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Converting PPTs to E-learning Using Rapid Authoring Tools

Tips for using Storyline, Captivate, Presenter and Lectora

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Table of Contents

Foreword 4

1.0 Introduction 5

2.0 Why Use Rapid Authoring Tools for Converting PPTs to E-learning 7

2.1 Requires Basic Skills 82.2 Reduced Development Time 92.3 Cost-effective 92.4 Easy Compatibility with LMSs 102.5 Multi-lingual Options 10

3.0 How to Choose the Right Authoring Tool for Converting PPTs to E-learning 11

3.1 Training Requirement 123.2 Nature of Content 123.3 Multilingual Requirements 133.4 Technical Features 133.5 Cost/ Budget 143.6 Scenarios and Solutions 14





4.0 How to Convert PPTs into E-learning Using Rapid Authoring Tools 16

4.1 Articulate Storyline 174.2 Adobe Presenter 244.3 Lectora 264.4 Adobe Captivate 8 32

5.0 Conclusion 43

“*All trademarks, logos and brands used in this eBook, belong to their respective owners. We acknowledge them with thanks.”





Foreword

With rapid authoring tools, it is relatively easy to convert a deck of PowerPoint slides into easily accessible online resources. However, would they truly qualify as eLearning courses? Not quite. The content in PPTs cannot be used as it is for eLearning courses as the delivery medium and method are different. For eLearning to be effective, the content needs to be transformed by applying learning design strategies so that independent learners can learn easily, in the absence of a physical instructor. Step-by-step methods need to be adopted to convert PPTs into engaging online learning courses. CommLab has come up with an eBook titled, “Converting PPTs to E-learning” that explained how this can be achieved. If you wish to refer to the eBook you can download the same from here.

In this present eBook, we will focus on the authoring tools that can be used to convert PPTs to eLearning courses. We will look at rapid authoring tools such as Articulate Storyline, Captivate, Adobe Presenter and Lectora and look at how they can be used to create effective eLearning courses.



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1.0 Introduction





Thanks to the myriad technological tools, we now have adequate number of tools to convert PowerPoint slides into eLearning courses. However, merely adding narration to PowerPoint slides and publishing them using one of the available authoring tools does not result in an effective eLearning course. While one can still adopt such a method, it does not result in the learning that we anticipate. This is a short cut method that does not take into account the individual who is learning alone without an instructor. It does not factor adult learning principles, instructional design tools and the fact that individuals have different styles of learning. The end result, an ineffective learning medium.

Converting PPTs into effective learning materials is not automatic and needs the intervention of learning experts to reform and present the content in a format that best works in the online context. In our earlier eBook, we mentioned a 5 step process that involves the following steps.

1. Understand training needs and assign learning objectives2. Analyze the PowerPoint presentation3. Design the course with suitable instructional strategy4. Create assessments to evaluate learning outcomes5. Choose an authoring tool that meets training criteria

If you would like to relook at these steps, you can download our earlier eBook from here. Once the first 4 steps have been completed, one has to select an authoring tool that works well in the given situation.

In this eBook, we will delve deeper into Step 5 and share more information on authoring tools – Articulate Storyline, Adobe Presenter, Captivate, and Lectora. We will list a step-by-step guide on how they can be used for developing eLearning courses for different purposes.

But first, let’s review why we need an authoring tool in the first place.






2.0 Why Use Rapid Authoring Tools for Converting PPTs to E-learning





In-house PowerPoint presentations are done by training managers or subject-matter experts who are the ultimate authority with respect to the training content. These resources are a good starting point to create eLearning courses. Traditional tools such as Flash, Dreamweaver, HTML etc., do not really capitalize on the readymade content in the form of PowerPoint slides. Apart from being expensive, they require skilled personnel who are well-versed in programming, creation of animations and graphic design. Creating interactivities using these tools takes time and requires advanced programming knowledge. Moreover, functionality issues that keep coming up need resolution and take time. Making them compatible with LMSs and updating the courses are other challenges that one has to face.

Rapid Authoring tools such as Articulate Studio, Storyline, Adobe Presenter and Lectora can help us overcome these limitations and challenges. They can be used to convert PPTs to eLearning courses, quickly, at low cost. They are also user-friendly and have the following advantages.

2.1 Requires Basic Skills

Anyone who has basic skills can develop a digital course using rapid authoring tools. Interactivities can be created very easily, even by people with basic knowledge of programming. This allows instructional designers and other learning professionals to take an active part in online course development.





