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Key updates include new integrations with other processes and tools including the ability to export and import XLIFF content for exchange with all main translation editors, the enhanced MS Word import, and the redesigned HTML output with a strong impact on graphics and a focus on CSS editing. The enhanced and slick Send for Online Review feature is great and shows that Adobe has listened to its users and put efforts into streamlining the process! Are you using the right tool for technical writing?

Take a fun quiz. The right solution makes all the difference Use our savings calculator to find out how much you could save by simply switching to Adobe FrameMaker. Calculate savings. Watch webinar. Read Blog. Trying to compare Word vs FrameMaker? Watch these videos to see how they differ and which one is best suited for technical documentation creation and publishing.

Experts share their opinion on Word and FrameMaker. Know more. Interested in Adobe FrameMaker? Free Trial Request Demo. FrameMaker vs Word feature comparison guide See this detailed feature comparison guide on how FrameMaker is well ahead of Word in terms of page layouts, formatting, support for long documents and structured formatting among others. Structure Does Matter.

Functionally Flexible. Versatile at all times. Support for Microsoft SharePoint is installed during program setup itself. The setup also installs the. NET Framework 4. To enable file comparisons between your computer and the server, you need to have a file comparison program installed. You can also enter any program specific arguments. The default is to check in as a major version. In the next chapter, we will learn how to work with reports in RoboHelp. You can export, print and send reports from the Reports Dialog Box.

Export Project Reports Click on the Tools tab and select a report type. Customize the report as needed. Print Project Reports In the Reports dialog box, customize the report as needed. Click on Print… to print the report. The report will appear in the body of the message, which you can edit before sending.

We will look at an example of a non-customizable and a customizable report. All reports can be accessed from the Tools tab. It finds files that contain broken links. This report is not customizable. The following options can be customized in this report. Each keyword lists the topics that use it. Each topic lists the keywords associated with the topic. Creating a Topic For creating a topic in RoboHelp, we should follow the steps given below. Step 2: In the New Topic dialog box, specify a topic title and select a variable from the Variables list, then click on Insert.

Variables help manage changes and ensure consistency. Select a Master Page if required and specify a language for the new topic.

If you do not specify a language, RoboHelp uses the default language setting of the project. Step 4: You can add keywords to tag the contents of the topic. Keywords can be separated by comma, space or semicolon. If you prefer not to include this topic in search results, check the Exclude this topic from Search checkbox. To open the topic in an editor of your choice, right-click on the topic, go to the Edit With menu and select the editor.

XHTML allows for structured authoring that ensures well-written code. To do this, go to the File menu, then go to Options and click on General. To validate a topic, right-click the topic, and select Validate W3C Compliance to validate the topic. This will generate an Output View in the Document Pane showing the results. These will result in a non-compliant code.

You will need to remove these features to pass the validation. The layout information of a master page is associated with a CSS file. In the New Master Page dialog box, enter a name for the master page.

Go to the Appearance tab and select a style sheet to apply to the new master page and click OK. This can also be changed later in the master page properties. Make the desired changes. A new master page has a body placeholder by default.

To insert a new placeholder, place the cursor below or after the body placeholder. Go to the Insert tab and in the Page Design section, click the Topic ToC button to select the desired placeholder from the dropdown menu. Right-click on the topic s and select Properties. In the General tab, select the list of master pages available in the Master Page dropdown menu and then click on OK.

You can also choose to have a preview by clicking the Spectacles Icon beside the Master Page menu or browse to a master page on the disk. You can rename topics, update the topic references and even track the status of a topic. You can also click the Rename button in the File section of the Project tab. Update Topic References It is important to update the topic references when renaming the topic title.

If the link text in any topic includes the topic title, then we have to update each topic. Enter the new title. Right-click on the keyword in the upper pane and select Rename. Type the new title. The status information is shown in the Project Report. To change the topic status or to set priorities, open the Properties of the topic from the File section of the Project tab and click on the Status tab. You can change the development stage of the topic from the Status dropdown menu.

