Information Technology Services Kennesaw State University Adobe Captivate Level 1 Presented by Technology Outreach in collaboration with The Multimedia Development Group (MDG)
Copyright 2007 Information Technology Services Kennesaw State University This document may be downloaded, printed, or copied, for educational use, without further permission of the Information Technology Services Department (ITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the ITS Department. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the ITS Department is expressly prohibited. 2
Table of Contents Introduction... 4 Getting Started... 5 Create a Project Folder... 5 Gather Files... 5 Show Filename Extensions... 5 Check Audio Devices... 6 Starting a Blank Project... 7 The Captivate Editing Environment... 8 Project Properties, Preferences, and Settings... 9 Project Properties... 9 Project Preferences... 10 Project Audio Settings... 11 Importing a PowerPoint Presentation... 12 Editing your Captivate Project... 14 Inserting an Image... 14 Simple Screen Captures... 15 Inserting a Text Caption Box... 16 Inserting a Highlight Box... 17 Recording Audio... 19 Editing an Audio Track... 22 Section 508 Compliance... 24 Previewing your Captivate Project... 25 Publishing your Captivate Project... 26 Publishing for use on the web... 26 Publishing for use in Blackboard Vista... 28 Uploading and Using your Project in Blackboard Vista... 29 Using Captivate Templates... 30 Additional Resources... 31 3
Introduction Captivate is designed to help you create instructional movies (also called screen casts). Captivate produces a Shockwave Flash file (.swf) that is platform/browser independent. You can import your PowerPoint presentation into a Captivate project, add callouts, highlights, and audio to the project, then publish the project to a flash movie. PowerPoint enables you to record audio, and save as web pages but the end result is unpredictable and somewhat dependant on the viewer using the Internet Explorer web browser. When you create a Captivate project, Captivate creates a file with a (.cp) extension. This Captivate file can be edited and published when need be. Figure 1 - The Captivate Opening Screen The creation of a Captivate project results in many files being created. It is best to keep all of these files together in one folder. When you have finished editing the Captivate file, you can publish the entire project as a Shockwave Flash movie with a.swf file extension and a companion.htm file. These files can be used on a website or in a WebCT Vista course section. One of the main benefits of using Captivate as opposed to PowerPoint, is that Captivate projects result in a Flash file that is very robust and platform/browser independent. 4
Getting Started Before you get started with Captivate, you may want to prepare and check a few things. Create a Project Folder The use of Captivate results in the use and creation of many computer files. It is best to create a project folder and keep all of the files required by and generated from the project together in one place. To create a folder in Windows: 1. Right-click on the Desktop, and click New >> Folder. 2. Give the Folder a Name Gather Files Any files that you will need for your project, such as PowerPoint presentations, images, screen captures, etc should be moved or copied into the project folder. Show Filename Extensions Creating a Captivate project results in the use and creation of many computer files. It is a good idea to set your operating system s file manager to show the filename extensions. To show filename extensions in Windows XP: 1. Open a My Computer window. 2. Click on Tools >> Folder Options. 3. Click on the View tab. 4. Under Hidden Files and Folders, uncheck the box adjacent to Hide extensions for known file types. 5
Check Audio Devices If you are going to record audio over your project s slides, you will need some sort of a microphone and speakers. Most of you will probably be using a USB headset. When you plug-in your headset, your audio device settings should automatically change to the USB device. When you unplug your headset, your audio device settings should change back to the default audio devices. If you want to leave your headset plugged-in, you can go into you Windows audio settings and set which device you want to use. To manually set your audio devices: 1. Go to Start >> Settings >> Control Panel >> Sounds and Audio Devices. 2. Click on the Audio tab. 3. Make sure that the Sound Playback Device and the Sound Recording Device are set to the device that you wish to use. Figure 2 - Sounds and Audio Settings 6
