Macromedia Presenter - 7.0 Instruction Manual

USING ADOBE PRESENTER 7

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Adobe Presenter

Adobe Presenter overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Creating presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Editing Presenter presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Audio in presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Flash and video in presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Adding quizzes and questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Designing presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Publishing and viewing presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

iii

Adobe Presenter

Adobe Presenter overview

About Adobe Presenter

Adobe® Presenter 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

2004 certified and AICC compliant.

SCORM

After you install Presenter, you access the application from within PowerPoint. All Presenter authoring functions in PowerPoint can be reached using the Adobe Presenter menu.

Presenter complements Acrobat® Connect™ Pro Server. With Presenter, you can create content that includes interactive quizzing and surveys, audio, and a customizable viewer. Presenter sends the PPT or PPTX (PowerPoint) and PPCX file, as well as presentation data and assets, to Connect Pro Server.

1.2 and

Note: Office 2007 supports PPTX.

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. Add branching to quizzes to guide users through different paths in the presentation based on their answers.

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 intuitive Presenter interface and its complete integration with PowerPoint eliminates the need for additional training or knowledge of Flash programming. In minutes, you can transform static PowerPoint files into dynamic web experiences by adding audio, video, multimedia, interactive quizzes and surveys, and extensive branding. When you have created your content, simply publish it to Connect Pro 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.

See also

“Creating presentations with Presenter” on page 3

System requirements

For the most current systems requirements, see www.adobe.com/go/presenter_sysreqs_en.

Installing Presenter

Installing and registering Presenter is a simple process. There are a few tips to keep in mind if you upgrading to Adobe Presenter 7 from a previous version.

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Using Adobe Presenter 7

Using Presenter 7 with PowerPoint 2007

Presenter 7 supports the majority of features in PowerPoint 2007, but there are a few features that are not supported.

For a current list of unsupported features, see www.adobe.com/go/kb.

Installing and registering Adobe Presenter

If your Adobe product requires installation or registration, see the ReadMe file on the product CD or DVD for detailed instructions. The ReadMe file also contains instructions on uninstalling the product, if applicable.

Register your Adobe product to be eligible to receive complimentary support on installation and product defects and get notifications about product updates.

After you install Presenter, you can access all of its features in PowerPoint from the newly added Adobe Presenter menu (or ribbon for PowerPoint 2007). A Getting Started presentation guides you through the steps required to publish your first presentation. The latest version of Flash Player (version 9) is installed when you install Presenter.

Note: Do not install Adobe Presenter 6 on your computer if you have already installed Adobe Presenter 7. (If you need a presentation to be compatible with Adobe Presenter 6, see “Saving presentations to an older version of Presenter” on page 7.)

Upgrading to Adobe Presenter 7

The following information is helpful if you are upgrading from any previous version of Adobe Presenter to Adobe Presenter 7.

• If you have presentations created with any version of Presenter released before Presenter 6, consider updating the

presentations. Because of changes to the latest versions of Internet Explorer, users who view presentations created with Breeze versions older than Adobe Connect Enterprise Server 6 will need to click the content area 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.)

• If you have a presentation created in Presenter 6 or earlier with an associated PPC file (PPC files accompany

presentation PPT files that contain audio), you can choose to convert the PPT file and store the new presentation as a PPTX file. The audio manifest file PPCX is created in place of the old PPC file. You are also given the conversion option if you open a presentation created with Presenter 6 that contains quizzes with Pass/Fail conditional branching. The conversion option is automatically provided when you open the original PPT file for the first time after installing Presenter 7.

Note: The conversion process can be skipped, but if you try to use any Presenter features or reopen the file, the conversion option is displayed again. Also, if you use the Save As option from the PowerPoint File menu, the presentation is automatically converted to the new Presenter 7 format.

• If you have a presentation containing quizzes with branching created in Presenter 7, you can retain the branching

information and use the presentation with earlier versions of Presenter by exporting to Presenter 5.x or 6.x. For more information, see “Saving presentations to an older version of Presenter” on page 7.

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

• When you install or upgrade Presenter, the old version of Presenter is uninstalled and no longer available for you

to use.

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Presenter licensing

Adobe software may include electronic license (e-license) management technology to ensure compliance with the product license agreement. When present, this technology prompts you to verify the license of your product within 30 days after you first use it. Verification is mandatory.

