Macromedia Presenter - 6.0 User Guide

Chapter 1:

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Presenter 6 User Guide for Windows® and Macintosh

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Chapter 1: Before you begin

Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Using Adobe Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Chapter 2: Adobe Presenter

Creating Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Editing Presenter Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Audio in Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Adding quizzes and questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Designing presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Publishing and viewing in Connect Enterprise Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Troubleshooting presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

iii

Chapter 1: Before you begin

BeginheretogetinformationaboutHelpdocumentationforAdobePresenter 6.Youcanalsofindoutaboutthetools Adobe offers to help you get started, find system requirements for your software, and get an overview of resources available at Adobe.com.

Resources

Help components

Help The documentation is available in Help, browser-based content you access through the Help menu of your

Adobe product.

How To topics The How To topics provide a brief overview of the most common tasks. If you need more infor-

mation, just click the links in the How To topic.

PDF version of Help To view all theHelp topics in a single PDF document, open the PDF file in the Help folderwhere

the application is installed or on the Documentation Center at

www.adobe.com/go/connect_documentation_en

Adobe Presenter resources

More information is available from the following sources:

Quick Start Adobe offers Quick Start demos for Adobe Presenter. These short demos show you visually how to do

common tasks. View the Quick Start demos at

Resource Center This site, at www.adobe.com/go/resources_connect_en, isupdated regularly with tutorials, simula-

tions, best-practices information, and links to procedures.

Support Center This site, at www.adobe.com/go/support_connect_en, contains current support information,

including technical notes, helpful presentations, and support program details.

Developer Center This site, at www.adobe.com/go/devnet_connect_en, is updated regularly with tutorials and

articles about Adobe Presenter.

Documentation Center This site, at www.adobe.com/go/connect_documentation_en, for all products, answers to

frequently asked questions, articles about specialized topics, and Adobe Presenter presentations.

www.adobe.com/go/presenter_quickstart_en

System requirements

The most complete listing of system requirements for Adobe Presenter can be found at

www.adobe.com/go/presenter_sysreqs_en.

Adobe.com

These resources are available on the Adobe website:

Adobe Design Center Offers articles, tips, and tutorials invarious formats, includingvideo, Adobe PDF, and HTML.

The content is authored by industry experts, designers, and Adobe publishing partners, and new content is added monthly. You’ll also find Adobe Studio Exchange, where users download and share thousands of free actions, plugins, and other content. Adobe Design Center is available in English, French, German, and Japanese.

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Adobe Developer Center Provides information for advanced users, including software and plug-in developers.

You’ll find tutorials, SDKs, scriptingguides, and sample code, inaddition to forums, RSS feeds, online seminars, and other technical resources.

Communities Features forums, blogs, and other avenues for users to share technologies, tools, and information; ask

questions; and find out how others are getting the most out of their software. User-to-user forums are available in English, French, German, and Japanese; blogs are posted in a wide range of languages.

Using Adobe Help

Browse Help topics

1 Select a product from the Help For menu.

2 Browse to a topic:

• To browse by topic, click Contents.

• To browse alphabetically, click Index, and then click a letter.

3 Click items in the navigation pane until you reach the desired topic.

Search Help topics

1 Select a product from the Help For menu.

2 In the navigation pane on the left, click Search.

3 Type one or more words in the text box, and click Search. Topics matching the search terms appear in the

navigation pane, listed in order of relevance.

Search tips

These tips can help you improve your search results in Help:

• If you search using a phrase, such as “shape tool,” put quotation marks around the phrase. The search returns only

those topics containing all words in the phrase.

• Make sure that search terms are spelled correctly.

• If a search term doesn’t yield results, try using a synonym, such as “web” instead of “Internet.”

Navigate Help

❖ Navigate Help by doing any of the following:

• Click items in the navigation pane until you reach the desired topic. To view a topic, click its title, either in the

navigation pane or the reading pane.

• Click Back or Forward on the toolbar.

• Click Previous or Next in the reading pane.

• Click the navigation links that appear above the topic title in the reading pane.

You can also navigate Help using accessible keyboard shortcuts. For details, see “Keyboard shortcuts for navigation.”

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Get updated Help topics

If Help topics are updated or added after the product is released, the topics are posted to Adobe.com.

Adobe Help and accessibility

Adobe Help is designed so that it is accessible to people with disabilities such as mobility impairments, blindness, and low vision. Adobe help supports standard accessibility features and alternative keyboard shortcuts for toolbar controls and navigation.

Supported accessibility features

Adobe Help supports the following standard accessibility features:

• Standard HTML tags define content structure.