Starting a Blank Project All things considered, especially for training purposes, it is better to start a Captivate project as a Blank Project. To open a blank project: 1. Open Captivate. 2. Click on Record or create a new project. 3. Select Other. 4. Choose Blank Project. 5. Choose a User Defined project size. 6. Set the size at 720x540. Best Practice: In general, projects that are intended for the PC or web should be sized anywhere from 640x480 to 800x600 (Width x Height). Captivate imports PowerPoint slides at their native size of 720x540. 720x540 falls inside of this range, so you may want to size all of your projects at this size. Note: If your intended audience is using a dial-up connection to the Internet, you may want to use a smaller slide size; such as 512x384 or even 480x360. 7
The Captivate Editing Environment Figure 3 - The Captivate Editing Environment The editing environment of Captivate looks a lot like PowerPoint. The main difference is the timeline. As you can see in the image above, Captivate created a new slide for each slide from the PowerPoint presentation, converted the slides to images, and made the images the background for each Captivate slide. Captivate also gave each slide a timeline using the default setting in seconds. Captivate also imported the notes from the presentation into the notes for the project. 8
Project Properties, Preferences, and Settings Captivate is a complex application with many properties, preferences, and settings. Listed below are some of the ones that affect importing PowerPoint presentations and recording audio tracks over the imported slides. Project Properties You can set the properties for your project. The properties of the project are accessible to the viewer of the published project. To set the project properties: 1. Go to File >> Properties 2. Set the Project name, Author, Company, E-mail, Website, Copyright, and Description properties for your project. 3. Click the OK button. Figure 4 - Captivate Project Properties 9
Anyone that plays, or views your finished project movie can see the properties by clicking on the i, or Information button on the playback toolbar. Figure 5 - The Information Button When the viewer of your project clicks on the Information button, the properties window will open. Figure 6 - The Properties Project Preferences There are a few preferences you can set that may help you create the kind of project that you want. To set project preferences: 1. Go to Project >> Preferences. The main preference that we are concerned with respect to importing PowerPoint slides is the default slide duration. Best practices suggest that we set a duration of at least 8 seconds for each slide. 2. Go to the Preferences tab, and verify that the 508 compliant option is checked. 3. Go to the Defaults tab. Change the Slide duration setting to 8 seconds. 4. Click OK. 10
Project Audio Settings We are going to be recording audio over our imported PowerPoint slides, so let s look at the audio settings. To set the project audio settings: 1. Go to Audio >> Settings. Figure 7 - Project Audio Settings Tip: If you are trying to cut down on the file size of your project for bandwidth purposes (read dialup users), you can change the default settings here and make a big difference. I have experimented with Bitrate settings as a custom 32kpbs, and Encoding Frequency set to 11.025 with no noticeable change in voice audio quality. These two changes can result in a 50% reduction in file size and bandwidth use. 2. Make the setting changes that you want. 3. Click OK 11
Importing a PowerPoint Presentation One method of getting content into your Captivate project is to import it from a PowerPoint presentation. Once this content is in Captivate, you can add audio, captions, images, highlights, animations, and more. When importing slides from PowerPoint, if you have notes for each slide in the notes pane, Captivate will import the notes into it s own notes pane. To import a PowerPoint presentation into Captivate: 1. Go to File >> Import/Export >> Import Microsoft PowerPoint Slides. 2. Navigate to your PowerPoint presentation, select it, and click Open. The PowerPoint Slide Options window enables you indicate where you want to insert your slides. 3. Click OK. The Convert PowerPoint presentations window enables you to decide which slides you want to import. 4. Click OK. 5. Click on the Edit tab. When Captivate switches from the import mode to the edit mode, you will see the tabs labeled Storyboard, Edit, and Branching. We will be working in the Edit tab. 12
Figure 8 - The Edit Tab 6. Click the Save button on the main toolbar. 7. Give your project a name and navigate to the folder in which you wish to save it. Remember to save your project in the project folder that you created earlier. 8. Click the Save button. Captivate saves your project in a file with an extension (.cp). This file is the original project file and should be retained even after the project is published, so that you can make changes and publish the project again. 13