2.2 Reduced Development Time

Rapid authoring tools have inbuilt templates and interfaces that greatly reduce development time. Courses can be developed at a fraction of the time in relation to the traditional methods thanks to inbuilt templates, graphics, characters, icons etc. These can also be customized based on the needs of the organization.

2.3 Cost-effective

As basic interfaces, interactivities and graphics are included with the software, additional resources in terms of animators, visual designers or programming experts are not required. As a result, it takes less time to develop with minimal resources. It also turns out to be cost-effective in the long run.





2.4 Easy Compatibility with LMSs

Most of these authoring tools have options to publish courses to AICC and SCORM formats that are compatible with LMSs. This can be done with a single click, and hence, it is most convenient when courses have to be uploaded on to an LMS.

2.5 Multi-lingual Options

Most of the authoring tools have features to facilitate translation of courses. Files can be exported for easy translation, and translated files can be imported back into the tool easily as per the prescribed format, making it easy when courses require to be translated into multiple languages.

It is for these reasons that we should use rapid authoring tools to convert PPTs to eLearning courses. Once we decide on using authoring tools for converting our PPTs to eLearning, we face the next question - which authoring tools is right? Let’s look at it in the next section.





3.0 How to Choose the Right Authoring Tool for Converting PPTs to E-learning





There are hundreds of eLearning authoring tools available in the market today. So, choosing an authoring tool for converting PPTs to eLearning is not an easy task. Let’s us look at some of the critical aspects that need to be considered before choosing an authoring tool.

3.1 Training Requirement

Training requirement is the most important factor. It is important to remember that not all tools are appropriate for every training requirement (product training, process training, soft skills, software or application training). We can choose a tool that lets us quickly roll out courses without using complex code and does not have too much of interactivity, or we can select a tool that lets us capture software simulations easily based on what the training requirement

is. We can use Articulate Storyline or Lectora for product-based training, whereas Captivate can be used in case of software or application training as it is ideal for screen capturing.

3.2 Nature of Content

Nature of content is another important aspect that will be considered before choosing a tool. We also need to consider how simple or complex our eLearning courseware requirements are. If we want to include scenarios and role plays in online training courses,then the tools with more powerful capabilities will be more suitable. In such cases, we need to consider tools that have a good number of pre-built templates that can be used as content pages and interactive screens.





3.3 Multilingual Requirements

In today’s world, multilingual requirements are common as most of the organizations have a globally dispersed workforce. In such cases, courses might have to be translated into multiple languages. Building the course in English and translating it into multiple languages certainly allows for training in a cost-effective manner and within minimum possible time. So, when choosing an authoring tool, we need to focus on “Multilingual Options”. There are a few tools which make translations easy. For instance, Lectora can be used for quick eLearning content translations even with text heavy content.

3.4 Technical Features

We should also focus on a few technical features and answer some of the following questions, before selecting the tool.• How easy it is to operate and who are the target audience for which

the tool is designed?

• What are the output options that the tool provides?

• Publish for WBT/ HTML or CBT

• Publish for SCORM (1.2 and 2004 or both)

• Publish for AICC• Is the tool compatible with the browser versions normally used in

the organization?





• Would the tool be compatible with the OS being used? Will the course will run on Windows, Mac and Android? Will the course be accessed from multiple devices?

• How flexible is the tool in case the course design, look and feel or course content needs to be modified at a later stage?

3.5 Cost/ Budget

The cost of tool is an important aspect to be considered. We need to choose a tool that fulfils our requirements in the long run. We also need to explore various licensing options and select the one that is right for us.

3.6 Scenarios and Solutions

Here are a few typical scenarios for training, and let’s see which authoring tool would be most appropriate for eLearning development in such situations.

Scenario 1: A product manager says “I have PPTs from my earlier product training and want to convert them into eLearning for my sales team. And NOW!”

Scenario 2: A compliance manager says “We need compliance training rolled out globally in 13 languages in a month. I have the training content in PPT format. Can this be done quickly?”

Scenario 3: A director of HR says “My team has lots of content in PPTs. We need to convert this to online courses immediately. But HOW?”

Scenario 4: A training manager says “We have recordings of live webinars and I need to make them available as on-demand webinars that can be accessed by my team any time. How can this be done quickly and efficiently?”





Here is a quick look at which tool is right for the given situation:

Before selecting a tool to convert PPTs to eLearning, we need to think about what we have at our disposal in terms of the composition of the team and available skill sets. We also need to think of the constraints in terms of nature of content, multilingual requirements and available development time. It’s important to think about what we are trying to accomplish – the training requirement.

In the next section, we will review each of the authoring tools and see how they can be used to create an eLearning course.

