Click here to read the article.

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Featured Online Classes

Writing Training Documents and eLearning Scripts

Congratulations! You've been selected to write the user manual for your company's next big software release. And following that, you've been invited to write the script for the company's Employee Benefits portal and eLearning lessons.

What's that you say? It's been a while since you had to write at such a granular level? Maybe you think your writing could be better? Or perhaps, like many tasked with writing training materials and scripts or user documentation, writing qualifies as "other duties as assigned."

This live, interactive writing course is designed for you. Think of it as an intensive retreat that will give the jump-start you need to create clear, concise step-by-step documentation that effectively educates and motivates adult learners.

To learn more about this class, click here.

 
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Introduction to Adobe Acrobat


This two-day class covers the basics of Adobe Acrobat 9 Professional. Learn how to create "good" PDF files and how to add basic enhancements. You will learn to edit PDF Documents (reorganize the pages in a PDF file, add and remove pages, update the numbering).

 
To learn more about this class, click here.
 
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Upgrading from Adobe Captivate 3 to Captivate 4

Adobe Captivate 4  is possibly the greatest version of Captivate ever. It's so great and so jammed full of new goodies, you may not be able to find them all without a little help.

Join Kevin Siegel for a 3-hour, live training event and learn how to use the new Captivate features–and where the Captivate 3 features you've grown to know and love have gone.

Click here for more information or to register.

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Questions of the Week

Adobe FrameMaker Question: Multiple Cells, One Footnote Reference… Possible?

I have a table in a FrameMaker document, I am trying to have three cells reference the same Footnote. However, the result I am getting is three separate Footnotes. Is it possible to have three different cells reference the same Footnote?

Answer:

Yes. Within FrameMaker, set up a cross-reference to the original footnote and request that it pull the <$paranumonly> from the desired footnote. Repeat this process for the other two.

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Adobe Technical Communication Suite Question: What is the Best Way to Output Multiple Documents?

I have a question about single-sourcing documentation in the Tech Comm suite. My company produces software that can be somewhat cumbersome to install or upgrade. We have extensive documentation on how to install our various products and integrate them into a single environment.

Using RoboHelp's conditional build tag features, I have been able to build certain documents (such as our installation guide) that have multiple TOC's and produce customized documentation for certain environments. That way, if our installers are implementing a system in environment A, and environment B has a bunch of additional steps, they don't have to "skip this section" or refer to a bunch of Appendicies in order to install in environment A. This has worked out well, but as I convert our 15 years worth of documentation, it becomes clear that some of our major documentation intersects. For example a certain section on Windows User setup is required in both the Installation Guide and the Upgrade guide.

My question is this: What is the best method for creating one master "Documentation" project where I can update the topic once and have it update multiple documents? Would you suggest that I simply import all of the topics from my other documents and create more TOCs like I have done for our Installation guide?

 

Answer:

I would suggest creating all of your documentation using FrameMaker (part of the TCS2) and, using conditional build tags, importing the FrameMaker chapters to RoboHelp by reference. Once the content is in RoboHelp, you can have multiple TOCs hooked to multiple Single Source Layouts. Using this technique, you can rapidly produce very targeted print documents and Help Systems with a few clicks (not to mention interactive PDFs and Help Systems if you integrate Captivate eLearning lessons).

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Flash Video Question: How Do I Do It?

I recently received and reviewed your book Essentials of Adobe Captivate 3. There is a video clip (Module 9, pages 157-159) that was inserted upon a slide and when previewed, a young lady walked onto the screen, made her statement, and then walked off the screen.

We are trying to do similar video clips with some of our projects. We have managed to make the background transparent but only by saving the clips as a PNG, whereby there is no audio.  Could you provide any direction as to how we might go about converting and importing our video clips into Captivate where they too will have a transparent background and audio?

Answer:

You are referring to Flash Video. The process is actually quite simple (although you'll need skill to create excellent videos… and good actors).

Film the subject against a green screen using just about any video recorder. Transfer the video to your computer and open the video in any program that can create chroma keys (the process of wiping out the background).

Once the video is edited, the final step is to save the video as Flash Video (FLV), which many video editing applications support (check the box prior to purchasing to ensure this feature is available).