The on-screen prompts vary, depending on the type of license: single-user or multi-seat. The license type has no effect on the functionality of the software. The verification process doesn’t collect, transmit, or use any information about the identity of users. For more information on this topic, go to the Adobe website.

Creating presentations

Presenter How To Topics

• “Create a Presenter presentation” on page 7

• “Preview a presentation” on page 8

• “Change slide properties” on page 11

• “Add and edit presenters” on page 13

• “Add and edit attachments” on page 16

• “Add audio files to a presentation” on page 20

• “Record audio” on page 24

• “Import video” on page 32

• “Record video” on page 33

• “Adding quizzes and questions” on page 35

• “Create and edit themes” on page 64

• “Publish to a Connect Pro server” on page 78

Creating presentations with Presenter

Adobe 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, to save you the time and effort of

creating a new presentation.

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

• Customize the look and feel of the presentation viewer interface with company logos, colors, and presenter

biographies and photos.

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2. Edit your presentation.

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

• Enhance PowerPoint presentations with multimedia. Add multimedia, including audio (such as voice-over

narration), video, and quizzes and surveys, without leaving PowerPoint.

• Import prerecorded audio into a presentation and synchronize the audio with PowerPoint slide animations.

3. Publish your presentation.

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

• Presenter is deeply integrated with all Connect Pro Central applications, including Connect Pro Training and

Connect Pro Meetings, as well as Captivate®, Flash content, and FLV files.

• View presentations in the interactive Presenter viewer.

• Integrate Presenter content with learning management systems (LMS). Presenter creates SCORM- and

AICC-compliant content.

See also

“Planning a presentation” on page 5

“Presenter best practices” on page 6

Presenter workspace

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

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All the options for designing a presentation are in the Adobe Presenter menu in PowerPoint 2007

See also

“Create a Presenter presentation” on page 7

“Create a quiz” on page 37

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.

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 unified professional look.

Section divider slides Use divider slides to delineate sections within a presentation. Divider slides are 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 Add existing information as supporting content for presentations. You can include documents,

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

See also

“Create a Presenter presentation” on page 7

“Create a quiz” on page 37

Planning a presentation

It is helpful to do some planning before you create a presentation. First consider 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.

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1. Design your presentation.

Use storyboards, scripts, or whatever organizational materials are appropriate. Consider what elements to include in the presentation. (For more information, see

2. Start PowerPoint.

“Elements of presentations” on page 5.)

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, add audio narration, quizzes, video, presenter information, and other options to your presentation. Include attachments, such as web pages or documents, and customize themes (the look and feel of the presentation viewer) for each presentation.

4. Preview your presentation.

View the presentation on your machine by publishing it locally to test the timing and the features you have added.

5. Publish the presentation.

Publish the presentation to Connect Pro Server. You can also burn the presentation onto a CD or upload the presentation to the web using a third-party FTP software program.

See also

“Create a Presenter presentation” on page 7

“Editing Presenter presentations” on page 10

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 create a graphic-intensive presentation that includes many animations. However, if your audience has slower connection speeds, consider using graphic images only (no animations) or no graphics at all, to ensure that your audience has a good viewing experience. Presenter also enables you to lower the quality level of images and audio files to create content suitable for audiences with low bandwidth.

• 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 overall viewing experience of users. (Animations must be set to On Click.)

• Add video to presentation slides or to the sidebar to reuse information you already have. Video is appropriate if

your audience has high bandwidth.

• Create presentations that are a manageable size. A single PowerPoint presentation typically corresponds to a

single module or course. Usually a module contains 20–40 slides and results in a 15–45 minute session for users.

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• Preview the presentation by publishing it locally before publishing to a Connect Pro Server. Previewing enables

you to see the converted presentation and ensure 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.

See also

“Planning a presentation” on page 5

Create a Presenter presentation

Presenter presentations are always based on PowerPoint presentations. To start 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.

In PowerPoint, open a presentation (PPT or PPTX file) or create a new presentation 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 change the presentation before publishing, but adding Presenter features, such as audio narration, video files, SWF files, quizzes, attachments, and a theme, enhances the presentation and gives you the opportunity to experiment with the functionality available in Presenter.

