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RoboHelp 2017 Delivers Improved Search

March 5, 2017 by RDesprez 1 Comment

I can­not imag­ine life with­out search and I know I am not alone. A study by Pew Inter­net found that 92 per­cent of U.S. adults who are online use search engines to find infor­ma­tion on the Internet.

When I have a prob­lem with some­thing I own, such as Apple TV, I might look up the prob­lem in the print­ed doc­u­men­ta­tion (if I still have it!), go to the manufacturer’s web site, or just type the name and mod­el of the prod­uct in Google’s search field. From my expe­ri­ence, Google often pro­vides results that are as use­ful as the manufacturer’s sup­port web site.

In a world where users have embraced search, Robo­Help 2017 includes some wel­come improve­ments by dis­play­ing key­words as you type in the search field. For exam­ple, when I start typ­ing a search query about “con­tact­ing,” Robo­Help starts pro­vid­ing sug­ges­tions on the fly, sim­i­lar to Google’s search engine. This “pre­dic­tive search” is avail­able in the Respon­sive HTML5 out­put that is shipped with the lat­est ver­sion of RoboHelp.

RoboHelp's 2017 new HTML5 output

Accord­ing to usabil­i­ty con­sul­tant Jakob Nielsen, users love search for two reasons:

  • Search lets users “con­trol their own des­tiny” and assert inde­pen­dence from com­pa­nies’ attempts to direct vis­i­tors on web sites.
  • Search is also users’ “escape hatch when they are stuck in nav­i­ga­tion.” When they can’t find a rea­son­able place to go next, they often turn to the site’s search function.

Giv­en that users love using search, it’s some­what sur­pris­ing that Nielsen found that they are often not very savvy when it comes to for­mu­lat­ing search queries.  He writes: “Typ­i­cal users are very poor at query refor­mu­la­tion: If they don’t get good results on the first try, lat­er search attempts rarely suc­ceed. In fact, they often give up.”

RoboHelp’s new search fea­ture may help mit­i­gate users’ weak­ness at writ­ing good search queries. Some oth­er ben­e­fits of RoboHelp’s search engine include:

  • Search results change, depend­ing on the posi­tion of the cur­sor: Robo­Help may dis­play dif­fer­ent terms, depend­ing on the posi­tion of the cur­sor in the search field.
  • Spell check fix­es incor­rect­ly spelled words: If users mis­spell words, the search engine rec­om­mends words that are most sim­i­lar to each word. Robo­Help accom­mo­dates for up to two mis­spelled words in each search query.
  • Search algo­rithm includes users’ search his­to­ries: Robo­Help 2017 stores past search­es in cook­ies and dis­plays any match­ing search­es in the search results.

As cus­tomers increas­ing­ly focus on search to find rel­e­vant con­tent, Robo­Help’s new search engine is a wel­come addi­tion that should improve the user experience.

Filed Under: Help Authoring Tools, Robert Desprez | Vancouver technical writer | Blog Tagged With: Adobe, RoboHelp, RoboHelp 2017, search

Editing Tips in Word: Automated Ways to Find Acronyms

August 12, 2016 by RDesprez 5 Comments

For all the dis­cus­sion about using con­tent man­age­ment, Dar­win Infor­ma­tion Typ­ing Archi­tec­ture (DITA), and writ­ing for tablets and smart­phones, I find that most clients I work with are still writ­ing at least some con­tent in Microsoft Word.

Most tech­ni­cal writ­ers I know agree that Word has its share of weak­ness­es when author­ing long tech­ni­cal doc­u­ments. Still, many clients grav­i­tate towards it because it’s con­sid­ered “free”—it is almost always installed at a client’s workplace.

For a cur­rent client, I edit long tech­ni­cal Word doc­u­ments that are often rid­dled with acronyms.

I edit the con­tent using some of the stan­dard tech­niques used by edi­tors and tech­ni­cal writ­ers: I com­pare the terms used in the doc­u­ment against the department’s style guide and I use an edit­ing check­list. With­in the last year, I’ve also start­ed using Word’s find fea­ture to scru­ti­nize the document’s acronyms and initialisms.

