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Synchronizing linked Word documents with RoboHelp projects

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USING ROBOHELP HTML 9 61 Projects Synchronizing linked Word documents with RoboHelp projects After you import or link Word documents to your RoboHelp project, you generate Help topics based on the project settings. When you import a Word document into a RoboHelp project, the topics are generated immediately and appear in the Project Manager pod. However, when you link a Word document to a RoboHelp project, the topics are not generated until you explicitly generate them. Because RoboHelp maintains a live link with the linked Word document, you can update a linked Word document if the source document or conversion settings in the RoboHelp project change. Icons of the project files in the Project Manager pod indicate whether the documents are in sync with the RoboHelp topics. Update the topics generated from linked Word documents in the following scenarios: • Source Word documents changed after you added or linked them to the RoboHelp project. • You changed the pagination settings in the RoboHelp project. • You changed the styles in the RoboHelp project and want to revert them to as in the FrameMaker document. • You updated the CSS in the RoboHelp project. If you imported documents into the project, the Project Manager pod does not indicate the synchronization status. If either the Word documents or the conversion settings change, reimport the Word documents and overwrite the RoboHelp topics already generated. When you update the documents, RoboHelp updates the converted HTML topics, TOC, index, and glossary. Word document synchronization status indicators The following table shows the different status indicators that appear on the Project Manager pod in RoboHelp for all linked Word documents. Icon Description Source Word document that was linked by reference missing. The source document that you have linked to the RoboHelp project is moved to another folder, renamed, or deleted. Locate the source document and link to the new location. Source Word document that was linked by copy into the project is missing, renamed, or moved to another folder. Locate the source document and link to the new location. Source Word document that was linked by reference is out of sync because of changes in the source document. Update the document. Source Word document that was linked by copy into the project is out of sync because of changes in the source document. Update the document. Source Word document linked by reference is out of sync because of changes in the RoboHelp conversion settings. Update the document. Source Word document linked by copy into the project is out of sync because of changes in the RoboHelp conversion settings. Update the document. Source Word document linked by reference and generated topics are in sync. Source Word document linked by copy into the project and generated topics are in sync. Generate topics from linked Word documents Generating Help topics from linked Word documents is a one-time activity. After you generate Help topics, you can update them whenever the source document or conversion settings change. ❖ Right-click the linked Word document in the Project Manager pod, and select Update > Generate. Last updated 12/14/2011

