Desktop editor workflow

Updated May 16, 2017

If you came from authoring in Word or Adobe Illustrator, the ScreenSteps desktop editor will cut down the time it takes you to write a help article by about 75%.

What used to take 60 minutes will only take about 15-20 minutes.

Example workflow

In the video below, I walk you through the basics of using the desktop editor. The biggest time saver will be the hotkey for grabbing screenshots. The 2nd biggest timesaver will be the annotation features. And the 3rd biggest timesaver will be not having to mess around with formatting text and images.

We recommend that you go to your ScreenSteps browser app > locate the article you want to edit > click Edit on Desktop.

While we encourage you to watch the video above to see the workflow, you can also use the cheat sheet below to answer questions you might have about using the desktop editor.

How do I get to the browser app?

1. Open up a web browser

2. Type in your account URL

Your ScreenSteps account URL will look something like this:


If your company account is "cyprus" then the URL would be

3. Login

4. Select your site

5. View your content

Should I use the web editor or desktop editor?

The main purpose of the desktop editor is capturing and annotating screenshots. If you need to capture (or replace) screenshots, and/or annotate them, then use the desktop editor.

If you only need to add/modify the text, add images that you've already saved in a folder, or make edits to tables or headings, then the web editor will do the job very well.

But, of course, you can use whichever editor you are more comfortable with. Some members of the ScreenSteps team work exclusively in the desktop editor, while others use the web editor for 90% of their editing.

Totally up to you.

How do I set up my hotkey for screen capture?

Out of the box, your hotkey is Shift+Command+2 on a Mac. It is Shift+Control+2 on a PC.

Mash down those keys while your ScreenSteps desktop editor is open, and you should see crosshairs for taking a screenshot.

If that is not working, here are instructions for >> setting up your hotkey.

If your hotkey interferes with other apps (e.g. Shift+Command+2 is also used to record video in Screenflow), then you should change your ScreenSteps hotkey.

How can I make my images all the same width?

You can do this a couple of ways. 

  1. When taking a screenshot, you can remember how wide your screenshot is and make sure to always get the same width each time.
  2. After you initiate the screen capture, you can hit "r" on your keyboard to retake the same size screenshot as the previous screenshot.
  3. You can auto scale your images in ScreenSteps preferences so that no matter how big your screenshot is, it will not exceed your max width or height >> auto scale your images

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