Finding Acronyms Automatically in Word

In almost every doc­u­ment I read for one client, there is an issue with acronyms not being spelled out or acronyms being incon­sis­tent­ly applied. One auto­mat­ed way to find all the acronyms in a doc­u­ment is to use wild­cards in Word’s Find menu. I first dis­cov­ered this trick on LifeHacker’s web site. I doc­u­ment­ed the fol­low­ing steps using Microsoft Word 2016.

To look for acronyms in a document:

  1. In Word, open a file that you want to edit.
  2. Open the Find win­dow (press Ctrl + F on your keyboard).
  3. In the Nav­i­ga­tion pane, select Advanced Find.

Advanced_Find

  1. Click the More » but­ton.
  2. In the Find what field, type <[A‑Z]{2,}>
  3. Select the Use wild­cards check box.

Find_and_replace_wildcards

  1. Click Read­ing High­light, and then select High­light All.

Find_and_replace_highlight_all

Word high­lights all the ini­tialisms and acronyms in the file. Here is an example:

Acronyms in Word_example

I have found that auto­mat­i­cal­ly search­ing for acronyms has been a tremen­dous time saver and has helped me find count­less incon­sis­ten­cies in client files.

When edit­ing tech­ni­cal doc­u­ments, what tips or tricks have you used to find errors and inconsistencies?

Filed Under: Career Development, Online Writing, Robert Desprez | Vancouver technical writer | Blog Tagged With: acronyms, documents, editing, Microsoft Word, technical writing

Which Output to Create: HTML5 or a Mobile App?

June 19, 2016 by RDesprez 3 Comments

New Help Author­ing Tools can cre­ate out­put files, such as HTML5 Help, mobile apps, and EPUB files. In this blog post, I am going to touch on what I see are the strengths of HTML5 Help and mobile apps.

First, some def­i­n­i­tions are in order. A mobile appli­ca­tion, most com­mon­ly referred to as an app, is a type of appli­ca­tion soft­ware designed to run on a mobile device, such as a smart­phone or a tablet com­put­er. HTML5 is a markup lan­guage used for struc­tur­ing and pre­sent­ing con­tent on the World Wide Web and is sup­port­ed by all mod­ern browsers. When I refer to HTML5 Help, I am refer­ring to a help project that can be viewed on com­put­ers, tablets, and smartphones.

The fol­low­ing image shows a screen cap­ture of an app for a fic­ti­tious prod­uct called InfoPath.

Mobile_app_example

The next image shows an HTML5 Help project that is dis­played on a computer.

HTML5_example

Strengths of Creating an App

  • The pop­u­lar­i­ty of apps is unde­ni­able. Eighty-five per­cent of users said they pre­fer using apps com­pared to mobile web sites. In addi­tion, users are spend­ing more time using apps—an increase of 21 per­cent in 2015 com­pared to the pre­vi­ous year. Source: Business2Community
  • Ide­al for users who have an inter­mit­tent con­nec­tion to the Inter­net: Once the app is installed on a smart­phone or tablet, it no longer requires a wire­less or mobile con­nec­tion to view the con­tent. In con­trast, HTML5 Help sys­tems require a brows­er, which usu­al­ly needs an Inter­net con­nec­tion to view the con­tent (although some browsers, such as Google Chrome, can run in offline mode).
  • Speed: Users will get the answers they need faster using an app ver­sus launch­ing a brows­er, nav­i­gat­ing to your help page, and wait­ing for the con­tent to appear.
  • High­er vis­i­bil­i­ty: An app is installed on a user’s smart­phone or tablet, mak­ing it easy to locate and launch. In con­trast, an online help sys­tem is typ­i­cal­ly includ­ed in a soft­ware pack­age and may not be easy to find or open.
  • Easy to cre­ate: I’ve cre­at­ed apps in Robo­Help (2015 release) and FrameMak­er (2015 release). Once you have per­formed some con­fig­u­ra­tion steps in both pro­grams, cre­at­ing an app is straight­for­ward.  Note: If you plan to cre­ate iOS appli­ca­tions, you need to pur­chase an Apple devel­op­er account for $99 US per year.