Section	Page
Contents	3
Chapter 1: Getting started	7
Activation and registration	7
Install the software	7
Help with installation	7
License activation	7
Register	7
Adobe Product Improvement Program	8
ReadMe	8
Help and support	8
Community Help	8
Services, downloads, and extras	9
Adobe Exchange	9
Adobe downloads	9
Adobe Labs	9
Adobe forums	9
Adobe TV	9
RoboHelp sample projects and output	9
RoboHelp Developer Center	9
RoboHelp Help and Support page	9
Previous RoboHelp Help	9
Troubleshooting tips	10
What’s new in RoboHelp 9	10
Authoring enhancements	10
Import and linking enhancements	12
Review and collaboration features	13
Publishing features	14
User customization features	18
Usability and productivity features	18
What’s new in RoboHelp Server 9	19
User interface enhancements	19
Enhanced platform support	19
Technical enhancements	19
Moderation settings for Adobe AIR Help comments	20
Search-related enhancements	20
Reporting enhancements	20
Configuration Manager enhancements	20
The little things	21
Chapter 2: Exploring the workspace	22
Workspace overview	22
Working with pods	23
View a pod	23
Arrange pods	23
Types of pods	23
Starter pod	23
Project Manager pod	24
Project Set-up pod	24
Snippets pod	24
Styles And Formatting pod	25
User Defined Variables pod	25
Error List pod	25
Output View pod	25
Toolbox pod	25
Resource Manager pod	26
RoboHelp Server pod	26
Environments	26
Create and save an environment	26
Load an environment	26
Restore the default environment	27
Delete an environment	27
Menus and toolbars	27
Customize menus	27
Customize toolbars	27
Enable and disable smart menus	28
Create or remove keyboard shortcuts	28
Create keyboard shortcuts	28
Remove or reset keyboard shortcuts	29
Configure general settings	29
Set the default language and other preferences	29
Enable or disable confirmation	29
Enable, disable, or reset notifications	30
Chapter 3: Projects	31
Project basics	31
Basic workflow	31
About projects	31
Help project components	32
Files in a project	33
Main project file (XPJ)	33
Folder files (FPJ)	33
Single-source layout files (SSL)	33
Auxiliary project files (APJ)	33
Other types of files	33
About output types	34
End-user viewer requirements	35
Create and manage projects	35
Create a project	35
Create a project by importing documents	36
Save projects	37
Disable auto-save	37
Opening a project	38
Open a project when starting RoboHelp	38
Open a project after starting RoboHelp	38
Upgrading a project	38
Pin a project to the list of recently opened projects	39
Change project settings	39
Rename a project	41
Viewing projects	41
Define chapter layout	41
Manage files	42
List topics by title or filename	42
Using the To Do list	42
Edit the list of recently opened projects	43
Add files to the Baggage folder	43
Remove files from the Baggage folder	43
Map file types	43
Remove topics from projects	44
Manage folders	44
Create folders	44
Project Manager folders	45
Rename folders	46
Move folders	46
Remove custom folders	46
File and folder icons	46
Authoring content in multiple languages	48
Support for multiple languages	48
Translation workflows	50
Compare content in different languages	50
Select a different language for translating a project file	50
Create a project with a different language	51
Customizing text for localization	51
Edit the LNG (language) file	51
Change the default project language	52
Language support for associated dictionaries	52
Index localized text	52
Universal character sets	52
Support for Unicode text encoding standards	53
Set up input languages on Windows	53
Upgrade localized projects	54
Import PDF files	54
Create a project by importing a PDF file	55
Import PDF files into a project	56
Importing and linking Microsoft Word documents	56
Linking versus importing Word documents	57
Optimizing Word documents for online output	57
Linking options for Word documents	58
Link and import Word documents	59
Create a project by importing a Word document	59
Link a Word document to a RoboHelp project	59
Import a Word document into a RoboHelp project	59
Importing a Word TOC, index, and glossary	60
Convert headers and footers in Word documents	61
Converting Word styles to RoboHelp styles	61
Select CSS for style mapping	61
Convert Word paragraph styles to RoboHelp styles	62
Convert Word character styles to RoboHelp styles	62
List mapping	63
Create custom HTML tags	63
Convert Word table styles to RoboHelp table styles	63
Convert Word references to hyperlinks	64
Create RoboHelp styles from inline formatting	64
Pagination and topic naming in converted Word files	64
Set pagination for online Help topics	65
Convert context-sensitive Help markers in Word to map IDs	65
Define the topic name pattern for generated topics	66
Synchronizing linked Word documents with RoboHelp projects	67
Word document synchronization status indicators	67
Generate topics from linked Word documents	67
Update topics generated from linked Word documents	68
Preserve changes to a topic during an update	68
Delete a generated topic	69
Regenerate a deleted topic	69
Edit a linked Word document	69
Delete a linked Word document	69
Restore a link to a missing or renamed Word document	70
Word conversion settings	70
Export conversion settings	70