• Style sheets control formatting (no embedded fonts).

• Each frame has a title to indicate its purpose.

• Graphics without captions include alternate text.

• If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.

For example, the Previous and next links include the titles of the previous and next topics.

• Content supports high-contrast mode.

• Text size can be changed with standard context menu commands or standard menu commands for Mac OS.

Keyboard shortcuts for toolbar controls

Each control in the toolbar for Adobe Help has a keyboard equivalent in Windows:

Back Alt-left arrow

Forward Alt-right arrow

Print Ctrl-p

Help For menu Alt-down arrow or Alt-up arrow to navigate choices

Keyboard shortcuts for navigation

To navigate Adobe Help, use the following keyboard combinations in Windows:

• To move between the navigation pane and the reading pane, press Control-Tab and Shift-Control-Tab.

• To move through links within a pane, press Tab or Shift-Tab.

• To activate a selected link, press Enter.

What’s new

New features in Adobe Connect Enterprise

Here are some of the new features in Connect Enterprise:

Enhanced support for integrated audio conferencing Acrobat Connect Professional now offers enhanced support

for accounts with an audio conference bridge installed, to enable synchronized telephonic audio conferences as part of Acrobat Connect Professional meetings. For meetings with international attendees, Acrobat Connect Professional

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can now display multiple dial-in numbers, so that attendees in each country can see the dial-in number they should use. Hosts can also block incoming attendees, and can turn on or off notifications when attendees enter or exit an audio conference.

Improved audio conference recording You can now start and stop audio recording when you are recording a

meeting (if your Acrobat Connect Professional account has an audio conference bridge installed). This makes it possible to test the audio recording, then restart the recording, or to record only selected segments of the audio during a meeting.

Ability to turn Connect Event guests into users If you invite guests toyour Adobe Connect Events, younow have any

easy method for turning those guests into full users. Once guestsarefulluserstheycanhavecustomfieldvaluesin reports and they can access administration pages.

Adobe Presenter audio quality You now have the option to compress audio in presentations created with Adobe

Presenter. Compressing the audio reduces the size of audio files. To retain settings in high-quality audio, you can choose to keep the audio uncompressed.

Custom fields in User reports InConnectEnterpriseuserreports,youcannowincludeuptoeightcustomfieldsfor

individual users. This feature enables you to track information about users that is important to your organization.

Chapter 2: Adobe Presenter

Creating Presentations

About Adobe Presenter 6

Adobe Presenter 6 is a software tool for creating e-learning content and high-quality multimedia presentations rapidly. Presenter uses Microsoft PowerPoint, a popular application that is part of the Microsoft Office suite, as a base. Finished presentations are in Flash format (SWF file). Content created with Presenter is SCORM 1.2 and SCORM 2004 certified and AICC compliant.

After you install Adobe Presenter, you can access the application from within Microsoft PowerPoint. You can access all Presenter authoring functions in PowerPoint by using the Adobe Presenter menu.

Presenter complements Adobe Connect Enterprise Server 6. You can create content that includes interactive quizzing and surveys, audio, and a customizable viewer with Presenter. Presenter sends the PPT (PowerPoint) and PPC files, as well as presentation data, to Connect Enterprise Server.

You can add straightforward or sophisticated quizzes to presentations. Presenter supports six different types of questions that can either be graded or used as surveys. You can use branching to guide users through different paths in the presentation based on their answers to quizzes.

Presenter provides a simple interface for using a microphone to add audio narration to your presentation. In addition, you can easily synchronize your PowerPoint animations with your audio narration.

The Presenter intuitive interface and its complete integration with PowerPoint eliminates the need for additional training or Flash programming. Inminutes, you can transform static PowerPoint files into dynamic web experiences by adding audio, video, multimedia,interactive quizzesand surveys, and extensive branding. Whenyou have created your content, simply publish it to Connect Enterprise Server. (You can also publish to your computer to test a presentation.)

After you have installed Presenter, you access the program from within PowerPoint. When you open PowerPoint, a new menu named Adobe Presenter appears in the menu bar.

Presenter How To Topics

• “Create a Presenter presentation” on page 9

• “Record audio” on page 26

• “Add audio files to a presentation” on page 22

• “Adding quizzes and questions” on page 32

• “Add and edit attachments” on page 17

• “Create and edit themes” on page 55

• “Change slide properties” on page 12

• “Preview a presentation” on page 10

• “Publish to a Connect Enterprise server” on page 65

• “Add and edit presenters” on page 14

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Installing Adobe Presenter

After you install Adobe Presenter, you can access all of its features in PowerPoint from the newly added Adobe Presenter menu.