3 Preview the presentation by publishing it locally to your computer.

4 If necessary after previewing, return to step 2 and edit the presentation.

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

See also

“Adding quizzes and questions” on page 35

“Publish locally” on page 75

“Publish to a Connect Pro server” on page 78

Saving presentations to an older version of Presenter

You can save a presentation as a Presenter 5.x or 6.x file. Saving to an older format is useful if you are working on a presentation with someone who only has an older version of Presenter.

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

2 Select Adobe Presenter > Help > Export to Presenter 5.x and 6.x.

Note: If a presentation contains video files and is then converted to Presenter 5.x or 6.x format, the videos are not converted.

See also

“Create a Presenter presentation” on page 7

Open an Articulate Presenter file in Adobe Presenter

Files created in Articulate® Presenter can be opened and edited in Adobe Presenter. The original Articulate presentation is never modified; a copy of the presentation is converted and opened in Adobe Presenter.

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The Articulate assets folder should be available along with the Articulate presentation file. Without the asset folder and its contents, Articulate features cannot be imported into the presentation when it is opened in Adobe Presenter.

Adobe Presenter supports most Articulate Presenter data, including Flash, audio, and quiz information (as long as the Articulate Presenter assets folder is available). The following Articulate Presenter features are not supported: Learning Games, Engage Interactions, Insert Web Object.

Adobe Presenter does not support all Articulate Presenter question types. Unsupported questions are not imported during the conversion process. A detailed log report (ConversionLog.log) is generated at the end of the conversion process and provides details about the conversion, including any dropped questions.

Import a presentation created in Articulate Presenter

Files created in Articulate Presenter can be opened and edited in Adobe Presenter.

1 In PowerPoint, open a presentation (PPT or PPTX file) created in Articulate Presenter.

2 In the conversion dialog box, click Yes.

3 Choose a name and save location for the converted presentation.

4 (Optional) To view information in the conversion log file, click View Log. (You can also use Windows Explorer

at any time to view the log file. Navigate to the location you specified in step 3, right-click the ConversionLog.log file, and select Open with > Notepad.)

5 After the conversion process finishes, click Close.

6 In Adobe Presenter, edit the new, converted file and add Adobe Presenter features as desired.

Creating presentations for mobile devices

Presenter can be used to create presentations for viewing on mobile devices that support Adobe® Flash® Lite™ 3 or higher. You can make adjustments to existing presentations so they are more suitable for mobile devices or create new presentations designed specifically for mobile devices. For more information, see

www.adobe.com/go/kb

Note: For a current list of devices that support Flash Lite, see www.adobe.com/go/mobile_supported_devices/

See also

“Create a Presenter presentation” on page 7

“Set audio quality for a presentation” on page 30

“Add animation, image, and Flash (SWF) files” on page 18

Preview a presentation

If you want to check your work, preview presentations at any time by publishing to your local computer. Previewing is an easy way to see how a presentation will look to users.

When you preview a presentation, it appears in your default web 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 or PPTX file).

2 Select Adobe Presenter > Publish.

3 Select My Computer on the left side.

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4 (Optional) Click Choose and navigate to a different save location for Presenter files.

5 (Optional) Select View Output After Publish to open the index.htm file in your default web browser when the

publishing process is complete.

6 (Optional) Select Zip Package to add all presentation files to a Zip file. A zip package is useful if you need to give

or send the files to someone else to preview. (The View Output option is not available if you select Zip Package. To view the files, use Windows Explorer to navigate to the published file folder.)

7 (Optional) Select CD Package if you are going to distribute the presentation on a CD-ROM after previewing. (If

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

8 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 attach ments, and any audio, video, and image files that are part of the presentation.

9 If you selected the view output option in step 4, the presentation appears in you default web browser.

Published presentation with sidebar shown A. Slide preview B. Viewer sidebar C. Panes D. Toolbar E. Show/Hide sidebar

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Published presentation with sidebar hidden

See also

“Publish a presentation to PDF” on page 75

“Publish to a Connect Pro server” on page 78

Editing Presenter presentations

Change the presentation title

You can change the presentation title at any time. The title appears in the Adobe 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 or PPTX file).

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Select the Appearance tab.