Scenario Need Solution

1• Quick product launch/training has to precede product launch

• Light content, standard design, without complex interactivitiesArticulate

2

• Mandatory legal training, mostly text-heavy content

• Need quick translations

• Highly customizable, interactive content.

Lectora

3• Need application training

• Hands-on trainingCaptivate

4• Quickly convert PPTs from recorded live webinars to on-demand webinars

• Minimal interactivitiesAdobe Presenter





4.0 How to Convert PPTs into E-learning Using Rapid Authoring Tools





Having a step–by-step procedure handy makes it easier to convert a PowerPoint presentation into an eLearning course. Once we have formulated an appropriate instructional design strategy and a storyboard is designed in PowerPoint, we need an authoring tool to develop the course and publish it.

In this section, we will show a step by step process of how the authoring tools can be used to convert existing PPTs into engaging eLearning courses.

4.1 Articulate Storyline

If we are using Articulate Storyline, here are the steps to be followed to convert the storyboard developed in PowerPoint into an interactive eLearning course.1. Open Articulate Storyline.2. Click New Project.





3. Select Insert from the menu and click New Slide.

4. Select Import, and browse the PowerPoint file by choosing the Power-Point icon.

5. Then, Select and Open the PowerPoint file which needs to be converted.





6. Next, click the Import button to view it in Storyline. 7. We can adjust alignments, if necessary.

8. In order to add interactions, select Insert from the menu and click New Slide.





9. Select Templates and choose Top Interactions from the dropdown menu. 10. Here, we can Select and Import the templates which are appropriate to the content.





11. After importing the templates, we can add additional content or update an item.

12. In order to add assessments, select Insert from the menu and click New Slide.





13. Select Quizzing and choose Types of Assessment and it’s templates from the tab buttons at the top.

14. Then, click Insert.

15. Now, add the Question text and Options text.

16. Storyline provides feedback text for CORRECT and INCORRECT answers, by default. If we want, we can insert our own feedback text.





17. Next, we need to click Save & Close.

18. To publish, Select Home from the menu and click Publish.

19. Notice the Publish icon to the right. Select the option to publish the course.





20. We then need to configure the player LMS settings as per our require-ment. For example, the course status can be set as “completed” when the learner scores the specified number points in a quiz. Or, we can configure the settings in such a way that the course status is shown as “completed” when the learner visits all the slides, irrespective of whether he passes the quiz or not.

That’s it! The PowerPoint storyboard has been converted into an eLearning course. Apart from all these, we can add videos, record our own narration and perform screen captures to enhance the quality of the eLearning course.

4.2 Adobe Presenter

Adobe Presenter is the ideal tool to convert PPTs used in live webinars into on-demand webinars. Many organizations conduct webinars to train their employees. The main benefit of using webinars is that training can be delivered to a large audience, at low cost. But, what if some of the employees are not able to attend the live webinars? Is there a way that the content is made available to them later? Well, we can record live webinars and make them available on-demand. Sometimes, during live presentations, we may have issues with extraneous noises. These noises need to be deleted from the recorded version. We may also want to add some topics which could not be covered during the live presentation.

In such cases, an eLearning course authoring tool called Adobe Presenter can be used to enhance the quality of the webinar. We can import the audio files of the recorded webinar into Adobe Presenter. We can also edit the audio and videos to remove any disturbances or errors and synchronize them with the slides and publish it to HTML.





How to Publish:

If Adobe Presenter is installed in the PC, when we open the PPT presentation, the add-in Adobe Presenter will be displayed as shown in the screenshot below. We need to select the add-in and click publish to convert the presentation into an on-demand webinar.

We can publish the presentation directly on to an Adobe Connect server, if we have the Adobe Connect access details, or we can publish to the PC. Later, the on-demand webinar can be uploaded on to an LMS, so that learners are able to access it. We can also publish the presentation as a PDF file. Adobe Presenter supports audio, videos and all types of animations that a PowerPoint file contains.





Things to Do before Publishing a PowerPoint Presentation:

Here are some housekeeping activities we need to perform before publishing the presentation.

• Edit the text and audio, if needed.

• Check the alignment of the text to prevent overlapping.

• Check the animations and ensure that the audio has been synchronized properly.

• If we need to add the name of the presenter of the webinar, we can add the presenter’s details such as name, designation, biography and email id. If there are multiple presenters for the webinar, we can also add slides wise presenter to the webinar.

Once the webinar is published, check to see if the slides, animations and audio are working fine. Then, upload it on the LMS and check for loading issues. As stated earlier, the webinar can also be directly published to Adobe Connect, PC and PDF.