Enter a number to assign a priority in the Priority field. You can also set the estimated or actual hours of development in the Hours field. You can check off items in the To Do List as you complete them. Any other description can be entered in the Comment field. You can spell check a topic or an entire project.

RoboHelp scans the document and recommends corrections for words. You can also add words to the current dictionary. Spell Check a Project You can also spell check the entire project including the glossary, index and ToC.

To do this, in the Review tab, click on Spell Check Project. This will open up a similar Spelling dialog box as before. You can skip to different parts of the project by clicking on Skip.

Words in the Dictionary Editor are case-sensitive. In the Review tab, click Spelling Options. Enter a word that you want to add to the dictionary. Then click on the Add button and click OK. Type the text, tag, or attribute that you want to search in the Find box. You can enable Show Advanced Filters to select the filters and specify the text, tag or attribute for RoboHelp to build a regular expression.

Type the text, tag, or attribute that you want to replace in the Replace With box. If you want to search without replacing, leave the Replace With box empty. In the next chapter, we will learn how to ensure W3C compliance in RoboHelp.

RoboHelp validates all content and shows warnings or error messages for any non-compliance. Depending on the situation, the following messages are seen in the Output View Pod and Error List pod.

You can directly navigate to this line by double-clicking on the error. You can also use third party editors such as Microsoft Word or Adobe Dreamweaver for editing.

You can also add index keywords to topics, apply conditional text, create browse sequences, map IDs, and edit master pages. You enter HTML tags and text. You can use keyword expansions to auto-suggest keywords or tags as you type. When you start typing a keyword, you can select it from the keyword expansion list to insert the keyword or tag. In addition to the existing keywords and tags, you can also specify your own keywords by right clicking in the HTML Editor and selecting Edit Expansions….

Insert the images and the JavaScript based special effects into the Baggage Files folder. If you are inserting them using a third-party editor. In the HTML Editors section, click on Add and choose from the list of recommended programs or browse to the location of the program on disk. RoboHelp — Formatting Characters The Edit tab provides options for working with characters and fonts. You can create inline styles using the Edit tab, which overrides an existing style sheet.

Add or Remove Character Formatting To add or remove font formatting, select the required text and in the Edit tab, go to the Character section, click on Character Formatting and then choose Font. Create a Font Set A font set is a collection of fonts that you can apply in a style sheet.

For example, you can create a font set with Calibri as the first font and then Cambria and Segoe UI in order as substitute fonts. You can modify an existing font set by selecting the font and clicking Modify… or create a new set by clicking New and typing a name for the font set.

Select the remaining fonts in the order of preference and then add them and click on the OK button. Font sets are saved and then associated with projects. Aligning and Indenting Paragraphs Select the paragraph to align and click on one of the four alignment buttons in the Paragraph section of the Edit tab.

To set an indent, click on the Increase Indent or Decrease Indent button in the same section. Set the Spacing options of the Paragraph dialog box; specify the amount of space above and after each paragraph and the spacing between the lines and click on OK.

The applied formatting creates inline styles, which override style sheets. Click on the Borders tab or shading tab, specify the desired options, and click OK. In the Image dialog box, click Borders to open the Borders dialog box and set the options as required.

Click on OK. In the Appearance tab, enter the sound file in the Background Sound box. The supported sound formats include —. Enter the number of times to play in the Sound Loop Count box. Tables in RoboHelp are fully customizable with the option of applying styles, which can be used across multiple topics. Inserting Tables Go to the Insert tab and click on the Table icon to select the number of rows and columns to add.

Click to insert the table. You can also insert custom tables by clicking on Insert Table… This will open a dialog box where you can specify the number of rows and columns and choose predefined table styles.

From this tab, you can add or remove rows and columns and merge or split cells. You can also change the table properties such as alignment and column width. You can indent lists and apply bullet styles and numbering formats. Indenting Lists Select the list in the topic that you want to indent and from the Edit toolbar choose either Decrease Indent or Increase Indent as needed. Matching List and Bullet Colors You can match the color of the bullets with that of the list simply by changing the font color.

