November 2013 – Page 2 – The Logical Blog

November 12, 2013

Adobe Captivate: Copying Library Assets from One Library to Another

by Kevin Siegel

I was recently working on a new Captivate project and needed to grab several assets that had been used in an older project. Some of the assets were audio files; others were images. I could have inserted each of the assets into the new project manually (I knew where the original assets were located on my server). I could have also opened the project containing the assets and copied/pasted assets from one project to another. While both of these techniques are fine, I found it easier and faster to utilize the Libraries of both projects. Simply put, I copied the assets I needed from the original project's library into my new project's Library. Here's how:

With the new project open, display the Library (Window menu). Then click the Open Library tool (located near the top of the Library).

When the Open dialog box appears, open the project that contains the Library you need. In the image below, I've positioned the two Libraries side-by-side. The Library at the left contains the assets I needed. The Library at the right is the empty Library in my new project.

Grabbing assets from one Library for use in another project at this point is as simple as selecting, dragging, and dropping. In the image below, I grabbed two files from the Audio folder of the original project and dragged them into the Library in my new project. And… done.

If you'd like to see a demonstration of how to copy assets from one project library into another, check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 6, 2013

Adobe FrameMaker: Nested Lists

by Barb Binder

A recent FrameMaker student contacted me with a numbering dilemma:

I am working with a two-level list. The first level uses numbers and the second list uses letters. The numbers start out correctly, as do the letters; but when I go back to numbers, things get wacky. What is going on? Here's what my list looks like:

The obvious problem is that the numbers are increasing incorrectly, but why? The numbered list is picking up from where the lettered list left off. The letter "e" is the fifth letter of the alphabet. When FrameMaker sees the <n+> in the next paragraph, it adds one to the counter value and displays a 6.

The trick is to look at the numbers as columns. I'll sketch them out on paper. This one is fairly straightforward and just needs two columns of building blocks along with the series label. Here's how numbering properties should look for each of these paragraph formats:

Adobe FrameMaker: Sketch out your lists.

Series Label. The series label tells FrameMaker that these two paragraph formats are part of the same numbering series. While I used S for a series of steps, any uppercase letter will work as a Series Label.

List 123. The <n+>. building block in the first column will add one to the current counter and display the result as a number followed by a period. The < =0> building block resets the second column counter back to 0 for each new sub-list, but the space says not to show the 0.

Adobe FrameMaker: List 123

List abc. The < > holds the counter value in the first column (it won't increment), but the space says not to display the value. The <a+>. in the second column adds one to the current counter value (which was reset to 0 in the previous paragraph) and displays the result as a letter.

Adobe FrameMaker: List ABC

The result?

Adobe FrameMaker: Nest list working correctly.

Note: Setting up just these two tags assumes you are using another paragraph to restart the numeric counter. For more information on restarting lists, see "Adobe FrameMaker: How to Restart a Numbered List."

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Looking to learn FrameMaker? We offer both beginner and advanced FrameMaker training.

November 5, 2013

Adobe Captivate: Master Slide Placeholder Objects

by Kevin Siegel

When you insert a Standard Object onto a master slide and then apply the master slide to a Filmstrip slide, the Standard Object on the master slide appears on the Filmstrip slide(s). You can see the Standard Object, but you can't select it or edit it. In my Captivate classes, I describe the relationship between objects placed on a master slide and a Filmstrip slide this way: it's as if a piece of plexiglass has been dropped on top of the Filmstrip slide that protects the master slide objects. You can click on the object on the Filmstrip slide, but you can't pass through the plexiglass and select the object.

If you want to move, delete, or otherwise edit an object that has been placed on a master slide, you have to edit the master slide. Once you have edited an object that is on a master slide, the change instantly affects every Filmstrip slide that is using the edited master slide.

The problem with adding objects to a master slide is that pesky plexiglass effect. What if you need to design a master slide for a fellow developer that includes a placeholder for an image? If developers use your master slide, they'll be able to see the placeholder, but they won't be able to select it and replace it with an actual image. Without the ability to select placeholder objects, there's really no value in the placeholder.

But wait… there is actually a placeholder feature in Captivate that you've likely missed. If you're working on a master slide and visit the Insert menu, you'll see a Placeholder Objects menu item. (Many folks miss the Placeholder Objects menu item because it is only visible when you're actively working on a master slide.)