Aside the pre­vi­ous list, there are oth­er issues to con­sid­er, such as how will your app be dis­trib­uted to users so they can view your content.

Strengths of HTML5 Help

  • HTML5 Help auto­mat­i­cal­ly adjusts to the user’s screen: Respon­sive HTML5 Help changes the way the con­tent is pre­sent­ed, based on the device the user is using. For exam­ple, when view­ing con­tent on a PC, a user sees online help with a tra­di­tion­al lay­out while some­one using a smart­phone will see a table of con­tents that is opti­mized for touch. Respon­sive HTML5 Help auto­mat­i­cal­ly adjusts to the user’s screen and adjusts to dynam­ic screen size changes, such as a flip of the ori­en­ta­tion or resiz­ing of the brows­er. As a tech­ni­cal writer, you can author new con­tent or take your lega­cy con­tent and quick­ly out­put it so that it can be viewed on PCs, Macs, and smart­phones and tablets run­ning iOS and Android.

responsive-devices

Source for image: http://techwhirl.com/adobe-technical-communication-suite-2015-release-profile/)

  • Low learn­ing curve: A tech­ni­cal writer cre­ates Respon­sive HTML5 Help in much the same way as tra­di­tion­al help projects, such as Web­Help or Microsoft HTML Help. For any writer that has cre­at­ed online help in the past, cre­at­ing respon­sive HTML5 Help is straight­for­ward. In con­trast, cre­at­ing a mobile app requires some addi­tion­al con­fig­u­ra­tion steps, includ­ing pur­chas­ing an Apple devel­op­er account for iOS applications.
  • Con­sis­tent user expe­ri­ence across plat­forms: When using FrameMak­er or Robo­Help (2015 releas­es), one of the ben­e­fits of respon­sive HTML5 Help is it enables users to expe­ri­ence a sim­i­lar help system—including brand­ing and cor­po­rate col­ors that you can eas­i­ly customize—across devices. Whether your users are run­ning a PC, Mac, smart­phone, or tablet, the respon­sive HTML5 Help pro­vides a con­sis­tent user experience.

 

Filed Under: Help Authoring Tools, Online Writing for Mobile, Robert Desprez | Vancouver technical writer | Blog Tagged With: FrameMaker, HTML5 Help, mobile apps, RoboHelp

Easily Create Mobile Apps from FrameMaker

May 8, 2016 by RDesprez Leave a Comment

With FrameMak­er 2015, tech­ni­cal writ­ers can eas­i­ly cre­ate mobile apps that run on iOS and Android smart­phones and tablets.

What is a Mobile App?

A mobile appli­ca­tion, most com­mon­ly referred to as an app, is a type of appli­ca­tion soft­ware designed to run on a mobile device, such as a smart­phone or tablet com­put­er. Why cre­ate an app? Con­sid­er some of the recent mobile trends that affect how tech­ni­cal writ­ers per­form their jobs:

  • The pop­u­lar­i­ty of apps is unde­ni­able. Eighty-five per­cent of users said they pre­fer using apps com­pared to mobile web sites. In addi­tion, users are spend­ing more time using apps—an increase of 21 per­cent in 2015 com­pared to the pre­vi­ous year. Source: Business2Community.
  • Tech­ni­cal writ­ers rec­og­nize the impor­tance of mobile and are embrac­ing new tech­nolo­gies. Accord­ing to research gath­ered by Adobe in 2013, 38 per­cent of respon­dents were out­putting their con­tent to respon­sive HTML5 Help, apps, and EPUB files, up from the 15 per­cent the year before.

Mobile_publishing_trends

Why Create a Mobile App?

