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Desktop Editor Tips

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Table of Contents

Click a topic below to jump to that section.

View/Change the Screenshot Hotkey

1. Open the Settings of ScreenSteps

2. Default Hotkey

  • Default hotkey on a Mac is ⌘+Shift+2
  • Default hotkey on Windows is Ctrl+Shift+2

You can edit this here, if you'd like to set a new hotkey for your computer.

Ways to Move Content Indentation

Use Format Menu

  1. Open Format
  2. Click on Indent or Outdent

Use shortcut hotkey

The Format menu displays what the hotkeys.

Windows: Ctrl [/]

Mac: ⌘ [/]

Drag and drop on the left editor pane

Use your mouse to select and move to the new position.

Sometimes a content block won't outdent when you know it should. To get it where you want it, you can try moving that content block to another area of the article, and then moving it under/above the desired section.

Adjust Indentations on Bulleted Lists

Use Text Ribbon indent/outdent button

  1. First line of list
    1. Right indent button to add sub-bullet item
  2. Left indent button to bring this line back to original list

Indent/Outdent hotkey

  1. First line of list
    1. Right indent hotkey to add sub-bullet item
  2. Left indent hotkey to bring this line back to original list

Change Article Type

  1. Click Settings
  2. Change Type to desired format

Change List Numbering

When you are creating numbered lists, you may have a break in sections, but you want the number sequence to continue, and not start over at 1.

Example:
  1. Start list
  2. Continue with steps
  3. The steps go on

There may be a break from another heading or image.

  1. You can then pick up the numbered list
  2. From where it left off

Change list start number

  1. Right-click on the line you want to change
  2. Go to List > Start Ordered List At...
  3. Update to desired number
  4. Click OK

Adjusting the Order of Annotations

You can change the annotation order so they layer how you'd like.

Example:
Top Benefits of Using an Online Form Builder - ProofHub
  1. Right-click on the annotation
  2. Select Order > Send to Back/Bring to Front (whichever is applicable)

Adjust Sequence Annotation Numbers

The situation may arise where you are adding Sequence Annotations to an image, but the first step is done off screen, so you need to start at "2" instead of "1".

Example:
  1. Review Expiration Date on Driver's License
  2. Complete the Address field
  3. Enter the customer D.O.B.
  4. Click Submit

Adjust Start on Sequence

  1. Select Sequence Annotation
  2. Click on the image to add the Sequence Annotation
  3. Change Start on Sequence
    • Make sure paintbrush is selected on the right panel

Multi-select Content Blocks

Example: You may want to select multiple headings to change their properties (Auto-Number, Change Type, etc.).

  1. Click on a block from the left panel
  2. Hold down Ctrl - PC / ⌘ (Command) - Mac
  3. Individually select desired content blocks

Bonus Tip: The "2" annotation is layered/hidden underneath the "3".

To Change Type at once:

With all blocks still highlighted:

  1. Right-click with curser over one of the highlighted blocks
  2. Change Type > Click desired format

Add Auto-number/Make them Foldable Sections

With all blocks still highlighted:

  1. Ensure Content Inspector is open
  2. Check the desired box

Using Shift to Control Annotations

Arrows

  1. Holding Shift while placing the arrow will keep it horizontal, vertical, or at a 45 angle
  2. Not holding Shift will provide free-range placement

Boxes/Circles/Highlight/Text Box/Blur

  1. Holding Shift while sizing the annotation will contain it to a square/circle
  2. Not holding Shift will provide free-range sizing

You can add hyperlinks to external sites, or reference other ScreenSteps articles.

When referencing an article in the internal knowledge base, you can set it to appear as an Inline Link, where it will appear as a window pop-up on the current page (click Inline Link to view).

Resizing Images

Using the corner of the image, you can adjust the size of the image.

Image Size on Web Page

Here is an example of an image scaled down vs scaled larger in the editor, to then see how they appear on the web page.

Notice the size of the annotations proportionally to the different images. The annotations are the same size/width between both.

Cropping Images

  1. Right-click with the image selected
  2. Select Crop Image
  3. Click inside the box and move to the area you'd like to crop
  4. Grab one of the white boxes to adjust the size of the cropped area
  5. Hit Enter/Return to apply

You can also remove the cropping

  1. Right-click
  2. Select Remove Image Crop

Adding an Image to a Canvas

In some instances, it can be helpful to draw annotations between two images, like the example below.

Web order icon outline vector. Online form 15085960 Vector Art at Vecteezy

1. Select the image you want to move

If the image is already in the editor you can Cut/Copy the image to your Clipboard.

  1. Right-click on the image
  2. Select Cut / Copy Image

2. Add image to desired canvas

  1. Click the Plus icon at the bottom of the image (while selected)
  2. Select Clipboard

You can also capture a new screenshot, or select an existing file from your computer, to be added to the existing canvas.

  1. Click the Plus icon at the bottom of the image
  2. Select Screenshot/Image File

3. Resize and align the added image

The new image will be copied in it's original size and scale (removed crop) to the bottom of the new canvas.

  1. Grab one of the corners to resize the image
  2. Click on the image to move and realign it within the canvas

4. Adjust the size of the canvas

Remember to adjust the black handles to eliminate unnecessary white space on the canvas.

Copy Content to a New Article

Part of the Find & Follow Framework, is to separate information from instruction. This is what we refer to as, Foundational Knowledge ("What"/"Why") and Actionable Knowledge ("How").

  1. Create a new article for the Actionable Knowledge
  2. Rename the existing article to be more specific to what it covers
  3. Open the Desktop editors next to each other
  4. Copy from the original and paste into the editor of the new article
    • You can also drag and drop

Editing Tables

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Authoring Content

Overview of Authoring 9
Writing Articles 43
Working with Images 21
Working with Annotations 10
Article Management 11
Working with a Team of Authors 10
Workflow Articles 3
Certifying Content 8
Troubleshooting 11
Article Requests 6
Video 7
Tips & Tricks 2

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