In the dialog box that appears, select the desired font color. The bullet color and the list color will become one as an inline style. In the Numbered tab, select the desired numbering pattern. To end the line break and restart bullets or numbering, press Enter. When you modify a variable or value, every occurrence of that variable or value is updated across the project. The User Defined Variables pod lists all the user-defined variables in a project. In the dialog box that appears, specify the Variable Name and click on OK.

Creating a Variable Set Variable sets enable you to modify values of various user-defined variables and use them in different outputs. The Default Variable Set is the master variable set. When you insert a variable, the variable is taken from the Default Variable Set. In the user-defined Variable Properties dialog box, you can edit the different properties of the variable such as variable name, the set it belongs to, the value and an optional description.

In the Styles Dialog Box, select a style to modify for a specific media. Select the media type from the Media list. In the Styles and Formatting pod, select a style to modify for a specific media, right-click and choose Edit. If you create a style sheet in a project and apply it to a new topic, all topics you create later use the new style sheet.

You can link a topic to another style sheet, if necessary. Link a Style Sheet to Topics or Master Pages To link a style sheet, select one or more topics from the topic list, right-click, select Properties, and click on the Appearance tab. Select a style sheet in the list or navigate to a new style sheet on your computer. You can click New to create a style sheet or edit the style sheet in the Styles Dialog Box. In the Name field, type a filename including the. If you would like to base your new style sheet on an existing one, select an existing style in the Copy Styles From dropdown menu.

Click Create to open the Styles dialog box to create a new style and then click on OK. RoboHelp — Styling for Style Sheets In this chapter, we will understand how to style the style sheets. Click New and select a style type. By default, the new style is created with a default name such as Style1.

In the Styles dialog box, change the default name of the style without using any special characters or spaces in the name. In the Formatting section of the Styles dialog box, change the required options. You can preview the changes in the Paragraph Preview section.

Use the Shading tab to set background color and image options. To do so, select some text in the topic and apply some formatting. With the text still highlighted, type a style name in the Style list in the Edit tab and press Enter. In the dialog box that appears, click Create. Modifications to a table style affects all tables using that style. Apply Table Styles To apply a table style on an existing table, right-click an existing table in a topic and select Table Style….

Name the new table style and then click on OK. You can apply formatting to the whole table, first or last column or row, or a group of rows or columns. From the Apply Formatting To list, select the columns or rows to format. Select font, size, and color. Select border and border color and click on Apply. Select this style to create tables with the same style later. Advanced lists can be either single level or multilevel lists. Right-click on the pod, go to the New Menu and select List Style.

Name the new list, select the font, font size and color for the new list style. You can click on the Create an numbered List or the Create a bulleted list button to create a numbered or bulleted list. Type a name for the new multilevel list and click on OK. Select a list level from the Apply Formatting To menu and select the paragraph style to apply to the current list level. You can select a predefined list style from the List Style dropdown menu, or click New to create a list style.

In the Edit Style dialog box, enter text or numbers to prefix a sequence or a multilevel list. To specify the level to prefix, select the level from the Insert Level menu.

You can add a prefix to the level in the Edit Style box by separating the level and prefix with a separator such as a dot. Apply formatting to the list style and then click on OK.

Right-click on a style category from the Styles list and select New. Name the style and set the properties as desired. You can edit the Size, Margin, Float, and Border attributes of a division or a section of text or an image. Use the Float attribute to position text to the left or to the right of a division. If you set the Float attribute to Left, the text is placed to the right.

The Overflow property for Div styles can be used to specify what happens if text overflows in a division. If you specify Overflow as Scroll, a scroll bar is added to display the content that overflows. Deselect the Hide Inherited Styles checkbox and select a style sheet from the Available In dropdown menu. Select a style in the Styles box, click Format, and select the attributes and click OK. You can now edit the styles according to your requirement.