4.3 Lectora

Lectora is a very powerful rapid authoring tool used to develop HTML- based eLearning courses. This tool is ideal for converting PowerPoint presentations into eLearning courses, quickly and effectively. Let us now see the step-by-step procedure to convert PowerPoint presentations into eLearning courses using Lectora.

Before converting the PowerPoint presentation into an eLearning course, complete the design of the presentation and import it into Lectora.

1. Open Lectora





2. Select Import PowerPoint to browse the path of the presentation. 3. Then, Select the PowerPoint presentation file to be converted and click Open.





4. Then, click OK. 5. Enter the project size (Width/ Height) and select Import Only Supported Transitions under Transitions.





6. Select all and click Next to import the PowerPoint presentation. 7. Confirm the project size and click Finish.





8. Now, the PowerPoint presentation has been imported into Lectora.

9. We do not have any in-built templates for interactions in Lectora. We need to use some basic programming skills to create interactions.

10. To add a quiz, select Test & Survey from the menu and the desired ques-tion type.

11. Now, add the Question text and Options text.





12. There is a default CORRECT and INCORRECT feedback text. We can modi-fy this text or insert new text as per the need.

13. Lectora provides multiple publishing options such as Web, HTML5, Ex-ecutable File (exe), CD-ROM, Course Mill, AICC, SCORM and Tin Can API.

14. Select Home from the menu and select Publish.

15. Select the desired publish option for the eLearning course.

16. Here, we have selected the Web (HTML) option.

17. Now, click OK to publish the course to the web.





18. If we are publishing the eLearning course to SCORM/ AICC and any other platform, then configure the LMS settings as per technical requirements, such as passing score of the quiz and the completion status.

19. Finally, click OK.

That’s it! The PowerPoint presentation is converted into an eLearning course. Apart from this, we can record demos using Camtasia Studio (an application built into Lectora) and add them to the eLearning course. We can also add Flash objects and record our own narration.

Lectora has other in-built applications such as SnagIt and Flypaper to help create top-notch, engaging eLearning.

4.4 Adobe Captivate 8

According to a survey conducted by the eLearning guild, in 2013, Adobe Captivate was the most widely used rapid authoring tool. The latest version of this incredible tool, Adobe Captivate 8 can be used to develop responsive eLearning courses. Apart from this, we can convert existing PowerPoint presentations to eLearning courses by importing them into Adobe Captivate. Let see a step-by-step procedure to convert PowerPoint presentations into eLearning courses.

Before importing the PowerPoint presentation, complete the design and adjust the alignments in the presentation. Then, import it into Adobe Captivate to convert it into an eLearning course.

Open Adobe Captivate.





1. Click New Project. 2. Select From PowerPoint, and we can browse the PowerPoint presenta-tion.





3. Then, click Create to choose the PowerPoint file that is to be converted. 4. Next, select the PowerPoint Presentation that needs to be converted into an eLearning course.





5. Then, click Open to import the PowerPoint presentation. 6. Enter the Project Name and Size (Width/ Height) of the project in Project Properties.





7. Select All and click OK to import the PowerPoint Presentation. 8. Now, we have imported the PowerPoint presentation into Adobe Capti-vate.





9. To add interactions, select Slides from the menu and click Blank Slide. 10. Choose Interactions from menu, and select Learning Interactions from the dropdown menu.





11. Now, we can Select and Insert the templates which are appropriate to the content.

12. We can add text to the interaction and modify its color and style. Then, click OK. We have now created the interaction. Now, let see how we can add questions.





13. To add a quiz, select Quiz from the menu and click Question Slide. 14. Select Question Type and click OK.

Now, add the Question text and Options text.





15. There is a default CORRECT and INCORRECT feedback text. If we want to modify the text, we can insert a new feedback text.

16. To publish the eLearning course, select Publish from the menu and choose Publish to Computer. We can also publish it directly to Adobe Connect.





17. Select File from the menu and select Publish Settings from the drop-down.

18. In the Quiz section, select Reporting and check the Enable reporting for this project.

19. Then, configure the LMS settings as per technical requirements, such as passing score of the quiz and the completion status.

20. Finally, click OK. Now, we are done with the course conversion.

Apart from all these, we can add videos and record customized narration to enhance the eLearning experience.





5.0 Conclusion

Choosing the right online course authoring tool is important to create an eLearning course that achieves its learning objective. However, having a good team that knows how to make the use of the tool and all its features ensures that the eLearning is engaging and provides a good learning experience.

No matter what authoring tools are used for your eLearning, it is a good idea to explore and exploit all its features and potential to create a training that makes knowledge transfer a pleasurable experience to an independent learner.





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