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Got a question you'd like answered? Email me.
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Adobe Acrobat: You Might Need an Acrobat Class…

by David R. Mankin  

  • If your PDF files can't talk or sing… You might need an Acrobat class.
  • If your PDF files don't hyperlink to your web site…  You might need an Acrobat class.
  • If your PDF files don't open to the desired & intended view… You might need an Acrobat class.
  • If your PDF files are too big… You might need an Acrobat class.
  • If your PDF files are not Section 508 compliant… You might need an Acrobat class.
  • If your PDF files don't contain bookmarks… You might need an Acrobat class.
  • If your PDF files contain a picture that needs editing… You might need an Acrobat class.
  • If your PDF files look like forms but no one can fill them out… You might need an Acrobat class.
  • If you think the only way to make a PDF file is through the Print dialog box… You might need an Acrobat class.
  • If you think PDF stands for Pretty Darn Fancy… You might need an Acrobat class.
  • If you think all portfolios can be tucked under your arm… You might need an Acrobat class.
  • If you think the only thing you own with FLASH is your camera… You might need an Acrobat class.
  • If you think the Ink Manager is the guy down the hall with dirty hands… You might need an Acrobat class.
  • If you think Preflighting is only performed at the airport… You might need an Acrobat class.
  • If you think your colleagues can't save their filled-in forms because they only have Reader… You might need an Acrobat class.
  • If you don't know how to keep others from editing & stealing your PDF file's content… You might need an Acrobat class.
  • If you think the only buttons in Acrobat are the ones on your toolbars… You might need an Acrobat class.
  • If you think multiple actions require you to wear your Nikes… You might need an Acrobat class.
  • If you think all thumbnails need trimming from time to time… You might need an Acrobat class.
  • If you think your employees shouldn't use Distiller if they're under 21…  You DEFINITELY need an Acrobat class.
 
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So, do you need an Acrobat class? We've got you covered. Click here for more details.
 
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David R. Mankin is a Certified Technical Trainer, desktop publisher, computer graphic artist, and Web page developer. He is an Adobe-Certified Expert in Acrobat.
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Grammar Workshop: Do I Have to Use Have?

by Jennie Ruby

During my grammar classes, I have often been asked, "Can I delete the word have in this sentence? Isn't it just wordy?"

The funny thing is, use of the word have is not a form of wordiness. When have is used in front of another verb, it is actually an auxiliary verb. That means it counts as part of the verb. And it creates a specific verb tense called the present perfect tense. Here is what that means.
The present perfect tense has two meanings. One meaning is that an activity that began in the past is still going on, as in: I have taught grammar classes for more than 10 years.

The second meaning is that an activity that began in the past has just now stopped: I have finished writing the report. Now I am preparing to send it to the printer.

The first meaning is often used to describe a person's experiences, as in:

  • I have visited Canada five times.

  • I have tasted tomatoes straight from the garden.

  • I have completed one triathlon. (It was a sprint-distance one. But that is another story.)
 

The main thing to remember is that the word have is an important part of the verb, and not something to routinely delete. Deleting it changes the meaning. Look at the difference between these two sentences:

  • I have worked there 6 years. (Clearly, I still work there.)

  • I worked there 6 years. (I no longer work there.)

I hope I have given you enough information to prevent the gratuitous deletion of have!

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About the Author: Jennie Ruby is a veteran IconLogic trainer and author with titles such as "Editing with Word 2003 and Acrobat 7" and "Editing with MS Word 2007" to her credit. Jennie specializes in electronic editing. At the American Psychological Association, she was manager of electronic publishing and manager of technical editing and journal production. Jennie has an M.A. from George Washington University and is a Certified Technical Trainer (Chauncey Group). She is a publishing professional with 20 years of experience in writing, editing and desktop publishing.

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Join Jennie in our online classes (she'll be teaching two upcoming classes for IconLogic): Writing Training Documents and eLearning Scripts and Editing with Microsoft Word 2007.

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Adobe RoboHelp 8: Help is in the AIR

by Kevin A. Siegel

Adobe AIR lets application developers create rich Internet applications that can run outside of a Web browser and will work identically across multiple operating systems. While Adobe AIR is a fairly new technology, many large companies such as eBay, Yahoo, AOL, and NASDAQ are already tapping into its vast power to deliver content right to the users' desktop-without the need for Internet Explorer, FireFox, Chrome or any other Web browser.

RoboHelp allows you to generate layouts for Microsoft HTML Help, WebHelp and FlashHelp. Given the ever-increasing popularity of Adobe AIR, RoboHelp developers will likely be required to deliver a generated project in the Adobe AIR format. And since Adobe created the AIR technology, it just makes sense that this format would be fully supported in RoboHelp.

Here is how to generate an Adobe Air help system.