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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 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 Pro Server after a presentation is published to the server. Summaries can be edited through Connect Pro Central. Presentation authors can search summaries and see the summary when viewing content information.

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

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Select the Appearance tab.

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

Change slide properties

You can easily view and change the properties of any slide in a presentation at any time. Slide properties include the title, navigation name, navigation options, multimedia info, locking info, and presenter name. Also shown for each slide are icons representing audio, video, and Flash. If a slide contains one of these multimedia types, the corre sponding icon is displayed in color, otherwise the icon is grayed out. The slide properties dialog box also enables you to change 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: Sidebar video is now added through the Insert Flash or Import Video Presenter menu options.

See also

“Preview a presentation” on page 8

View slide properties for all slides

You can view a short description of all slides in a presentation in one central location. For example, you can see which presenters are associated with each slide, whether navigation names have been assigned, and whether the user must advance any slides.

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

2 Select Adobe Presenter > Slide Manager.

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

Set a navigation name

You can set a navigation name for a slide that is different from the slide title. A clear and descriptive navigation name can help users navigate through the published presentation. The navigation name appears in the sidebar (Outline and Thumb panes) in the published presentation.

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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

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

2 Select Adobe Presenter > Slide Manager.

3 Select a slide and click the link name to the right of Navigation Name. (If no navigation name has been set, the

X.”

link says None.)

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

5 Click OK.

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

Set Go To Slide options

Presentations usually progress linearly through the slides, but their order can be changed 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 published to Connect Pro server 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 or PPTX file).

2 Select Adobe Presenter > Slide Manager.

3 Select a slide and click the link text next to Go To (by default, the link text is None).

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

5 Click OK.

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Set slide advance behavior

By default, slides in a presentation advance automatically. You can, however, change the default setting so individual slides 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 or PPTX file).

2 Select Adobe Presenter > Slide Manager.

3 Select a slide and next to Advance By User, click No or Yes to select an option.

4 (Optional) To set all slides, click Select All, click Edit, select Advance By User.

5 Click OK.

Lock slides

You can lock a slide for the specified slide duration. Locking can help ensure that viewers spend a minimum amount of time on a slide and do not quickly skip ahead. When you lock a slide, navigation controls are disabled along with navigation from the Outline and Thumbs panes. Quiz and question slides cannot be locked.

Note: Slides are locked only when viewed for the first time. Subsequent views of the slide are not locked and the navigation controls are not disabled.

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

2 Select Adobe Presenter > Slide Manager.

3 Select a slide and next to Lock Slide, click Yes or No to select an option.

4 (Optional) To lock all slides, click Select All, click Edit, select Lock Slide.

5 Click OK.

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.

Detailed information about presenters can be displayed: name, job title, short biographical notes, a company logo, and contact information. This information can make a presentation more credible, personal, and interesting.

See also

“Preview a presentation” on page 8

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 or PPTX file).

2 Select Adobe Presenter > Preferences.

3 Select the Presenters tab.

4 Click Add.

5 Enter the name of the new presenter.

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Note: The Name text box is the only text box that you must fill in to create a 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 sidebar video, that video is displayed in the logo area. If you add a logo file, the video file takes precedence and the logo is not 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 or PPTX file).

2 Select Adobe Presenter > Slide Manager.

3 Click Select All.

4 Click Edit.

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

6 Click OK.

7 Click Close.

Set the presenter for slides

You can set the same presenter for every slide or set different presenters for individual slides. You also have the option to set no presenter for a slide or slides.

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

2 Select Adobe Presenter > Slide Manager.

3 Do one of the following:

• To set the presenter for an individual slide, select the slide and click the link to the right of Presented By. Use the

menu to select a presenter.

• To set the presenter for all slides, click Select All, click Edit, use the Presented By menu to select a presenter, and

click OK.

4 Click OK.

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Edit a presenter

In PowerPoint, open a presentation (PPT or PPTX file).

2 Select Adobe Presenter > 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.

7 Click Close.

Delete a presenter

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 or PPTX file).

2 Select Adobe Presenter > 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.

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, Adobe PDFs, FlashPaper documents, SWF files, or spreadsheets, into a presentation. You can also add links to websites or documents hosted by Connect Pro Server or a third-party system.