Editing your Captivate Project Inserting an Image Captivate enables you to insert images into your project. The image is then an object on the slide timeline that can be manipulated. You can get images for your project from the web, from a digital camera, from scanning a photograph with a scanner, or from a screen capture saved as an image file. Tip: It is easier to move, copy, or save the image file into your project folder before you execute the following steps. To insert an image into your project: 1. From the Edit tab select the slide to in which you wish to insert an image. 2. Go to Insert >> Image. 3. In the Open window, navigate to your project folder where you have saved the image file. 4. Select the image and click Open. The New Image Box window will open. It enables you to set the properties of your new image. 5. Click OK to insert your new image. You should now see the image as an object in the Timeline for the slide. Figure 9 - Slide Timeline including an Image and Audio Track Tip: When you insert an image, and wish to resize it with the sizing handles, if you hold down the shift key, the original proportions of the image will remain intact. 14
Simple Screen Captures One method of inserting content from another application into a Captivate project is to obtain a screen capture, save it as an image file, and insert it as an image. Captivate will record screen actions, but if you just want to capture a small area of an Acrobat document, a Word document, or an Excel spreadsheet, a simple screen capture is the easiest. There are many applications that can caption screen images, but the easiest comes with Windows. How to create a simple screen capture: 1. Press the Print Screen key. Windows will copy the whole screen to the clip board. 2. Open the Paint application. It is usually at Start >> Programs >> Accessories >> Paint. 3. Click on Edit >> Paste. 4. Click on the Select button on the Paint toolbar. 5. Select the area of the screen image that you want. 6. Click Edit >> Copy. 7. Click on File >> New. 8. Click No, you don t want to save the changes. 9. Go to Image >> Attributes and set the image size to 40x40. 10. Click Edit >> Paste. The Paint canvas will grow to the correct size of the copied image on the clip board. 11. Click File >> Save 12. Give the file a name and save it as a jpeg file in your project folder. 13. Click the Save button. 15
Inserting a Text Caption Box A text caption box is an object that enables you to put text on your project s slides. A caption box can be made to look like a call out. Once added to your slide, the caption box has a timeline like all the other objects on the slide. To insert a text caption box: 1. Select the slide to which you wish to add the caption box. 2. Go to Insert >> Text Caption box. 3. The New Text Caption window will open. 4. Enter the text that you wish for this caption. 5. Click OK. The text caption box becomes another object on the slide timeline. You can edit the timing for the caption to appear, and edit the timing for when the caption is to disappear. Figure 10 - Text Caption Box 16
Inserting a Highlight Box A highlight box is an object that enables you to bring attention to areas of your slide. The highlight box has a timeline like all the other objects on your slide. It s timeline can be manipulated to make it appear or disappear as you wish. To add a highlight box to your slide: 1. Select the slide to which you wish to add the highlight box. 2. Go to Insert >> Highlight Box. 3. Set the frame color, frame width, fill color, and fill transparency settings as you please. 4. Click OK. The highlight box becomes another object on the slide timeline and can be modified to appear and disappear as you wish. Figure 11 - Highlight Box 17
The image below is that of a slide timeline with an image, a caption box, and a highlight box added. Figure 12 - Slide Timeline 18
Recording Audio Before you start recording audio it is best to have a script, or at least a plan. If you had notes entered into the notes pane of your PowerPoint presentation before you imported it, the notes will import into the Captivate notes pane. If you had no notes in your PP presentation, you can enter notes (your script) into the Captivate notes pane. These notes will appear in the audio recording window so you can read from them when recording. You can record audio for one slide, or you can record audio for the whole project and split it for each slide after the fact. In this workshop, we will record audio for one slide at a time. Note: Be sure and setup your audio devices. Refer to the Getting Started section of this document for instructions. To record audio for a slide: 1. Select the slide for which you wish to record audio. I would start with the first slide. 2. Click on the Audio button on the main toolbar. The Record Audio window should open. Note the Show Script/Hide Script button. Figure 13 - Record Audio 19