Adobe Captivate: Adding Placeholder Objects

Insert a Placeholder Object on the master slide as you would any Standard Object. Then, on the Filmstrip, apply the master slide to the Filmstrip slide via the Master Slide drop-down menu on the Properties panel.

Adobe Captivate: Applying a Master Slide.

Once you have applied the master slide to the Filmstrip slide, you'll be able to select and edit the Placeholder Object directly on the Filmstrip slide. For instance, I inserted an Image Placeholder Object on my master slide. Then, from the Filmstrip slide, I was able to select the Image Placeholder Object, insert an image, move the object around my slide and re-size it.

Best of all, I was able to reset the slide. After inserting an image into the Placeholder Object, I accidentally re-sized and moved the object from its original master slide position. Instead of re-resizing and dragging the object back to its original position (or using the Undo command multiple times), I simply clicked the Reset Master Slide button (shown in the image above), and the object instantly returned to its master slide size and position–on its own. This is an awesome, often overlooked, feature!

If you'd like to see a demonstration of how to create and use a master slide (and how to use a Placeholder Object), check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 4, 2013

Online Training: Best Practices for Attending a Live, Online Course

by AJ Walther

Online classes are here to stay. They're easy, they're environmentally friendly, they're economical, and they're extremely effective. But, if you've never taken one, they can also be kind of scary and intimidating. The best way to eliminate your pre-class jitters is to know what you're getting yourself into and be prepared.

Don't Be Afraid To Ask Questions Ahead of Time

Whether your point of contact for training is a registrar, an office assistant, or the actual instructor, you probably have access to someone who can answer all of your questions, so don't be afraid to ask! Also, make sure to check the training company's website for an FAQ page.

Ensure You're Familiar With The Organization's Cancellation and Rescheduling Policies

Speaking of FAQs and asking questions…before you purchase your training, make sure you have read and agreed to the company's cancellation and rescheduling policies. If you can't find them on the company's website, call or email to find out. Things come up. It's always a good idea to make sure you know your options when they do.

Test Your Connection Ahead of Time

Is there anything worse than logging into your online training two minutes before it starts only to find out that your corporate firewall won't let you in at all? Well, probably, but this is pretty high up there on the list of things that are the opposite of fun. While you probably can't predict the future, you CAN prepare for it. Request to do a test of the online meeting space software with the course registrar at least a week prior to the class and then, if necessary, have your IT department look into getting you access. Worst case scenario? Test the connection from your home office and stay home that day (which actually sounds like sort of a best case scenario).

Download or Ensure You've Received All Necessary Training Materials

Some online courses come with materials that will be shipped to your home or office. Find out what, if any, materials are being shipped to you when you sign up for the course. Before confirming your order, ensure you use a shipping address that will accurately route materials to your attention in time for your course. If you're reliant on a corporate mail room, commercial delivery service, or the neighbor's front porch, schedule training to allow time to track down any wayward packages. On receipt of materials, don't just make sure you got something, make sure you got the right thing. It's always possible a mistake was made, but with enough notice almost any mistake can be corrected. Online courses will also often come with digital materials. Make sure you've downloaded or opened all digital materials well in advance to ensure you don't have any issues accessing them.

For Software Classes: Check Your Version

If you're attending an online software and you're hoping to follow-along with the class, it will be impossible if you don't have the correct software. The software on your computer should match the version being taught. And if you're downloading the trial version of a program for class, be aware that most trials expire after 30 days. Since a trial cannot be installed a second time, you'd need to switch to a different computer to use the trial for an additional 30 days.

Login Early

You don't necessarily need to sit glued to your computer screen for an hour before your class starts, but find out how early the instructor will be opening up the meeting space and try to log-in as close to that time as possible. This will give you time to test your audio and get familiar with the training space's features. After you're set-up and ready, you can mute your system and walk away, grab some coffee, or check email until class starts.

Use Dual Monitors

Generally speaking, this isn't an online class requirement. But, if you have access to a second monitor, particularly if you're taking a course that involves interactivity in a new software or operating system, it will certainly make following along much easier. You'll be able to see the application you're learning on one screen and follow what the instructor is doing on the other.