If a presentation contains attachments, an Attachments button appears at the bottom of the Presenter viewer. 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: Some web browsers may require that users save attachments to their local machine to open and view the attachments.

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

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

PDF Adobe Reader, if installed

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

See also

“Preview a presentation” on page 8

“Add and manage SWF files in presentations” on page 30

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Add and edit attachments

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

Important: Due to security restrictions added by Microsoft, attachments to presentations that are published locally instead of to Connect Pro Server may not be displayed properly in Internet Explorer. In Adobe Presenter, a presentation that has been published locally runs in Flash Player, and Internet Explorer considers it unsafe to download a file from Flash Player. You can work around this issue in two ways: use Connect Pro 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 to users, and use the hyperlink feature of PowerPoint to allow users to view the attachments.

See also

“Preview a presentation” on page 8

“Add and manage SWF files in presentations” on page 30

Add an attachment to a presentation

In PowerPoint, open a presentation (PPT or PPTX file).

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Select the Attachments tab.

4 Click Add.

5 Enter a unique name for the attachment.

6 From 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.

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7 Click OK.

Add and test links to documents

Links to documents on Connect Pro Server or a third-party system are a type of attachment. For example, you could create a link from 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 or PPTX 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 by selecting Adobe Presenter > Publish.

7 Select My Computer.

8 Select View Output After Publishing.

9 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.)

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

11 If a message appears stating something like “Cannot find ‘file://C:\Documents and Settings\jsmith\My

Documents\My Adobe Presentations\PresentationName\data\resources\sample.swf,” copy the file to the resources folder (located by default at C:\My Documents\My Adobe Presentations\[presentation name]\data\resources). Note the path specified in the message and close the presentation in your web browser.

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

13 Right-click the file and select Copy.

14 Navigate to the location specified in the error message (for example, an address like the example in step 10).

15 Right-click the resources folder and select Paste.

16 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 or PPTX file.)

1 In Windows Explorer, locate the folder containing the presentation PPT or PPTX file (for example, C:\Folder

A\test.ppt).

2 Create a subfolder under the folder containing the presentation PPT or PPTX file (for example, C:\Folder

A\Links).

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 (for example C:\Preso).

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6 Copy the subfolder created in step 2 containing the links to the Date\Resources subfolder of the 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: To edit the attachment contents, open the file in the application in which it was created. After editing, open Presenter, delete the old attachment, and then add the updated attachment.

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

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Select the Attachments tab.

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

5 Change the name, type (file or link), or location and click OK.

6 Click OK.

Delete a presentation attachment

In PowerPoint, open a presentation (PPT or PPTX file).

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > 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 or PPTX) 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 does 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 SWF files into your Presenter presentations.

If you already have PowerPoint animations, such as flying or dissolving text, 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.

Adobe Knowledgebase.)

See also

“Change slide properties” on page 11

“Preview a presentation” on page 8

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Synchronize audio and animation timings

After previewing your presentation, you can edit the timing of PowerPoint animations to better synchronize with added audio files. For example, if you have a slide with bulleted text items that fly in, you can adjust the timing so that the audio track matches the action of the animated text.

Note: The Sync 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. Animations can only be synchronized with audio files, not video files.

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

2 Select Adobe Presenter > Sync Audio. (PowerPoint 2007 users select Adobe Presenter > Sync.)

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

that you want to adjust.

4 Click 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 are finished and the audio has stopped playing, click Play to view the slide and animations with

the new timing. If you do not like the results, repeat steps 4 and 5 again.

7 Click OK.

Note: Animations can only be synchronized with audio files, not video files.

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 for defining where the animation ends and the presentation begins again.

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

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Click the Playback tab.

4 Select Pause After Each Animation.

5 Click OK.

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

Set image quality for a presentation

The higher the image quality, 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, use regular or low.

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

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

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.

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Low The smallest file size and lowest quality image.

5 (Optional) If your presentation may be viewed by users with slow connection speeds, select Control Preloading,

and then select Download Slides Completely Before Playback. When this option is enabled, it takes longer for the presentation to start, but the slides play smoothly after the presentation begins.

6 (Optional) If your presentation contains SWF files on consecutive slides, select Control Preloading, and then

select Disable Preloading Of Embedded Flash Content. This option prevents a second SWF file from beginning to play before a first SWF file is finished.