Import conversion settings to a project	70
Word document components converted to RoboHelp	70
Import FrameMaker documents	71
Optimizing for online output before conversion	71
Preparing FrameMaker documents for conversion to Help	72
Importing FrameMaker documents	73
Create a RoboHelp project by importing FrameMaker books or documents	73
Import a FrameMaker book into a new RoboHelp project	73
Import FrameMaker documents into an existing RoboHelp project	74
FrameMaker document components converted to RoboHelp	74
Conversion basics	76
Convert a FrameMaker TOC	76
Import FrameMaker index entries	77
Import glossary definitions	77
Apply conditions from a Ditaval file	77
Converting FrameMaker formats to RoboHelp styles	77
Select a FrameMaker template for conversion	77
Select the CSS for style mapping	78
Upgrading from RoboHelp 7 to RoboHelp 9	78
Hierarchical structure in a FrameMaker 9 book	79
Convert FrameMaker cross-reference formats to RoboHelp styles	80
Content reference	80
Conversion settings	80
Pagination for Help	81
Convert context-sensitive Help markers from FrameMaker documents	82
Apply FrameMaker conditional text build expressions	83
Converting FrameMaker content	83
Convert FrameMaker paragraph formats to RoboHelp styles	83
Convert FrameMaker character formats to RoboHelp styles	83
Exclude a FrameMaker paragraph format from Help topics	84
Custom HTML tags	84
Autonumber style mapping	84
List-mapping scenarios	85
Convert FrameMaker table formats to RoboHelp table styles	86
Image conversion settings	86
Preserve converted images	88
Create alternate text for images	88
Import a DITA map file	88
Import XML files	89
Import Microsoft HTML Help projects	91
Import WinHelp projects	91
Import WinHelp Project settings	91
WinHelp folder import options	92
Folder for HTML files	92
Folders for images	92
File options	92
WinHelp formatting import options	93
WinHelp general import options	93
Navigation pane	93
Default pane	93
Advanced	94
HLP and HPJ files	94
HTML projects from WinHelp: Frequently asked questions	94
Import a WinHelp HLP file into an HTML project	95
HTML limitations with HLP files	96
Tips for creating HTML projects with HLP files	97
Import a WinHelp HPJ file into an HTML project	97
Tips for creating HTML projects with HPJ files	98
Adding projects to version control	98
About version control	99
Apply version control	99
Version control FAQs	100
Add a RoboHelp project to version control	101
File check-in/check-out	102
Merging Help projects	102
About merged Help projects	102
Create a master project	103
Publish child projects	104
View merged Help projects	105
Remove merged child projects	105
Customize merged WebHelp/FlashHelp Pro projects	105
FAQs about merging projects	106
Reports	108
Export project reports	108
Print reports	108
Send reports	109
Generate and customize reports	109
Broken links report	109
Conditional Build Tag report	109
See Also report	109
Index report	110
Duplicate Map IDs report	110
External Topics report	110
Glossary report	110
Images report	111
Map IDs report	111
Project Status report	111
Snippets report	111
Style Sheets report	111
Table Of Contents report	111
Topic Properties report	112
Topic References report	112
Topics By Priority report	112
Unreferenced Topics report	112
Unused files report	113
Unused index keywords report	113
Used Files report	113
Missing topics report	113
Variables report	113
Reference	114
URL Properties dialog box	114
Delete Old Project dialog box	114
Move File Into Project dialog box	114
Help to HTML style options	114
HTML Help Advanced Settings tri-pane	114
Buttons	114
Navigation pane	114
Font	115
HTML Help Advanced Settings TOC tab	115
Chapter 4: Working with topics	116
Create, save, and open topics	116
Create a topic	116
Save topics	116
Save a topic	116
Enable or disable Save	117
Rename topic files	117
Open topics	117
Support for multiple document interfaces	117
Author in XHTML	118
Convert XHTML to HTML	118
Validate XHTML	118
Import and copy topics	119
Import topics	119
Copy topics into a project	119
View topics and design elements	120
Preview topics	120
Define a conditional build expression	120
View design elements	121
Master pages	121
Create a master page	122
Create a master page from a topic	122
Formatting master pages	123
Edit a master page	123
Change the CSS associated with a master page	123
Insert a placeholder	123
Format and edit placeholders	123
Importing master pages	124
Applying master pages	124
Apply a master page to a topic	124
Apply a master page to multiple topics	124
Applying a master page or CSS at the time of generation	125
Manage topics	125
Rename a topic	125
Update topic references	126
Add underscores to filenames	126
Change topic properties	126
Find a topic	127
Assign a default topic	128
Track topic status	128
View and manage topic details in the Topics List pod	128
Work with the Tag list	129
Managing resources	129
About Resource Manager	129
Configure Resource Manager settings	129
Manage shared resources in the Resource Manager pod	130
Add a shared location	130
Add a category	131
Show or hide contents in the Resource Manager pod	131
Maintain shared resources	131
Manage linked resources	132
Check spelling and find and replace	133
Check spelling in the TOC, index, see also list, or glossary	133