Use a Hands-Free Headset

Free up your hands and improve your audio quality at the same time! Although you can get away with using a microphone and speakers (or your computer's built-in mic and speakers), to get the best online class experience, beg, borrow, or steal a headset. Or, just cough up the dough and buy your own. You can get a decent headset for around $20. That way you will be able to hear the audio and you are most likely to be heard clearly by others. Which brings me to my next point…

Login From a Quiet Place

While a headset with a microphone will help eliminate background noise, nothing will totally block out all noises. Be reasonable about your location while attending your online training. Background noises could distract not only you, but the entire class. Places that should be considered off limits: dog kennels, day cares, cafeterias, and circuses. And if you are in a cubical, be aware that you will be talking to the instructor and other students during the class. Will that disturb those working around you? Another good reason to consider working from home that day.

Close All Personal Desktop Items (For Classes With Screen Sharing)

Some online courses allow for (and benefit from) student screen sharing (showing their screens). The ability to screen share is awesome, but it can quickly turn embarrassing if you have an inappropriate desktop wallpaper image. It can become a security risk if you leave your email or personal information visible. This is easily amendable, of course. Simply close anything you don't want other people to see. And, remember, screen sharing is never a requirement. If you don't want the instructor or other students to see your screen, just say so.

Sign Up Far Enough Ahead of Time So You Have Time to Make Sure All of the Above Can Happen

Be realistic about how much time you'll need to get ready for the course. Ensure that you sign up for your class early enough to allow you to prepare.

Do these steps, and I can just about guarantee you will get the most from your online class experience. And if you have other questions, don't forget the first suggestion above: just ask.

Note: Are you a traditional classroom trainer tasked with taking your act online? Looking for some expert advice on effectively teaching or facilitating an online class (and engaging the online student)? Check out Kevin's upcoming Train the Online Trainer class.

November 3, 2013

Writing & Grammar: Want to Write Well? Talk about People

by Jennie Ruby

When you make people your subjects, you instantly raise the readability and interest level of your sentences. People are interested in other people and what they are doing. And even more than that, people are interested in things that involve them personally. So rather than placing other things in the subject role of your sentences, try to more often put people, groups, or organizations at the start of your sentences. And whenever possible, directly address your reader as the subject. Let's look at an example:

There may be a concern on the part of many employees that they do not fully understand their benefits.

The grammatical subject of this sentence is the word there. It contains no hint of any people that may be involved in the sentence. In fact, the structure there is, or in this case there may be, is called a false subject–an empty stand-in for the true subject of your sentence. Let's look further to try to find some people.

The next noun we find is concern–an abstract concept. It is the "real" subject that the false subject there is alluding to. So we have to go even further into the sentence to find some people. The next noun is part–still no people.

Finally, 11 words into the sentence, we find employees. These are the human beings who are having the concern that the sentence is about. Let's put them as the subjects of the sentence:

Employees may be concerned that they do not fully understand their benefits.

Now we clearly have people as the subject of our sentence. But have we missed an opportunity to talk directly to our reader? If we can talk directly to "you," the sentence will be even better. Is our reader one of the "employees" we are talking about? If so, we could do this:

You may be concerned that you do not fully understand your benefits.

Once we see the sentence that way, then we may realize that this is actually something we should ask the reader, rather than telling:

Are you concerned that you do not fully understand your benefits?

But maybe the employees themselves are not our audience. Maybe we are addressing business owners or human resources professionals, and we truly are talking about the employees with our reader. In that case, we could try this:

Your employees may be concerned that they do not fully understand their benefits.

But, you may be thinking, was there anything wrong with the original sentence? Not grammatically. And in fact, because all of the words in that sentence are short, it may even get a better score on Word's readability statistics than some of these others. But what it lacks is the important move of making people your subjects. Am I saying that you have to make people the subject of every sentence? Of course not. But I am saying that doing so more often will improve your writing.

Challenge: Make People or Organizations Your Subject

Find the people in these sentences and make them the subjects. Use "you" to directly address the reader when possible. Caution: sometimes the people involved are not literally mentioned in the original sentence. (Send your answers directly to me.)

There were some analyses conducted by NIH that show that sitting at a desk all day is not healthy.
There are many ways in which online assessments can help management identify strengths and weaknesses among staff members.
The transition from management into the executive suite may require a reorientation of thinking.
When the mentoring of potential is an important goal, developing a prototype of the relationship may be helpful.