Note: To publish a presentation without including any audio files, deselect Publish Audio.

7 Click OK.

Audio in presentations

Using audio in presentations

Adobe Presenter lets you add narration, music, step-by-step instructions, or almost any sound to your projects. You can use audio to provide instructions or to emphasize key points in the presentation. In general, sound can be as individual and flexible as any other presentation component.

You can use audio in Presenter presentations in a variety of ways. For example, Presenter can help you with the following tasks:

• Adding sound to an individual slide

• Adding special sounds to quizzes for correct and incorrect answers

Presenter lets you record your own audio files (using some simple equipment) or import existing files. Recorded files are saved in mp3 format. Imported files can be in WAV or mp3 format. Stereo files are imported as stereo, and mono files are imported as mono.

Note: Files imported in WAV format are converted to mp3 when a presentation is published. Final published presentations only play mp3 files.

Audio files included in presentations are saved within the audio assets folder. The PPCX file contains metadata about audio files. Presentations with a PPC file must be converted to PPCX to enable Adobe Presenter features. If you move or copy presentation files or the assets folder, be sure to include the audio assets folder. (Moving or copying the audio assets folder without the PPCX file may lead to problems.)

After you add audio to a presentation, you can synchronize the timing with other content, such as animations. For example, if your presentation contains PowerPoint animations, such as text that “flies in,” you can synchronize the animations with the audio. (For more information, see Presenter also contains features that enable you to add silent periods to audio files and to normalize audio for all slides so that the sound level is consistent.

“Add animation, image, and Flash (SWF) files” on page 18.)

Add audio files to a presentation

You can quickly add existing WAV or mp3 format audio files to a presentation. Simply import the files and use them as opening music, narration, instructions, or for any other purposes.

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

2 Select Adobe Presenter > Import Audio.

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3 Select the slide to which you want to add the audio file.

4 Click Browse and navigate to the audio file (WAV or mp3) you want to add to the slide.

5 Select the audio file and click Open. (You can add multiple files. If you select more than one, the first audio file

is added to the slide you selected in step 3, the next file to the slide immediately following, and so on.)

Note: Do not exceed 100 minutes of audio per individual slide in a presentation.

6 (Optional) Select the Ignore Markers option to ignore any sound markers placed in the audio file.

See also

“Preview a presentation” on page 8

“Import video” on page 32

Recording audio

In addition to adding existing audio files, you can also record your own audio files to use in Presenter presentations. Recorded files are saved in mp3 format. Follow these tips to ensure that you are recording the highest quality audio possible.

Setting up audio equipment

When you have acquired the necessary audio recording equipment, you must set it up properly. If you are just using a microphone, plug the microphone into the computer and start recording. Alternatively, you can plug the micro phone into a mixer or stand-alone preamplifier, and then plug the output of that device into your computer sound card’s “line in.” Plug the headphones into your computer. Then, set the volume on the mixer or preamplifier. Begin speaking to test the volume levels, and carefully raise the volume until it shows just under zero. (Using a preamplifier and line-in socket is optional.)

Setting sound card options

You can open the software application that controls the sound card. (In most Windows operating systems, you can find sound settings by clicking Start in the lower-left corner and selecting Settings you select the recording source (line in), you can adjust the volume to

100%. If you are using a mixer or stand-alone

> Control Panel > Sounds.) When

preamplifier, the actual recording level can be controlled from there.

Changing audio recording settings

After starting your audio recording software, you can change the settings as necessary. Mixers and preamplifiers don’t have sound-level controls, so you rely on the meters when recording. While recording, ensure that you don’t exceed zero on the meters, or the sound will be distorted.

Placing the microphone

Positioning your microphone correctly can make a big difference in the finished audio file. First, get as close as possible to the microphone (within 4–6 inches) so that you avoid recording any other nearby sounds. Don’t speak down to the microphone; instead, position it above your nose and pointed down at your mouth. Finally, position the microphone slightly to the side of your mouth, to help soften the sound of the letters s and p.