In this chapter, we will see how to create and print ToCs in RoboHelp. Specify a name for the ToC. You can also browse for an existing ToC file. Click OK to open the Table of Contents pod. You have the option of deleting the current ToC before creating a new one or creating a new one using bookmarks in the topics. You can modify the print options by clicking on Properties or Page Setup.

You can also change the topic title without affecting the ToC. In RoboHelp, you can rename, reorder or change properties of ToC books or pages. Reorder ToC books and pages Select a book or page in the Table of Contents pod and drag the item to a different location. Make the desired changes in the General and Advanced tabs and then click OK.

Managing ToCs with reports We can get different forms of ToC reports, which we can print, copy and email. To access these reports, go to the Tools tab and in the Reports section, select the type of report needed.

The TOC Report displays the hierarchy of books and pages in a table of contents. If you change topic titles or filenames, you can compare them with the titles used in the books and pages. In the Project tab, click on Broken Links in the Navigation section. References to Selected Topic Shows all references to the missing topic.

All Missing Topics Displays topics missing from the project. RoboHelp — Working With MultipleAdobe ToCs RoboHelp We can create multiple ToCs for a single project, which can be used for a single-source publishing such as separate tables of contents for a project that contains multiple languages or outputs for different audiences.

Drag books and pages from one Table of Contents pod to the other. An empty table of contents is created in the Table of Contents folder. To do this, select the book or page where you want to merge the table of contents in the Table of Contents pod and click on the Insert TOC Placeholder button.

You can spellcheck an index, and you can use topic To Do lists to track your work while indexing. To add a keyword, click the New Index Keyword button in the Index pod toolbar.

Type the keyword in the text box and press Enter. The new keyword appears in bold, indicating that it is not yet linked to topics. Open the Topic List pod from the Pods menu in the Project tab.

To link the keyword to topics, drag topics from the Topic List pod to the lower panel in the Index pod. The linked keyword changes from bold to plain text. Copy Index Keywords Index keywords can be copied between topics. After copying, you can customize them to work with individual topics. Right-click on a topic in the Topic List pod and click Properties.

In the Index tab, click Add Existing. On the left, a list of all keywords in the project appears. On the right, a list of all keywords for the current topic appears. If the topic is not yet indexed, no keywords appear. To copy a single keyword, select it on the left and click the single arrow button or click the double arrow button to copy all keywords. Click OK to link the keywords to the topic. Add a keyword to cross-reference in the Index pod.

Right-click a keyword and select Properties. In the Index Keyword Properties dialog box, select the Cross-References checkbox and from the dropdown menu, select an alternate keyword. The cross-reference appears in the lower panel of the Index Designer. Other layouts have sorted indexes but changing the sorting of keywords is available only in the HTML Help layout. Moving an index keyword moves its sub keywords as well. Sorting is available only if the action is allowed for the index.

Rename Keywords for a Topic To rename a topic keyword referenced by a specific topic, change the topic properties. If other topics use the same keyword, the original keyword remains in the index. Only the topic you change is updated. In the Topic List pod, right-click a topic and click Properties. Select a keyword in the Index tab. Type the new keyword in the text box and click Replace. Other topics that reference the keyword are still linked to it. In the Topic Properties dialog box, select a keyword in the Index tab and click Delete.

There are two types of reports for indexes — Index report and Unused Index Keywords reports. The Index report lets you display all the keywords, a list of keywords with their related topics, or a list of topics and their related keywords. The Unused Index Keywords report lists keywords that topics do not reference. These keywords reside in the index file. View the report and click Close to close the report. You can also print, copy or email the report.

Missing topics if any will be listed with a red X. Right-click a missing topic and click on Properties. Keywords that reference the missing topic appear with a key icon, which can be removed or relinked in the Index pod.

You can select from suggested keywords or use your own. Create an Index Automatically The Smart Index wizard can search the content of topics and suggest keywords. In the Tools tab, click on Smart Index Wizard. In the Smart Index Settings dialog box, you can define an effective language to find index keywords. Click on Next to see suggested keywords for the first topic.