Note: The latest version of the Flash Player (Flash Player 9) is installed when you install Adobe Presenter.

1 After you have downloaded the application, double-click the Presenter EXE file to install the software.

2 Follow the onscreen instructions.

A Getting Started presentation guides you through the steps required to publish your first presentation.

Upgrading to Adobe Connect Enterprise Server 6

The following information is helpful if you upgrading from a previous version of Breeze and Presenter to Adobe Connect Enterprise Server 6 and Adobe Presenter 6.

• If you havePresenter presentations created with any versionof Presenter released before Presenter 6 you may want

to update yourpresentations. Because ofchanges to the latest versions of Internet Explorer, userswho view presentationscreated with Breeze versionsprior to AdobeConnect EnterpriseServer 6 will need to click the contentarea in the browser once before any controls are clickable. To update your presentation so users will not need to click in the content area, open the presentation in Presenter 6 and republish the presentation. (Full information about the EOLAS changes to Internet Explorer are available on the Microsoft website.)

• The latest version of the Flash Player (Flash Player 9) is installed when you install Presenter.

• When you install/upgrade Presenter,the old version of Presenter is uninstalled andno longer available foryou to use.

Creating presentations with Presenter

Presenter lets you create sophisticated, high-impact presentations and e-learning content quickly and easily in three steps:

1. Design your presentation.

From within PowerPoint, Presenter can help you do the following tasks:

• Use an existing PowerPoint presentation as a base for a Presenter presentation. This can save you the time and

effort of creating a new presentation.

• Perform accurate PowerPoint conversions quickly, including full support for PowerPoint animations.

• Customizethe look and feel of the presentation viewer interface with company logos, colors,and presenterbiogra-

phies and photos.

2. Edit your presentation.

Presenter can help you change presentations to suit your needs in the following ways:

• You can enhance PowerPoint presentationswith multimedia.Add multimedia includingaudio (such asvoice-over

narration), quizzes and surveys, or Flash files and Flash video without leaving PowerPoint.

• You can import prerecorded audio into a presentation and match the audio to PowerPoint slide animations.

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3. Publish your presentation.

You publish your presentations so that users can view them. Presenter offers the following features:

• Presenter is deeply integrated with all Connect Enterprise applications including Connect Training, Connect

Events, and Acrobat Connect Professional, as well as Adobe Captivate, Flash content, and Flash Video (FLV) files.

• You can view presentations in the interactive Presenter viewer.

• You can use Presenter content with learning management systems (LMS). Presenter creates SCORM- and

AICC-compliant content.

See also

“Add animation, image, and Flash (SWF) files” on page 19

“Create and edit themes” on page 55

“Publish to a Connect Enterprise server” on page 65

Presenter workspace

Presenter has the following two components that work together to help authors create and deliver content for users:

Presenter Enables authors to create content.

Presenter viewer Allows users to view and interact with converted Presenter presentations.

For content authors, all Presenter features are accessible from the Adobe Presenter menu in PowerPoint.

All the options for designing a presentation are in the Adobe Presenter menu in PowerPoint.

Elements of presentations

When planning, consider adding the following elements to your presentation:

Title slides Title slides are usually the first or second slide in a presentation and state the subject of the content.

Presenter information Include the name, title, photo, contact information, and a short biography of the presenter or

presenters.

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Custom logos Add a company or organization logo to brand and personalize a presentation.

in a presentation, or add a separate slide containing only copyright information.

Opening and closing slides Create a distinctive start and finish to clearly show users the beginning, middle, and end

of the presentation. You can use the same opening and closing slide across a series of presentations for a unifying professional look.

Section divider slides Use slides that delineate sections within a presentation. This is especially useful in long

presentations.

Sounds Voice-over narration, music, or sound effects can add a new dimension to presentations.

Quizzing Let users interact with the presentation, while you track their learning progress or obtain information

(surveys).

Attachments Addexisting information as supporting content for presentations. You can includedocuments, spread-

sheets, links to web pages, and images as attachments.

Planning a presentation

Nomatterwhatkindofpresentationyouwanttocreate,itishelpfultodosomeplanningbeforeyoustart.Consider first what you want the user to learn from your presentation. Defining this goal at the beginning lets you create a comprehensive plan for success. After you have defined the goal of the presentation, you can use an existing PowerPoint presentation and enhance it with the most effective Presenter options.

1. Plan your presentation.

Use storyboards, scripts, or whatever organizational materials are appropriate. Consider what elements you may want to include (see “Elements of presentations” on page 7.)

2. Start PowerPoint.

You can open an existing PowerPoint presentation or create a new presentation.