Specify spelling options	133
Check spelling in topics or projects	134
Customize a dictionary	135
Use the thesaurus	135
Find and replace	136
Find and replace text in a topic	136
Find and replace text in files	137
W3C compliance	137
Reference	138
General pane for Oracle projects	138
Chapter 5: Editing and formatting	139
RoboHelp editors	139
RoboHelp Design Editor	139
RoboHelp HTML Editor	139
Open RoboHelp HTML Editor	139
Undo a change	139
View line numbers	139
Add keyword expansions	139
Change code color	140
Third-party HTML editors	140
Using RoboHelp with other HTML editors	140
Add an HTML editor	140
Remove or rename an HTML editor	141
Auto-select an HTML editor or set a default	141
Specify an editor for new topics	142
Character formatting and fonts	142
Apply or remove character formatting	142
Apply color to text	142
Define advanced font options	142
Change character spacing	143
Change font size	143
Create a font set	143
Apply a font set to text	143
Change font sets	143
Remove font sets	143
Insert symbols and special characters	144
Insert a non-breaking space	144
Format paragraphs	144
Align paragraphs	144
Indent paragraphs	144
Indent text lines	144
Change margins	145
Change the unit of measure for the ruler	145
Define a language for a paragraph	145
Apply text wrapping	145
Adjust line spacing	146
Add line breaks to paragraphs	146
Borders, backgrounds, color, and sound	146
Add or edit borders and backgrounds in topics	146
Add borders to images	146
Remove borders or backgrounds	147
Add or delete horizontal lines	147
Add a horizontal line	147
Delete a horizontal line	147
Modify colors	147
Remove colors	148
Add sound to topics	148
Tables	148
About tables	148
Workflow for creating a table	149
Insert tables	149
Insert a basic table	149
Insert a custom table	149
Inserting tables within tables	149
Copy and paste tables	149
Edit tables	150
Insert table rows or columns	150
Edit table properties	150
Set autofit table properties	150
Edit cell properties	150
Edit spacing within cells	150
Merge or split table cells	151
Lists	151
Indent lists	151
Apply bullet styles	151
Match bullet color to text	152
Remove bullets and numbering	152
Apply a numbering format	152
Add a paragraph within a list	153
Restart or continue numbering or lettering	153
Headers, footers, and page breaks	153
Headers and footers	153
Create or edit headers and footers	153
Remove headers and footers	154
Insert page breaks	154
Text boxes	154
Insert text boxes in topics	154
Layer positioned text boxes	154
Change text box properties	155
Remove text boxes from a topic	155
User-defined variables	155
Create a user-defined variable	155
Create a variable set	156
Edit a user-defined variable	156
Format a user-defined variable	156
Insert a user-defined variable	157
View properties of a user-defined variable	157
Delete a user-defined variable	157
Rename a user-defined variable	157
Single-source with snippets	158
Create and manage snippets	158
Insert a snippet in a topic	158
Insert a snippet in a drop-down text editor	159
Applying conditional build tags to a snippet	159
Inserting variables in snippets	159
Convert a snippet to text	159
Delete a snippet	159
Reference	160
META tags default editor	160
Chapter 6: Styles and style sheets	161
Style types	161
Manage style sheets	161
Link a style sheet to topics or master pages	161
Unlink a style sheet from topics or master pages	162
Create a style sheet	162
Create a style sheet and topic simultaneously	162
Export a style sheet	162
Create styles for style sheets	163
Create a style in the Styles dialog box	163
Create a style using the Styles And Formatting pod	163
Create a style using the Design Editor	163
Table styles	164
Global table styles	164
Apply table styles	164
Create and manage table styles	164
Create table styles	164
Apply conditional build tags to tables	165
List styles	165
About list styles	165
Create HTML lists	166
Create multilevel lists	166
Create an autonumbering style	166
Create a sequencing prefix	167
Edit a sequencing prefix	167
Delete a custom sequence	167
Apply styles	167
Edit styles in CSS files	168
Edit a style using the Styles dialog box	168
Edit a style using the Styles And Formatting pod	168
Delete styles from style sheets	168
Use color and images	169
Change text and link colors in a style sheet	169
Add or edit borders or backgrounds in style sheets	169
Inline styles	170
Apply or edit inline styles	170
Remove inline styles from text	170
Chapter 7: TOCs, indexes, glossaries	171
TOCs	171
TOC basics	171
About TOCs	171
Create TOCs	171
Print TOCs	171
Create TOC books and pages	172
Create TOC books	172
Create TOC books and pages with targeted links	172
Create TOC books from pages	172
Create TOC pages by dragging	172
Create TOC books and pages with user-defined variables	173
Edit TOC books and pages	173
Rename TOC books and pages	173
Reorder TOC books and pages	173
Remove TOC books or pages	173
Change properties for TOC books or pages	173
Manage TOCs	174
Manage TOCs with reports	174
Identify and fix broken TOC links	175
Multiple TOCs	175
About multiple TOCs	175
Move books and pages to TOCs	175
Create multiple TOCs for a project	175
Merge TOCs	175
Create browse sequences from TOCs	176