Select, deselect, rename or remove keywords. Then, click on Next, and click Close in the Results dialog box. The new keywords appear in the Index pod. Select a keyword in the list, click on Options, and select Synonyms… The keyword appears in the Word box.

You can also click on Antonyms to see antonyms for the keyword. You can look up synonyms and antonyms for additional words by typing the word in the Word box and clicking Look Up. Select the best match for the word in the Categories section and under Synonyms select a word to add as a keyword. Click Add to Topic and click Close to close the dialog box. RoboHelp — Creating Multiple Indexes Multiple indexes can be created in the same project, which are added to the Index folder.

You can right-click on any index and select Set as Default to set that index as the default index. Merge Indexes To merge the indexes within a project, open the Index folder in the Project Manager pod, and double-click on an index. In the Index pod, select a keyword where you want to insert the merged index and click the Insert Index Placeholder button. Select the index to insert and click OK.

The merged index appears with the New Index icon. Double-click on the icon and then click on View. You can also add ToC and index controls for better navigation. Set the style options as needed and then click on OK. Click where you want to add the table of contents. The Contents control appears in the Design Editor. To test the control, generate the project. The Table of Contents control displays the same table of contents as in the final output. The index appears when the topic is opened with the index control.

In the Design Editor, open the topic with the control and click where you want to add the index. The Index control appears in the Design Editor. To test the index control, compile the project. The index control displays the same index as in the final output. In the Glossary pod, type a term in the Term box. Click on the Add Term button plus sign or press Enter.

The term appears in bold, indicating that it does not have a definition. In the Definition For panel, type a definition. For terms and definitions to appear within topics, add expanding glossary hotspots. Import and Change Glossaries Before importing or changing glossaries, it is always helpful to print a detailed report of the glossary to determine the terms that exists and to compare definitions.

In the Project tab, select Glossary from the dropdown menu in the Import section. Click on the Browse button to navigate to a GLO file. For definitions in the external glossary to overwrite matching terms, select Replace Existing Glossary Definitions.

Change Glossary Definitions To change the glossary definitions, select the term to change in the Glossary pod and edit the definition text. Create Multiple Glossaries You can create multiple glossaries in the same project. New glossaries are added to the Glossary folder. Note: You cannot delete the default glossary. To create multiple glossary, we should follow the steps given below.

You can mark all terms to convert to expanding hotspot when you generate or preview output. Note: Glossary panel is not supported in Oracle Help. Add Expanding Glossary Hotspots To add expanding glossary hotspots, drag a term from the Glossary pod into a topic.

You can also click the Glossary Hotspot Wizard button in the Glossary pod. The Glossary Hotspot Wizard finds glossary terms within topics and marks them in the topics. You can mark all the terms to convert to expanding hotspot, when you generate or preview the output. Preview a hotspot by double-clicking it in the Design Editor. Select the Confirm marking Terms for each topic checkbox. Select a folder and status to search. From the Select Term menu, select the term to remove and then click on Next.

Select an option from the Link To menu and specify the source location in the box. You can select the frame type or enter custom frame information.

For sizing the window manually, type a number in the Width and Height fields. Add tool tip text to appear when you hover over the link. The Bookmark icon appears next to the bookmarked objects. To view bookmarks from the Project Manager, click on the plus sign next to a topic. Create Bookmarks Click on the left of the desired location for the bookmark in the Design Editor. Then click the Insert Bookmark icon from the Links section of the Insert tab.

Enter a name, without spaces, using any combination of letters and numbers. After you save the topic, bookmark icons appear indented under topics listed in the Project Manager pod and next to topics in the Topics List pod. Rename Bookmarks Open the topic with a bookmark. Double-click the bookmark next to the topic, edit the name, and then click OK.

Add Links to Multimedia Clips Place the cursor where you want to link in the Design Editor or select text or an image to create a hotspot for the link. Click on the Insert Hyperlink button from the Links section of the Insert tab. In Link To section, click on the triangle button and select Multimedia Select the file to link and click Open. Add Links from Images and Multimedia You can also add links from images and multimedia.