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Improving microphone techniques

Have a glass of water nearby so you can avoid “dry mouth.” Before recording, turn away from the microphone, take a deep breath, exhale, take another deep breath, open your mouth, turn back toward the microphone, and start speaking. This can eliminate breathing and lip-smacking sounds frequently recorded at the beginning of audio tracks. Speak slowly and carefully. You may feel that you are speaking artificially slowly, but you can adjust the speed later by using your audio recording software. Finally, keep in mind that you don’t have to get everything right the first time. You can listen and evaluate each recording and rerecord, if necessary.

Editing sound

Editing sound is like editing text. Listen carefully to your recording, delete any extraneous sounds, and then use the options available in your software to polish the sound. Add any music or sound effects you require, but make sure to save your audio track in the correct format (mp3 or WAV).

Reviewing the presentation

After you have added the audio to the presentation, listen to it again. Finally, it helps to ask others to preview the presentation file. If necessary, you can edit the audio again, on a per-slide basis.

See also

“Preview a presentation” on page 8

“Record video” on page 33

About audio recording equipment

Having the right audio equipment makes a big difference in the quality of recorded audio. Surprisingly, basic audio equipment can be relatively inexpensive; your equipment could include some if not all of the following:

Computer with a sound card The sound card installed in your computer acts as a digital recorder for audio.

Microphone If possible, avoid using the internal microphone that comes with most computers. Use a professional-

quality microphone cable and a stand to hold the microphone while you are recording.

Microphone preamplifier A preamplifier boosts the signal of the microphone. The microphone input of your

computer’s sound card probably includes a preamplifier, but it’s most likely a poor quality one. When purchasing a preamplifier, you can choose a small mixer or a stand-alone version. Mixers let you connect several microphones and devices to one location, and you can adjust their volumes independently. Stand-alone preamplifiers can be better than mixers at filtering out unwanted noises.

Speakers The speakers that came with your computer are probably good enough for listening to any audio you

record. For best results, check the specifications of your speakers and use the highest quality speakers possible.

In Microsoft Windows operating systems, you can usually find speaker (sound) settings by clicking Start in the lower-left corner and selecting Settings > Control Panel > Sounds.

Recording software A wide range of recording software is available, including Adobe Soundbooth™ and Adobe

Audition®. Important software features include editing capabilities (to fix mistakes), music and sound-effect options, and the capability to create the file format you require (such as mp3 or WAV).

Recording area You need a quiet place to record. Try closing doors, turning off any unnecessary computer

equipment, turning off or lowering lights that might be making noise, and turning off phone ringers, beepers, and pagers. Also, tell coworkers that recording is in progress.

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Set audio recording quality

Audio files present the common challenge of balancing quality against size. The higher the sound quality, the larger the file size. When working with audio, think of your users’ connection speed. In the best development case, exper iment to find the optimal balance between sound quality and file size for your users.

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

2 Select Adobe Presenter > Presentation Settings. (PowerPoint 2007 users select Adobe Presenter > Settings.)

3 Select the Quality tab.

4 Select an audio quality level. Remember that a higher quality level results in a larger audio file size.

CD Quality (stereo or mono) Bit rate of up to 128 Kbps and sampling frequency of 44 Khz

Near CD Quality (stereo or mono) Bit rate of up to 112 Kbps and sampling frequency of 44 Khz

FM Radio Quality (stereo) Bit rate of up to 64 Kbps and sampling frequency of 44 Khz

Low Bandwidth (mono) Bit rate of up to 32 Kbps and sampling frequency of 22 Khz

5 (Optional) If you think users might view your presentation on computers with slow connections speeds, select

Control Preloading, and then select Download Slides Completely Before Playback. When this option is enabled, it takes longer for the presentation to start, but the slides play smoothly after the presentation begins.

6 (Optional) If your presentation contains SWF files on consecutive slides, select Control Preloading, and then

select Disable Preloading Of Embedded Flash Content. This option prevents a second SWF file from beginning to play before a first SWF file is finished.

Note: To publish a presentation without including any audio files, deselect Publish Audio.

7 Click OK.

Change the audio input source

If you are recording audio for a presentation, you can either use a microphone or the line-in option that is usually included with an external audio device, such as a tape deck or stereo amplifier.

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

2 Select Adobe Presenter > Preferences.

3 Select the Audio Source tab.

4 In the Audio Input Source area, select either Microphone or Line In.

5 (Optional) Select the Always Prompt To Set Microphone Level Before Recording option if you want to calibrate

the microphone before each recording session. Calibrating is useful if you use different microphones or if you record in different environments (for example, a quiet room versus an area with background noise).