3. Include narration and other special elements.

In PowerPoint, from the Adobe Presenter menu, you can add audio narration, quizzes, presenter information, and other options to your presentation. You can include attachments such as web pages or documents and you can customize themes (the look and feel of the presentation viewer) for each presentation.

4. Preview your presentation.

You can view the presentation on your machine by publishing locally to test the timing and the features you have added.

5. Publish the presentation.

You can publish thepresentation to Connect Enterprise Server. You can also burn the presentation to a CD or upload the presentation to the web using a third-party FTP software program.

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Presenter best practices

Adobe recommends these best practices for creating presentations:

• Design your online presentation based on the bandwidth capabilities of your audience. If your audience has fast,

broadband connections, you can createa graphic-intensive presentation that includesmany animations. However, if your audience has slower connection speeds, you should consider using graphic images only (no animations) or no graphics at all, to ensure that your audience has a good viewing experience.

• Consider creating a written script before recording audio for your presentation. Speaking into a microphone can

be more difficult than giving a presentation to a live audience. To ensure a smooth delivery that covers all of your important points, consider creating a script for the entire presentation before recording audio for it. (If you have slide notes written in PowerPoint, you can easily import them into Presenter to use as a script or as the basis of a script.)

• Add animations to enhance the overall presentation, if your audience has fast connections. Presenter supports

PowerPoint animations so that you can create powerful, animated, multimedia presentations. Animations add impact to your message and improve the user’s overall viewing experience. (Animations must be set to On Click.)

• Createpresentations that area manageablesize. A single PowerPointpresentation typically corresponds to a single

module orcourse. Usually a module contains 20-40slides and results in a 15-45 minute sessions for users. If single PPT files become larger than 40 slides, the time it takes Presenter to convert the presentation to Flash format can increase by several minutes.

• Preview the presentation by publishing it locally before publishing to a Connect Enterprise Server. This lets you

view the converted presentation to be sure that it meets your requirements.

• Create slide titles to give users easy access to any slide. Check that titles appear in the PowerPoint outline for all

slides, including graphic-only slides, before publishing your presentation.

Create a Presenter presentation

Presenter presentations are always based on PowerPoint presentations. To create a new presentation, you open an existing PowerPoint presentation (or create a new one) and then add all of the features available in Presenter. For more information about how to add these features, see the appropriate section.

1 In PowerPoint, open a presentation (PPT) file or create a new one by selecting File menu > New.

2 From the Adobe Presenter menu, select the Presenter features you want to add to your presentation. You are not

required to make any changes before publishing, but adding Presenter features such as audio narration, SWF files, quizzes, attachments, and a theme will enhance your presentation and give you the opportunity to experiment with the functionality available in Presenter.

3 Preview the presentation by publishing it locally (to your computer). (For instructions on how to do this, see the

next section).

4 If necessary after previewing, return to step 2 and make any changes required.

5 When you are finished, publish the presentation to Connect Enterprise Server.

See also

“Publish to a Connect Enterprise server” on page 65

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Preview a presentation

If you wantto check your work, you can preview presentations at any time by publishing to your local computer. This is a fast way to see how the presentation will look to users.

When you preview a presentation, it appears in your defaultweb browser. All of the functionality in the presentation, such as audio and quizzes, works exactly the way it will in the Presenter viewer. The presentation appears with all of the theme settings and colors you have chosen.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Publish.

3 Select My Computer on the left side.

4 (Optional) Select Zip files to add all presentation files to a zip file. This is useful if you need to give or send the

files to someone else to preview.

5 (Optional) Select Generate Autorun For CD if you are going to distribute the presentation on a CD-ROM after

previewing. (If you select this option, you can burn the presentation on a CD-ROM and when it is opened, the presentation automatically begins playing.)

6 Click Publish.

When you publish, a new folder with the same name as the presentation is created and placed in your My Documents\My Adobe Presentations folder. The new folder contains all of the presentation files, copies of attachments, and any audio, video, and image files that are part of the presentation.

7 When the conversion is finished, click View Output. (If you selected the Select Zip files option, you will not see

the View Output option. To view the presentation, go to the location where you saved the zip file, unzip the file, and double-click the index.htm file.) The presentation appears in your default web browser.

D E

Published presentation with sidebar shown A. Slide preview B. Viewer si debar C. Panes D. Too lb a r E. Show/Hide sidebar

Published presentation with sidebar hidden

Editing Presenter Presentations

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Change the presentation title

You can change the presentation title at any time. The title appears in the Presenter viewer.