You may con­sid­er cre­at­ing an app for the fol­low­ing reasons:

  • Your users have an inter­mit­tent con­nec­tion to the Inter­net: Once the app is installed on a smart­phone or tablet, it no longer requires a wire­less or mobile con­nec­tion to view the con­tent. In con­trast, HTML5 help sys­tems require a brows­er, which usu­al­ly needs an Inter­net con­nec­tion to view the con­tent (although some browsers, such as Google Chrome, can run in offline mode).
  • Speed: Users will get the answers they need faster using an app ver­sus launch­ing a brows­er, nav­i­gat­ing to your help page, and wait­ing for the con­tent to appear.
  • High­er vis­i­bil­i­ty: An app is installed on a user’s smart­phone or tablet, mak­ing it easy to locate and launch. In con­trast, an online help sys­tem is typ­i­cal­ly includ­ed in a soft­ware pack­age and may not be easy to find or open.

A Quick History of FrameMaker

Back in 2000,  I wrote con­tent in FrameMak­er and then con­vert­ed it to Web­Help using Quadralay Corporation’s Web­Works, which was inte­grat­ed into FrameMak­er at the time.

In 2005, Adobe acquired Macro­me­dia and with it Robo­Help, its help author­ing tool. A few years lat­er, Abobe offered its Tech­ni­cal Com­mu­ni­ca­tions Suite, which pro­vid­ed tighter inte­gra­tion between FrameMak­er and Robo­Help. For the first time, you could write con­tent in FrameMak­er and then have con­tent con­vert­ed to help by Robo­Help. Sim­i­lar to the FrameMak­er and Web­Works integration.

In the last few years, FrameMak­er has changed again so that you can direct­ly cre­ate online help direct­ly from with­in the pro­gram. FrameMak­er 2015 added the abil­i­ty to cre­ate mobile apps.

A Primer: Creating an App from FrameMaker

After you author your con­tent in FrameMak­er, select File > Pub­lish. In the Pub­lish dia­log box, select the out­put type you require: respon­sive HTML5, Mobile App, Web­Help, ePub, Microsoft HTML Help, and others.

Publish_dialog

Select the Mobile App option and right-click Edit Set­tings. FrameMak­er dis­plays the Pub­lish Set­tings: FM Set­tings dia­log box, which enables you to con­fig­ure the mobile app.

The fol­low­ing image shows some sam­ple con­tent I draft­ed in FrameMak­er with­out attempt­ing to for­mat the content.

Mobile_app_FrameMaker

The next image shows the same con­tent that appears in a mobile app that I cre­at­ed for Android.

Welcome_mobile_app

Cre­at­ing a mobile app from FrameMak­er is sur­pris­ing­ly easy.

For more infor­ma­tion on the detailed steps, see a relat­ed blog post on cre­at­ing a mobile app using Robo­Help. The FrameMak­er user inter­face for cre­at­ing an app is very sim­i­lar to the one avail­able in RoboHelp.

Cre­at­ing Android and iOS Mobile Apps

Filed Under: Robert Desprez | Vancouver technical writer | Blog

Embedding Fonts in EPUB Files

October 21, 2015 by RDesprez Leave a Comment

New­er Help Author­ing Tools such as Robo­Help (2015 release) and Mad­Cap Flare make it eas­i­er to embed fonts in EPUB files. This blog entry pro­vides step-by-step instruc­tions on how to embed fonts in Robo­Help (2015 release).

Some Basics

An EPUB doc­u­ment is a zip file with the .epub exten­sion. EPUB files can be read using e‑reader soft­ware on many devices includ­ing the iPad, iPhone, PCs, and smart­phones run­ning on Android. There are many types of e‑reader pro­grams. For this blog post, I down­loaded and installed Adobe Dig­i­tal Edi­tions on my computer.

For tech­ni­cal writ­ers, I believe EPUB files are one of the tech­nolo­gies to watch. The iBooks book­store sells its e‑books in an EPUB file for­mat. With tablets and smart­phones out­selling PCs, users are increas­ingly read­ing content—including tech­ni­cal communications—on these devices. Help Author­ing Tools also make it easy to cre­ate EPUB files.