Note: If you click on the Show Script button, the text from any captions that you have inserted on the slide, and the notes from the notes pane show in the recording window. This feature enables you to keep the text or script for the audio in the project file associated to the slide. 3. Click on the Record button. We are assuming that you have your recording device setup and ready to go. Note: If you have not recently recorded audio, Captivate will ask you to test the sensitivity level to create the best possible audio quality. After testing the level, Captivate will start to record your voice audio. 4. When you are finished recording, click on the Stop button. Don t be nervous, you can re-record the audio as many times as you need to get it right. The Recording meter will show your sensitivity level as you record. Figure 14 - Recording Level Meter and Stop Button 5. Click OK to accept the audio track. Note: If your recorded audio is longer in seconds that the slide that you have selected, the Audio split options window will open, and will give you three choices. We are going to use the first option, to increase the timing of the slide to match the length of the audio. Captivate will let you record audio for the whole project at once and then indicate where the splits are for each slide. 20
Figure 15 - Audio Split Options When you are finished recording, you will see the audio track in the timeline for the selected slide. Figure 16 - Audio Track for a Slide You can grab the end of the slide to make it longer (in seconds), and you can grab the audio track and move it around also. Best Practice: It is important to always have the timing of the slide a little longer that the audio track. You can grab the end of the slide timeline and drag it to the right to make it longer in seconds. 21
Editing an Audio Track If you double-click on the audio track in the slide timeline, the Edit Audio window will open. This window enables you to edit the audio track. Figure 17 - Edit Audio Window For the most part, it is probably easier to just re-record a track, unless it is a long track that you are happy with and you just want to edit something simple such as removing blank spaces or insert silence. 22
To cut out empty space: 1. Select the empty space using your mouse. 2. Click on the Cut Selection button. 3. Click OK. Figure 18 - Editing an Audio Track To insert silence: 1. Click in the audio track where you want to insert silence. 2. Click on the Insert silence button. 3. Set the number of seconds to insert, and the position to insert the silence. Figure 19 - Inserting Silence 4. Click OK. 23
Section 508 Compliance Section 508 was enacted to eliminate barriers in information technology, to make available new opportunities for people with disabilities, and to encourage development of technologies that will help achieve these goals. To make your project fully 508 compliant: 1. Verify the 508 compliance preference on page 10 of this document. 2. After you record audio for a slide, you will need to click on the Properties button on the main toolbar to open that slide s properties. 3. Click on the Accessibility button. 4. Click on the Insert slide text, or Insert slide notes option or enter any text from images or caption boxes on this slide. 5. Click OK. 24
Previewing your Captivate Project After you edit your Captivate project, you may want to preview it to ensure the edits are acceptable. To preview your project: 1. Click on the Preview button on the main toolbar. Captivate will let you preview: The currently selected slide The whole project The whole project starting from the current slide The next 5 slides from the current slide The whole project in a web browser. 2. Choose the type of preview you wish. Figure 20 - Previewing your Project If you choose to preview the currently selected slide, Captivate will play the project from the Edit view timeline. You will see the playhead move across the timeline as it plays. If you choose any other type of preview, the project will play in another window. Click on Close Preview to stop the preview. 25
Publishing your Captivate Project When you are finished editing your project, you will need to publish it. When you publish a project, all of it s slides and objects are rendered into a flash movie (.swf file). Publishing for use on the web When the editing is finished, you will need to publish your movie. The publish feature will render your slides into a Flash movie. Always keep the original.cp file so that you can make changes and re-publish when need be. To publish your project for use on the web: 1. Click the Publish button on the main toolbar. 2. On the left side of the Publish window, select the Flash (SWF) option. 3. In the Flash Options section, use the Browse button to navigate to, or create a folder for your project. 4. In the Output Options section, select Export HTML. 5. Click the Publish button. Four files will be created in the target folder you designated. Figure 21 - Project Files 26