The presentation title appears at the top of the browser window and in the Viewer sidebar.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Presentation Settings.

3 Select the Settings tab.

4 In the Title text box, enter a new name for the presentation and click OK.

Add a presentation summary

A presentation summary is usually a short description of the presentation contents. This optional presentation summary is a useful organizational tool for authors. The summary appears only in the settings; it does not appear in the published presentation and is not visible to users.

Note: The presentation summary does appear in Connect Enterprise Server after a presentation is published to the server. Summaries can be edited through Connect Enterprise Manager. Presentation authors can search summaries and see the summary when viewing content information.

1 In PowerPoint, open a presentation (PPT file).

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2 From the Adobe Presenter menu, select Presentation Settings.

3 Select the Settings tab.

4 In the Summary text box, enter a description of the presentation contents and click OK.

Change slide properties

Youcaneasilyviewandchangethepropertiesofanyslideinapresentationatanytime.Slidepropertiesincludethe title, navigation name, navigation options, and presenter name. The slide properties dialog box also enables you to make changes to a group of slides quickly and easily. For example, suppose you have assigned a presenter to all the slides, but another presenter is providing audio narration for a few of them. To assign the new presenter to those few slides, you can use slide properties.

Note: You can select multiple slides and easily update their Presenter and Advance By User settings. Simply select a slide, hold down Shift or Control, and select additional slides. (You can’t change the Navigation name, Go To Slide, or Video properties of more than one slide at a time.)

Using slide properties, you can change options for individual slides or a group of slides. A. Select one slide or multiple slides in the list. B. Click to edit the selected slides

See also

“Preview a presentation” on page 10

View slide properties for all slides

Youcan view a short description ofall slides in a presentation in one central location. For example, youcan see which presentersareassociatedwitheachslide,whethernavigationnameshavebeenassigned,andwhethertheusermust advance any slides.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

The Slide Properties dialog box appears.

3 Use the scroll bar on the right side to view all of the slides in the presentation.

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Set a navigation name

Youcansetanavigationnameforaslidethatisdifferentfromtheslidetitle.Aclearanddescriptivenavigationname can help users navigate through the published presentation. The navigation name appears in the sidebar (Outline and Thumb panes) in the published presentation.

A navigation name can be useful if your slide titles are long or if you want to display a more descriptive name than the slide title in the final presentation for users. For example, the first slide in the presentation may have the title “Introduction,” but you can assign a navigation name such as “About Product X.”

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Select a slide and click Edit or double-click a slide.

4 In the Navigation Name text box, enter the text you want to use.

5 Click OK twice.

Slide titles (left) changed to navigation names (right)

Set Go To Slide options

Presentations usually progress linearly through the slides, but you can change the order by using the Go To Slide option. This option lets you skip slides in the presentation without having to remove them.

The Go To Slide option can be useful if you are creating a presentation for several audiences. For example, you can create one benefits presentation for both full-time and part-time employees. Part-time employees can skip slides pertaining only to full-time employees. The Go To Slide option works the same whether the presentation is used within Acrobat Connect Professional or viewed locally in a web browser.

Note: If you are going to use a presentation as a Connect Training course, it is better to not use the Go To Slide option.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Select a slide as the starting point and click Edit or double-click a slide.

4 In the Go To Slide pop-up menu, select the slide to which you want the presentation to jump.

5 Click OK twice to close all dialog boxes.

Add speaker video

You can include video files in a presentation, which appear in the viewer sidebar. This can be especially useful if you have a video of a speaker, sometimes called a “talking head” video. Presenter supports the Flash (SWF) and Flash Video (FLV) file formats. Video added to a presentation appears in the location used for presenter photographs.

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Note: Videoisaddedtoeachslideindividually.Ifyouuseone“talkinghead”videofileformultipleslides,splitthevideo into separate files.

Video files appear in the viewer in the same location as the presenter photograph.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Select a slide and click Edit or double-click a slide.

4 Next to the Video text box, click Browse.

5 Navigate to a SWF or FLV file, select the file, and click Open.

6 Click OK twice to close all dialog boxes.

7 To test the file, preview the presentation. (For more information, see “Preview a presentation” on page 10).

Set slide advance behavior

By default, slides in a presentation advance automatically. You can, however, set individual slides to advance only when users click the Next button. This is useful, for example, for a slide containing an interactive Adobe Captivate simulation that has no set play duration.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Select a slide and click Edit or double-click a slide.

4 Select Advance By User.

5 Click OK twice.

Add and edit presenters

A presenter is a person who provides information during a presentation. For example, if the subject is software training, the presenter may be an instructor, trainer, or product manager. A single presenter can be assigned to all slides in a presentation, or different presenters can be assigned to individual slides.