Match case Limit results 1 per page

USING ROBOHELP HTML 9

Projects

Last updated 12/14/2011

Synchronizing linked Word documents with RoboHelp projects

After you import or link Word documents to your RoboHelp project, you generate Help topics based on the project

settings. When you import a Word document into a RoboHelp project, the topics are generated immediately and

appear in the Project Manager pod. However, when you link a Word document to a RoboHelp project, the topics are

not generated until you explicitly generate them. Because RoboHelp maintains a live link with the linked Word

document, you can update a linked Word document if the source document or conversion settings in the RoboHelp

project change. Icons of the project files in the Project Manager pod indicate whether the documents are in sync with

the RoboHelp topics.

Update the topics generated from linked Word documents in the following scenarios:

•

Source Word documents changed after you added or linked them to the RoboHelp project.

•

You changed the pagination settings in the RoboHelp project.

•

You changed the styles in the RoboHelp project and want to revert them to as in the FrameMaker document.

•

You updated the CSS in the RoboHelp project.

If you imported documents into the project, the Project Manager pod does not indicate the synchronization status. If

either the Word documents or the conversion settings change, reimport the Word documents and overwrite the

RoboHelp topics already generated. When you update the documents, RoboHelp updates the converted HTML topics,

TOC, index, and glossary.

Word document synchronization status indicators

The following table shows the different status indicators that appear on the Project Manager pod in RoboHelp for all

linked Word documents.

Generate topics from linked Word documents

Generating Help topics from linked Word documents is a one-time activity. After you generate Help topics, you can

update them whenever the source document or conversion settings change.

❖

Right-click the linked Word document in the Project Manager pod, and select Update > Generate.

Icon

Description

Source Word document that was linked by reference missing. The source document that you have linked to the

RoboHelp project is moved to another folder, renamed, or deleted. Locate the source document and link to the new

location.

Source Word document that was linked by copy into the project is missing, renamed, or moved to another folder. Locate

the source document and link to the new location.

Source Word document that was linked by reference is out of sync because of changes in the source document. Update

the document.

Source Word document that was linked by copy into the project is out of sync because of changes in the source

document. Update the document.

Source Word document linked by reference is out of sync because of changes in the RoboHelp conversion settings.

Update the document.

Source Word document linked by copy into the project is out of sync because of changes in the RoboHelp conversion

settings. Update the document.

Source Word document linked by reference and generated topics are in sync.

Source Word document linked by copy into the project and generated topics are in sync.