  1. On the Single Source Layouts pod, double-click the Adobe AIR layout icon (if the icon isn't there, click the Create Layout tool at the top of the Single Source Layouts pod and select Adobe AIR from the Output Type drop-down menu).

    Adobe Air Application Help

  2. Type a number in both the Version field and the Help ID field.

    Version field and the Help ID field

    The Version number will simply help you keep versions of the AIR Application straight should you make updates available. The Help ID is used for creating Context Sensitive Help. You should discuss the numbers you should be using with your application developer.

    Now you'll need to create a Digital Certificate.

  3. To the right of the Installer Settings area, click the Create button.

    The Create Self-Signed Digital Certificate dialog box appears.

  4. Type your company name into the Publisher Name area.
  5. Type a Password into both the Password and Confirm Password fields (write down the password you just typed).
  6. Type a name into the Save As field.
  7. Click the Browse button and open a folder on your hard drive.

    Digital Certificate dialog box

  8. Click OK.

    You are now back in the Adobe AIR settings dialog box.

  9. Type the same password into the Password field that you used a moment ago.
  10. Ensure Remember Password is selected.

    More digital certificate settings

  11. Click the Save button.
  12. Generate the Layout.
  13. Right-click the Layout and choose View.

    AirHelp Output

    Nice. The Help system appears in its own window–no need for a Web browser. 

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Need to learn RoboHelp in a hurry. Come join Kevin's 2-day RoboHelp class. Click here for more information.
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Adobe Captivate 4: XP and Captivate Not Getting Along? SubInACL It!

by Kevin A. Siegel 

I recently came across an article that reported some known issues between Adobe Captivate 4 and Microsoft Windows XP. Specifically, there is possible corruption in the Windows registry or incorrect permissions. The net result is that Captivate exhibits some or all of the following behaviors:
  • Captivate does not install correctly.
  • You are unable to create a Full Motion Recording (FMR).
  • You are unable to calibrate your microphone prior to recording audio.
  • You are unable to record audio at all.
  • You are unable to edit audio clips.
  • You are unable to import audio (you receive an "Unable to decode" alert).
Do any of these issues sound familiar? If so, this is no time to panic as you ask yourself that age-old question: "What's a Captivate developer to do?" Read on…

Microsoft has a utility called SubInACL that might help. According to Microsoft, "SubInACL is a command-line tool that enables administrators to obtain security information about files, registry keys and services, and transfer this information from user to user, from local or global group to group, and from domain to domain."

While it may not sound like SubInACL will be much use where Captivate is concerned, the program may fix things so that Captivate works properly in Windows XP (hey, it's worth a shot).

Here is how you use the SubInACL utility:

  1. Exit out of Adobe Captivate.
  2. Download and install SubInAcl from Microsoft Download Center.
  3. Download restorecp4reg.zip from the Adobe site.
  4. Unzip the contents of restorecp4reg.zip.

    When unzipping the files, note where you put them so you can find them during the next step.

    After unzipping the file, you should end up with a folder named restorecp4reg. Open the folder and you should see two files: restoreRegPermCP4.bat and restoreCP4regentries.bat.

  5. Copy restoreRegPermCP4.bat to the folder where SubInAcl.exe was installed (when I installed SubInAcl, it installed at C:\Program Files\Windows Resource Kits\Tools).
  6. Double-click restoreRegPermCP4.bat to run the file.
  7. Copy the restoreCP4regentries.bat to the folder where Adobe Captivate 4 is installed (typically C:\Program Files\Adobe\Adobe Captivate 4).

    And now for the only tricky part…

  8. Start Command Prompt (this is a utility that ships with Windows and can typically be started via Start > Programs > Accessories) and navigate to the folder where Captivate is installed.

    You can navigate to a folder using the Command Prompt by first typing cd, then typing the exact location you want and finishing by pressing [Enter].

    For instance, assuming Captivate is, in fact, installed at C:\Program Files\Adobe\Adobe Captivate 4, start Command Prompt and type:

    cd c:\Program Files\Adobe\Adobe Captivate 4

    Check your typing for spelling errors and then press [Enter].

  9. Next, type restoreCP4regentries.bat and press [Enter].

    A message will appear that says "DllRegisterServer in ___dll name' Succeeded."

    At that point, you should be all set… Captivate and Windows XP should play nicely together from this point forward.

Source: The Adobe Captivate Blog.

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Need to learn Adobe Captivate 4 fast? Attend a live, 2-day online training class. Click here for more information.
 
Note: Our new Advanced Captivate 4 class is now available. Click here for more information.