standard.js This is a JavaScript file that is created to help make your project play correctly with Internet Explorer. frances.htm This is an HTML file in which your project is embedded. Link to this file from another webpage. The proper sizing and display properties are also embedded into this file. frances.swf This is the main Shockwave Flash file. This file will play if you want it to, but it may not be sized correctly. frances_skin.swf This is the playback bar skin. It provides the style and playback bar. The steps in the next section of this document zip all these files into a compressed folder that can be upload all at once. Note: Remember, the Captivate file with the.cp filename extension is the original file. To make any changes in the future, you will need to edit the.cp file and republish the project to recreate the other files. If you are putting your project on the web, you do not need to put the.cp file on the server, save it on your local computer for future editing purposes. 27
Publishing for use in Blackboard Vista The easiest method of uploading your project to a Vista course section is to upload it into your file manager as a compressed, or zipped file. There are usually four files published when you publish a project, you want all four of the files in a folder and the whole folder compressed to one file, a zip file. If you have already published your project and you have a project folder with the four files in it, you can compress the folder by right-clicking on the folder and then clicking on Send to >> Compressed (zipped) Folder. The result will leave you with the original folder and a zip file. If you have not published your project yet, you can publish your project directly to a zipped file. To publish your project directly to a zip file: 1. From the Edit tab, click on the Publish button on the main toolbar. 2. On the left side of the Publish window, select the Flash (SWF) option. 3. Click on the Browse button to point to the folder to which you wish to publish. 4. Check the Output option zip files. 5. Click the Publish button. Figure 22 - Publishing a Project as a Zip File 28
Uploading and Using your Project in Blackboard Vista You can use your Captivate project in a Vista course section. To upload and use your project in Vista: 1. Login to your course section and go to the File Manager. 2. Click on the Upload File button. 3. Click on the Browse button. 4. Navigate to and select the zip file that includes your project. 5. Check the box to Automatically expand uploaded zip files. 6. Click Save. In your file manager you should now see the zip file that was uploaded, and the folder that was expanded from the zip file. To create a content file link to your project: 1. Go to the Basic View tab on the Build tab. 2. Click on Content File in the Add to section. 3. Click on the Select File button. 4. In the File Browser, go into the project folder and select the.htm file. You can add a Captivate project to a learning module in the same manner. 29
Using Captivate Templates If you intend to create many Captivate projects, you may want to have a similar introductory slide and conclusion for each project. You may also want to use the same custom settings for all of your projects. Think of the elements that you wish to be common to all of your projects; these elements should be in the template. Captivate templates will facilitate both of the above situations. To create a Captivate template: 1. Create a blank project, and size it accordingly. 2. Develop the introduction slide and the conclusion slide as you wish with components that you want to be common to all of your projects. 3. Make the custom settings and properties as you wish. 4. Save the blank project as a template. Go to File >> Save as a Template. 5. Navigate to the place in which you wish to save your template. 6. Give your template a name. 7. Click Save. Captivate will save the template with a.cptl extension. 8. Close the template. 9. On the Captivate opening splash page, click on Create project from template. 10. Navigate to the location where you saved your template, select it and click Open. A new project opens with the filename extension.cp, ready for you to add components that are unique to this project. If you want to edit a template, open it from the Open link on the left side of the Captive opening splash screen. 30
Additional Resources Captivate is a very popular application and there are several places to get help creating projects: There are tutorials built-in to the Captivate application. Open Captivate, on the right side of the splash screen is a list of tutorials included. If you have a project open, you can go to the Help menu and click on Getting started tutorials. The Multimedia Development Group (MDG) has instructional designers that can help with your project. You can contact them at extension 6057. MDG also has a Captivate website that includes examples of usage, tutorials, and documents at http://www.kennesaw.edu/mdg/captivate/ Adobe has many tips and tutorials on their website at http://www.adobe.com/products/captivate/ 31