In the Design Editor, click on the multimedia object or the image to link and then follow the steps given below. Images can contain only one link. In the Link To section, click on the triangle dropdown menu to select Remote Topic. Link to external files Select a link location in the Design Editor and enter text.

Highlight the text, click on the Insert Hyperlink button from the Links section of the Insert tab. Click on the triangle button next to Link To and then select File Browse to a file, open it, and copy it into the project folder.

Generate the file to test links to external topics. For WebHelp projects, the external file must be distributed in the WebHelp folder. Click the Insert Hyperlink button from the Links section of the Insert tab. In the next chapter, we will discuss how to maintain and repair links in RoboHelp. Let us learn how this is done and what its advantages are. Update and Remove Links To update and remove links, we should follow the steps given below.

Fix Broken Links To fix broken links, we should follow the steps given below. To fix a link, first select a link in the References to the Selected Topic and then click on Edit or Delete to edit or remove the hyperlink. A link control works like a link and can appear as text, a button, or an image.

Link controls can direct users to related topics and information. They also help to organize information for different kinds of users. Link controls manage topic content by keeping information needed by multiple topics in a single topic and providing access to it from several places with link controls. You can manage topic layout by inserting link controls as objects rather than as long lines of links. In the Links section of the Insert tab, click on Related Topics.

In the Related Topic Wizard — Link Options dialog box, choose an option to show related topics as a button, which can be a label or an image, or to show related topics as text and then click on Next. From the Topics in the project section, select a topic and click on Add. Continue to add all the topics you want to appear as related topics. Click on Change to update the topic name in Related Topics if needed and then click on Next.

Select an option to display the selected topic in a frame or new window and then click on Next. Select display and font options. Click on Finish and then click on the View button to test. You can also type the See Also keyword in the text box and click the plus sign. The keyword appears in bold, indicating that no topics are associated with it. Let us now consider the following steps for adding topics, keywords, etc. Type the keyword to assign to the topic and click on Add.

Right-click in the destination topic and select Paste. In the next chapter, we will learn how to work with text-only pop-ups.

RoboHelp — Working With Text-Only Pop-Ups We can create short text passages called text-only pop-up messages that appear when a user clicks a linked term. Creating text-only pop-ups Select the text in the Design Editor and from the Insert tab, click on the Text Popup icon. Type the pop-up text directly into the window. Edit text-only pop-ups To edit text-only pop-ups, Right-click on the text, which has been assigned the text-only pop-up.

Then we should select the Text Popup Properties The next step is to type or edit the text in the Popup Text box. You can also change the size, background color, fonts and margins. Future text-only pop-ups will carry forward these options. A single topic can belong to multiple browse sequences but HTML files or external topics from other help systems cannot be included in browse sequences. Create Browse Sequences Automatically To create browse sequences automatically, create the table of contents.

From the Navigation section of the Project tab, click on Browse Sequences. Enter the number of levels from the TOC hierarchy that you want to include in the browse sequence, and then click on OK. Click OK again. Click on Yes, if you see the Enable Browse Sequence dialog box. Click on New and then name the browse sequence.

From the Available Topics list, select the folder containing the topics you are adding and add topics to the Browse Sequences Pane and click on OK. For example, we can have a multi-language search, which users can use to search for terms in other languages if they are embedded in the topic. Set the following metadata components as needed. Synonyms Used to define synonyms in search terms. Remember that we can specify only words in the Synonyms tab and not phrases. You can choose words or phrases that are relevant but not generally found in the contents.

Stop Words Used to ignore words to display relevant search results. For example, you can exclude all PDF files in your projects from search. When a user performs a search using any of these search terms, RoboHelp returns the title and description of the corresponding URL in the search results. Modify the details and then click OK. Locate images You can use the Graphics Locator to scan hard drives and folders for image files, view thumbnails, and copy files.

Double-click on the Graphics Locator in the Toolbox pod and select the graphic file format that we have to search. Enter the path for the search or browse to a new location and click on Search.