You can display information about the presenter: name, job title, short biographical notes, a company logo, and contact information. This information can make a presentation more credible, personal, and interesting.

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See also

“Preview a presentation” on page 10

Add a new presenter profile

In Presenter, you store presenter profiles in one central location. You can then use them in any presentations you create.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Preferences.

3 Select the Presenters tab.

4 Click Add.

5 Enter the name of the new presenter.

Note: The Name text box is the only text box that you must fill in to create a new presenter.

6 (Optional) Enter a job title, such as Vice President.

7 (Optional) Next to the Photo text box, click Browse and navigate to an image file in JPEG or PNG format. The

recommended size for a presenter photo is 88 x 118 pixels. After you select an image file, the image appears in the Presenter Photo area on the right. During the presentation, the image is displayed at this exact size in the Presenter viewer.

8 (Optional) Next to the Logo text box, click Browse and navigate to a logo file in JPEG or PNG format. The recom-

mended size for a logo is 148 x 52 pixels. After you select an image file, the image appears in the Logo preview on the right. During the presentation, the logo is displayed at this exact size in the Presenter viewer.

Note: If you added a video file, such as a “talking head” video file of a person speaking, that video is displayed in the logo area. If you add a logo file, the video file takes precedence and the logo will not be displayed.

9 (Optional) Enter an e-mail address.

10 (Optional) In the Biography text box, enter information about the presenter, such as professional and educa-

tional credentials, employment history, phone number, or job description.

11 If you want to make this person the default presenter for all presentations, select the Default option.

12 Click OK.

13 Click Close.

Set the presenter for an entire presentation

In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Press CTRL-A to select all of the slides.

4 Click Edit.

5 In the Presenter pop-up menu, select a name from the list.

6 Click OK. The presenter is now associated with all slides in the presentation.

7 Click OK to apply your changes and close the Slide Properties dialog box.

Set the presenter for an individual slide

In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Slide Properties.

3 Select a slide and click Edit or double-click a slide.

4 In the Presenter pop-up menu, select a name from the list.

5 Click OK. The presenter is now associated with the slide.

6 Click OK to apply your changes and close the Slide Properties dialog box.

Edit an existing presenter

In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Preferences.

3 Select the Presenters tab.

4 Select a presenter from the list and click Edit or double-click a presenter.

5 Change properties such as the job title, e-mail address, or biography.

6 Click OK to close the Presenter dialog box.

7 Click Close to close the Presenter Preferences dialog box.

Delete a presenter

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You can delete a presenter and all corresponding information, such as the biography and e-mail address, at any time.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Preferences.

3 Select the Presenters tab.

4 Select a presenter from the list and click Delete. (If the presenter you delete is associated with any slides in the

presentation, the presenter for that slide becomes “None.”)

5 Click Close to close the Presenter Preferences dialog box.

About attachments

Attachments are files or links that give viewers of the presentation supplemental information. Use attachments to incorporate existing content, such as web pages, documents, PDF files, FlashPaper documents, Flash (SWF) files, or spreadsheets, into your presentation. You can also addlinks to websites or documents hosted by Connect Enterprise Server or a third-party system.

If a presentation contains attachments, an Attachments button appearsat the bottom of the Presenterviewer. The user can click this button to see a list of attachments associated with the presentation and then click any listed attachment to open it.

Note: Dependingontheuser’swebbrowser,theymayhavetosaveanattachmenttotheirlocalmachineinordertoopen and view the attachment.

The Attachments window with several different types of attachments listed.

Attachments open either in an application or in the default browser, according to their type:

Attachment type Opens in

FlashPaper Default web browser

Microsoft Word document Microsoft Word, if installed

Microsoft Excel spreadsheet Microsoft Excel, if installed

Microsoft PowerPoint presentation Microsoft PowerPoint

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Text (TXT) file Default text editor, such as Notepad or Wordpad

PDF file Adobe Acrobat Reader, if installed

Flash (SWF) file Default web browser, such as Internet Explorer or Mozilla Firefox

Image or graphic file Default web browser, such as Internet Explorer or Mozilla Firefox

URL Default web browser, such as Internet Explorer or Mozilla Firefox

Add and edit attachments

You can attach web pages, documents, PDF files, FlashPaper documents, Flash (SWF) files, or spreadsheets to your presentation. You can also add links to websites or documents hosted by Connect Enterprise Server or a third-party system.