6 Click Close.

Calibrate microphones for recording

If you are recording audio for a presentation, set the microphone or recording device to the correct recording level. This process is called calibrating the recording device. Presenter can detect optimal microphone and recording sensi tivity levels automatically.

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Presenter must detect your recording device before calibrating it. Before you calibrate, check that your recording device is connected to your computer properly and is turned on.

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

2 Select Adobe Presenter > Record Audio.

3 To set the correct recording device level, say the following sentence into the microphone until the red recording

window becomes green: “I am setting my microphone recording level for use with Adobe Presenter.”

4 When you finish, click OK.

Record audio

If you have a microphone connected to your computer, you can record audio for inclusion in a slide. You can use audio for many types of narration or instruction.

A B C D

Record audio buttons A. Record B. Play C. Pause D. Stop

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

2 Select Adobe Presenter > Record Audio.

3 Calibrate your microphone by following the instructions in the Set Microphone Recording Level dialog box.

4 Click OK.

5 Click Record Audio to begin recording.

6 Speak into the microphone or recording device.

7 When you finish, click Stop Recording. Presenter converts the audio to mp3 format.

8 Click Play to listen to the recording.

9 (Optional) Click Previous or Next to record audio for another slide.

10 When you finish, click OK.

See also

“Preview a presentation” on page 8

“Record video” on page 33

Record audio for a specific location in a presentation

At times, you may need to record and add some audio to a specific location within a presentation. (To record audio, you must have a microphone or recording device plugged into your computer.)

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

2 Select Adobe Presenter > Edit Audio.

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3 Click the location within the waveform to which you want to add new, recorded audio. For example, if you have

an audio file playing on slide 1 and you need to add audio to the start, click the beginning of the audio file on slide 1. You can add audio to any location on the waveform, even a location that does not currently have audio.

4 From the Insert menu, select Recording.

Under Input Source, click the menu and select the recording device you want to use, either Microphone or Line In.

6 Set the Volume level for the recording. The default setting is 100%. To change the setting, slide the volume slider

bar to the left or right.

7 To set the optimal recording level and sensitivity for your input source (microphone or line in), click Calibrate.

8 To begin recording, click Start Recording and begin talking.

Length The length of the recording as you record.

Stop Click Stop to end recording.

9 To listen to the recording, click Play .

10 Click OK. The audio you just recorded is added to the location you specified on the waveform.

Waveform before (top) and after adding a new recording (bottom)

Import slide notes

If you have created slide notes in PowerPoint, you can import the notes into the script window in the Record Audio dialog box or the Sync Audio dialog box. Importing notes is useful if you want to use the slide notes as a script when recording an audio file as voice-over narration.

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

2 Select Adobe Presenter > Sync Audio. (PowerPoint 2007 users select Adobe Presenter > Sync.)

3 If necessary, select the View Script option.

4 Click Import Notes.

5 Select the slide notes to import. You can choose the current slide, all slides, or scripts on specific slides.

6 Select an import option. You can append notes to existing PowerPoint notes (adding note text to the end of any

existing PowerPoint slide notes text) or replace existing scripts with PowerPoint imported notes.

7 Click OK twice.

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Macromedia Presenter - 7.0 Instruction Manual

Contents

Adobe Presenter

Adobe Presenter overview

About Adobe Presenter

System requirements

Installing Presenter

Creating presentations

Presenter How To Topics

Creating presentations with Presenter

Presenter workspace

Elements of presentations

Planning a presentation

Presenter best practices

Create a Presenter presentation

Saving presentations to an older version of Presenter

Open an Articulate Presenter file in Adobe Presenter

Import a presentation created in Articulate Presenter

Creating presentations for mobile devices

Preview a presentation

Editing Presenter presentations

Change the presentation title

Add a presentation summary

Change slide properties

Add and edit presenters

About attachments

Add and edit attachments

Add animation, image, and Flash (SWF) files

Audio in presentations

Using audio in presentations

Add audio files to a presentation

Recording audio

About audio recording equipment

Set audio recording quality

Change the audio input source

Calibrate microphones for recording

Record audio

Record audio for a specific location in a presentation

Import slide notes