One of the key advan­tages of an EPUB file is its abil­i­ty to reflow on dif­fer­ent devices.  The fol­low­ing image shows how an EPUB file appears on an iPad:

EPUB file shown on an iPad

The next screen shot shows how the same file appears on an iPhone:

EPUB on an iPhone

In con­trast, a PDF file may look beau­ti­ful on your 24-inch mon­i­tor at home but is dif­fi­cult to read on your smartphone.

Why Embed Fonts?

There may be times when you want to embed a font into your EPUB file to give a doc­u­ment a cus­tom look. If you are going to add cus­tom fonts to an EPUB file, you need to embed the font.  Oth­er­wise, some—or all—users will see the doc­u­ment dif­fer­ent­ly than you envisioned.

The fol­low­ing screen shot shows how an embed­ded font (called “Quin­tes­sen­tial”) appears on an iPad. With­out embed­ding the font, the user may see it in Ari­al (or anoth­er font), due to a font substitution.

embedding fonts

Embedding Fonts in the Past

In the past, if you want­ed to embed a font in a EPUB file, you first need­ed to down­load a font from a site such as Google Web­Fonts, unzip the fold­ers inside an EPUB file, add the font to the cor­rect fold­er, and change your Cas­cad­ing Style Sheet (CSS) so that fonts would appear prop­er­ly. The process was not dif­fi­cult but sus­cep­ti­ble to errors. If you did not down­load the font to the cor­rect fold­er in your EPUB project, the font would not appear prop­er­ly. If you made a mis­take typ­ing some code into a CSS file—even for­get­ting to add a “;”—your font would not be prop­er­ly embedded.

Embedding Fonts is Much Easier Now

Thank­ful­ly, in new­er Help Author­ing Tools, embed­ding fonts is much easier.

Downloading the Font

To down­load the font:

  1. Vis­it a site such as Google WebFonts.
  2. Find a font that you like.
  3. Down­load and install it on your com­put­er that is run­ning Robo­Help (2015).

Adding a Custom Font to your EPUB File

In your Robo­Help (2015) project, make a deci­sion where you want to use cus­tom fonts. For instance, you may decide that all Nor­mal text should use a cus­tom font.

To add a cus­tom font:

  1. Select the text in which you want to apply a cus­tom font.
  2. Select the Edit menu.
  3. In the rib­bon, select Edit Stylesheet.
  4. In the For­mat­ting sec­tion, select the font you want to use from the Font drop­down list. Click OK.

Style_dialog_box_font

To embed a font in Robo­Help (2015 release):

  1. In the Out­put menu, click eBook.
  2. In the eBook Set­tings dia­log box, select Con­tent.
  3. Select the Embed Fonts check box.

Embedding_fonts_RoboHelp

  1. Click Man­age.
  2. In the Embed Fonts dia­log box, select a font that you want to embed, click the Add but­ton, and click OK.

embed fonts_dialog

  1. Click Save and Gen­er­ate.
  2. In the dia­log box that appears, click View Result.

The e‑reader soft­ware (in this case, Adobe Dig­i­tal Edi­tions) dis­plays the embed­ded font.

Embedded_font_EPUB

New ver­sions of Help Author­ing Tools have made embed­ding fonts in EPUB files much simpler.

Filed Under: Career Development, Help Authoring Tools, Robert Desprez | Vancouver technical writer | Blog Tagged With: embedded fonts, EPUB, Madcap Flare, RoboHelp

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About Robert Desprez

I have worked as a Vancouver technical writer for more than 20 years, working at some of British Columbia's largest high-tech firms. I have served in leadership positions for the Society for Technical Communication and have worked as a writing instructor at Vancouver's Simon Fraser University.

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Vancouver Technical Writer. Former Instructor at Simon Fraser University. Dog Lover. Coffee Drinker. Tennis and Piano Player.

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Robert Desprez I have worked as a Vancouver technical writer for more than 20 years, working at Kodak, Boeing, Teck Resources, and FortisBC. In addition, I have worked as a writing instructor at Simon Fraser University in Vancouver.

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