Important: Due to security features added by Microsoft, attachments to presentations that are published locally instead of to Connect Enterprise Server may not be displayed properly in Internet Explorer. This happens because Internet Explorer does not allow an Internet page to access or run any file on a local system. In Adobe Presenter, a presentation that has been publishedlocally runs in the Flash player, and Internet Explorer considers it unsafe to download a file from the Flash Player. You can work around this issue two ways: use Connect Enterprise Server (or another Learning Management System) to publish the presentation, or make the attached file available for download through a web browser or network drive accessible by users and use the hyperlink feature of PowerPoint to allow users to view the attachments.

Add an attachment to a presentation

In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Presentation Settings.

3 Select the Attachments tab.

4 Click Add.

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5 Enter a unique name for the attachment.

6 In the Type pop-up menu, select File or Link.

• To attach a file, click Browse and navigate to the file.

• To attach a link, enter the full path in the URL text box.

7 Click OK.

8 Continue adding attachments as needed and click OK when you finish.

Add and test links to documents

Links todocuments on Connect Enterprise Server or a third-party systemare a type of attachment. For example, you could create a link from a text on a PowerPoint slide to a SWF file.

When linking to a document, it may be necessary to copy the document to the resource folder for the document to appear properly in the presentation.

1 In PowerPoint, open a presentation (PPT file).

2 Navigate to the slide to which you want to add the link.

3 Select the text you want to use as the link.

4 From the Insert menu, select Hyperlink.

5 Navigate to the file to which you want to link and click OK.

6 To test the link, preview the presentation. From the Adobe Presenter menu, select Publish.

7 Select My Computer and click Publish. (If a message appears stating that all files will be deleted, click Yes. Each

time you generate your presentation, the files in your current output folder are deleted and replaced by the newly generated files.)

8 When the conversion is complete, click View Output. The presentation appears in your default web browser.

9 Navigate to the slide containing the link and click the link.

10 If a message appears stating something similar to “Cannot find ‘file://c:\Documents and Settings\ssmith\My

Documents\My Adobe Presentations\PresentationName\data\resources\sample.swf,” you need to copy the file to the resources folder. Note the path specified in the message and close the presentation in your web browser.

11 Open Windows Explorer. Navigate to the current location of the file.

12 Right-click the file and select Copy.

13 Navigateto the location specified inthe error message, For example, anaddress similar to the examplein step 10.

14 Right-click the resources folder and select Paste.

15 Follow steps 6-8 to preview the presentation and test the link again.

Creating links to files

If you are creating links from a presentation to a file and the link path is relative to the location of the presentation, you may need to take a few steps to ensure that the links work properly. This issue occurs because of the method PowerPoint uses to manage relative links. (PowerPoint does, however, resolve all links to files in the same drive as the PPT file.)

1 In Windows Explorer, locate the folder containing the presentation PPT file. For example, C:\Folder A\test.ppt.

2 Create a subfolder under the folder containing the presentation PPT file. For example, C:\Folder A\Links.

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3 Copy all files that will be linked to from within the presentation to the new subfolder.

4 Create the links in the presentation to the files.

5 Publish the presentation. Note the location of the published content folder.

6 Copy thesubfolder created in step 2 containingthe links to the Date\Resources subfolder ofthe published content

folder from step 5. For example, copy the links folder from C:\Folder A\Links to C:\Preso\Data\Resources\Links.

Note: You can use attachments instead of links. By using attachments, the files are automatically included with the published content.

Change the name, type, or location of a presentation attachment

After adding an attachment to a presentation, you can edit information about the attachment.

Note: Ifyouneedtoedittheattachmentcontents,openthefileintheapplicationinwhichitwascreated.Afterediting, add the attachment again in Presenter.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Presentation Settings.

3 Select the Attachments tab.

4 Select an attachment and click Edit or double-click an attachment.

5 Make changes to the name, type (file or link), or location and click OK.

6 Click Close.

Delete a presentation attachment

In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Presentation Settings.

3 Select the Attachments tab.

4 Select an attachment and click Delete.

5 Click OK.

If a folder containing attachments is inadvertently deleted, the next time the presentation (PPT) file is opened and saved, a dialog box appears for each deleted attachment stating that the attachment is missing. The dialog box contains three options: browse to the attachment using Windows Explorer, delete the attachment from the presentation, and ignore. If ignore is selected, the dialog box will not appear again unless the presentation is closed, reopened, and then Save is selected.

Add animation, image, and Flash (SWF) files

You can incorporate animations and Flash (SWF) files into your Presenter presentations.

If you already have PowerPoint animations, such as flying or dissolvingtext, Presenter converts them seamlessly and displays them in the final presentation exactly as they appear in PowerPoint. (For the most current list of supported PowerPoint animations, see the

Note: In order for Presenter to gain control of animations, they must be set to OnClick. Animations located on the Slide Master cannot be controlled; remove the animations from the Slide Master and place them on individual slides

You can also incorporate SWF files into your presentation, including SWF files containing animation and SWF files containing simulations and demonstrations created with Adobe Captivate.

Adobe Knowledgebase.)

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See also

“Change slide properties” on page 12

“Preview a presentation” on page 10

Synchronize audio and animation timings

After previewing your presentation, you might want to edit the timing of PowerPoint animations to better synchronizewithaddedaudiofiles.Forexample,ifyouhaveaslidewithbulletedtextitemsthatappearonebyone, you can adjust the timing so that the audio track matches the action of the text.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Synchronize Audio.

3 In the Synchronize Audio dialog box, click Previous or Next, if necessary, to navigate to the slide containing the

timing that you want to adjust.

4 Select Change Timings to play the audio.

5 As the audio plays, click Next Animation to synchronize the timing of the first animation with the audio. Select

Next Animation again to synchronize the timing of the next animation. Repeat this step for all animations on the slide.

6 When you finish, click Stop Editing.

7 Click OK.

Note: The Synchronize Audio dialog box synchronizes PowerPoint “On mouse click” animations only. In contrast, timed animations use the timing set in the Custom Animation dialog box in PowerPoint.

Pause the presentation after an animation plays

If your presentation includes PowerPoint animations, you can pause the presentation automatically after the animations play. This is useful if you want to clearly define where the animation ends and the presentation begins again.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Presentation Settings.

3 Click the Settings tab.

4 Select Pause After Each Animation.

5 Click OK.

When this option is selected, users must click the Play button in the toolbar to start the presentation again after a pause.

Insert a SWF file into a presentation

A Flash (SWF) file is acompiled, view-only Flash file that delivers graphics and animation over the Internet. You can use a SWF file to add content or visual interest (for instance, an animated pointer) to a presentation.

Note: If you have created animated simulations and demonstrations in Adobe Captivate, you can easily add them to your presentations. Certain Adobe Captivate projects, such as training demonstrations or software simulations, can be particularly useful in presentations.

1 Make sure that the file you want to insert meets these specifications:

• The Flash SWF file has been authored at 30 frames per second. Presenter presentations are created at 30 frames

per second, so Flash files with the same setting can be integrated into the presentation smoothly.

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• The maximum canvas size is set to 720 x 540 pixels.

• The file uses relative paths to movie clip references, not _root.

• TheembeddedSWFfiledoesnotattempttomakeanychangesoutsideitsownfile;thatis,thatthecodedoesrefer

to the following variables:

2 In PowerPoint, open a presentation (PPT file).

3 Navigate to the slide to which you want to add the SWF file.

4 From the Adobe Presenter menu, select Insert Flash.

5 Navigate to the location of your SWF file. Select the SWF file and click Open. Presenter adds the SWF file to the

_level#, _global, or stage.

User Guide

slide.

6 (Optional) If necessary, select the file and drag it to a new location on the slide.

Note: You can use PowerPoint to preview how the SWF content will appear in your presentation. In PowerPoint, from the View menu, select Slide Show.

Control an inserted SWF through the Presenter playbar

When you add a SWF file to a presentation, you can choose whether to control the SWF file through the Presenter playbar or the playbar in the original SWF file. For example, if you add a Adobe Captivate demonstration SWF file to the presentation, you can control the demonstration through the Presenter playbar in the viewer or the playbar in the Adobe Captivate demonstration.

Ordinarily, you want to control the SWF file through the Presenter playbar, because Presenter buffers the two slides that will be presented next. If you don’t control the file through the Presenter playbar, the SWF file could begin playing too early.

1 In PowerPoint, open a presentation (PPT file) containing an added SWF file.

2 From the Adobe Presenter menu, select Presentation Settings.

3 Click the Flash Files tab.

4 Select one of the Flash files in the list.

5 Select the Controlled By Presentation Playbar option to control the SWF file through the Presenter playbar.

6 Click OK.

Set image quality for a presentation

The higher the imagequality, the greater the file size. Test different settings to find the best compromise between the two. High quality is best for users with no bandwidth limitations; for users with limited bandwidth, regular or low quality may be better.

1 In PowerPoint, open a presentation (PPT file).

2 From the Adobe Presenter menu, select Preferences.

3 Select the Quality tab.

4 Select an image-quality option:

High The largest file size and highest quality image.

Medium The best balance between file size and image quality.

Low The smallest file size and lowest quality image.

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