AuthorPoint Tutorial for Faculty

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1 AuthorPoint Tutorial for Faculty AuthorPoint is software that helps turn your live lectures into online video lectures. The software simulates a PowerPoint slideshow. During your slideshow, you may give your lecture and AuthorPoint records slide timings, notes, video or audio, annotations, and speaker notes. The audio or video can come from microphones, video cameras, webcams, headphone sets and more. After you re finished, AuthorPoint converts all that information into a Flash file, making it viewable to the world wide web and compatible with mostly all browsers independent of operating system. This file can also record detailed information relevant to the presentation, such as author s name, , picture, logo, and presentation description. Controls also let you change the color of the presentation interface itself. System Requirements: Hardware CPU: Pentium III or later 128 MB RAM (minimum 256 MB recommended) Approximately 50 MB of available disk space. Your system hard disk should have sufficient space to maintain your presentations. Multimedia - Sound card Recording Device: (optional) For Audio: Microphone For Video: Webcam, digital camcorder handycam through Firewire capture cards or USB Software Operating System: Microsoft Windows 2000 or XP Microsoft PowerPoint: PowerPoint 2000, PowerPoint 2002 (PowerPoint XP) or PowerPoint 2003 Player: Windows Media Player 8.0 or higher; Real Player; and / or Pocket PC Flash player. Supporting Browser: Internet explorer 5.5 or higher required for Windows Media and Real Media outputs. All browsers will support Flash output including Internet Explorer, Netscape, Mozilla/Firefox, and Safari. Adobe Flash Player 8. Please go to to check your version and see if it s at least version 8.

2 These requirements were taken from AuthorPoint s website: authorpoint/systemreq.htm Additional hardware/equipment may be required depending on your recording device. Please see the Hardware/Equipment Installation portion of the tutorial for more details. Some users may have already recorded themselves while giving a lecture, such as making a video or mp3 file. If this is the case, please keep in mind that AuthorPoint uses avi and wmv video and wma audio file types. You may need to convert your audio/video file to another type, and this can be done through a number of file converter suites. If converting this isn t successful, you may need to re-record your lecture. If have pre-recorded audio/ video in the format of wmv, avi or wma, please skip the Hardware/Equipment Installation section of this tutorial. Hardware/Equipment Installation: Your computer at your presentation location must be able to connect to a device that audio or video. This portion of the tutorial goes over most possible devices that you can connect your computer to get video or audio, and goes step by step in how to connect them. 1. Connect your recording device to the computer. How this step is done depends on what recording device you would use, or whether you would need extra equipment to connect the device to the computer. You may choose a maximum of one microphone and one video recording device: a. Microphone: A microphone records sounds in the room, and turns it into audio. You may use a built-in microphone that some computers have, or use a separate wired or wireless microphone. If you re using a separate microphone, connect the microphone to the computer s microphone jack. For wireless microphones, connect the receiver to the microphone jack. b. Webcam: The webcam lets you record video and audio quickly, but video quality decreases. Most webcams provide the appropriate connectors to connect it through the USB ports on the computer. The USB port looks like this:

3 Image attributed to: André Karwath < c. Video Camera/camcorder: A video camera also captures audio and video, and the quality is much better on the video camera than over the webcam. There are many ways to connect to a video camera to a computer, since there are different types and kinds of them. Depending on your equipment, please select one of the following methods: i. If your camcorder can connect to a USB connector, connect one end to the camera, the other end for the computer. ii. If your camera has a Firewire port, check to see if your camera provided a Firewire cable. Most DV cameras will have a Firewire port. A Firewire port on a camera looks like the following: If you do not have this port, please go to option iii. You will check comprehensively if you have the appropriate equipment to connect your camera and computer via Firewire. The first component to check is the computer you will be using for recording. The computer must also have a Firewire port. Some computers have a Firewire port installed, including many Sony VAIO laptops. A Firewire port looks like either the following:

4 1. If you have one of these ports, please note the pin number that this computer connects to. Then, we will check the pin number for the firewire wire that came with your camera. As with Firewire ports, there are two different kinds of Firewire wires, one for a 4 pin, and another for 6 pin. Please use the following images to help identify the pin number for your Firewire connector: a. If the pin number on the computer port matches the pin number on your Firewire cable, connect the camera and computer using the provided connector. b. Otherwise, if you do not have a Firewire cable or the pins do not match, you need to obtain a cable that is compatible with the pin number for your computer, and use that cable to connect the camera to the computer. 2. Otherwise, if you do not have a Firewire port on your computer, you must obtain a Firewire PCMCIA card for the computer you will be recording on. Then, you must install the card so that the computer may

5 recognize it. Save any changes to your computer and turn off your computer. Push the PCMCIA card in the PCMCIA slot on your computer, and turn it back on. A PCMCIA slot on your computer looks like this: Images of front & back of PCMCIA Firewire card, from UCF Computer Store< > Once the card is set in the PCMCIA slot, turn on your computer. The computer will recognize the card and automatically install the proper drivers necessary to use it. If you do not have a Firewire cable, you will also need to obtain this. There are two kinds of Firewire cables, depending on whether it s a 4 pin or 6 pin cable. This is irrelevant, since the Firewire PCMCIA card accommodates for both types of Firewire cables. Use any Firewire cable to connect the camera to the computer. iii. Otherwise, if you camera does not connect through USB or Firewire, please contact the Office of Instructional Resources for more assistance in connecting your camera to your computer. 2. If this is the first time connecting the recording computer to the audio/video devices, Windows will ask to install drivers. Allow Windows to install the necessary drivers.

6 3. The equipment is installed on the recording computer and you are ready to use AuthorPoint. If your recording computer already has AuthorPoint installed, please go to Recording a Presentation. Otherwise, AuthorPoint needs to be installed on your computer before you use it. Software Installation: With all the physical components are connected and ready, its time to install the AuthorPoint software. If you have AuthorPoint already installed, you can skip this portion of the guide and go to Recording a Presentation. This tutorial guides you throughout the entire process, from downloading to finishing the installation. 1. Go to to obtain the trial. You will be taken to a page where you need to type in your name and an address to obtain the installer. The trial is fully functioning for 30 days & can record at most a 2 minute presentation with a maximum of 5 slides. If you wish to purchase, go to 2. Download the AuthorPoint installer. Two kinds of installers are available: a. Smart Installer: The installer checks all the components on your computer, and additionally downloads the needed components. This installer is ~, however, the additional downloads may increase the download size. b. Complete Installer: Installs all needed components, provided all in one file. This installer is recommended for off-line recording. 3. Install AuthorPoint. Before installing, please assure that: None of the Microsoft Office applications (Word, Excel, PowerPoint, Access, etc.) are opened. Previous installations of AuthorPoint are uninstalled 4. ~~~ <The following text is cited from

7 installationguide3.8.htm > 7. Download the AuthorPoint installer. There are two installer set ups available for you to download- Complete Installer Setup and Smart Installer Setup. The Complete Installer downloads all the requisite files required to run authorpoint 3.8, and requires 130 MB space; while the Smart Installer first scans your system for the requisite files that are already present on your computer and then installs only those files that are required on your system. 8. Before running the installer, please make sure to: a. Uninstall the earlier version of authorpoint (authorgen for Power Point 1.0) from your computer if installed. (InstallAP.exe will uninstall authorpoint version 2.0, authorpoint version 3.0, authorpoint version 3.0.1, and authorpoint version 3.5 automatically. All other versions will have to be uninstalled manually). b. No Microsoft Office product is opened. 9. Run the installer that you have downloaded from authorpoint website. The following window may open up. Image taken from AuthorPoint site < Click on Run and the authorpoint 3.8 Downloader opens up. 10. The following will show up on the screen:

8 Image taken from AuthorPoint site < Click on 'Download' button. 11. The system starts downloading the requisite files. a. If you have firewall/antivirus installed on your system, a security block message pops up blocking the application from connecting to the internet. authorpoint tries to connect to the internet to download installation files. You have to allow authorpoint installer to connect to the internet. b. If you are running smart installer: c. This exe checks your system for availability of minimum requirements for successful installation and running of authorpoint 3.8. d. Depending upon the requirements, installation files are downloaded. e. This may take a few minutes as the exe checks the minimum requirements and downloads the files accordingly. 12. The downloader requires you to select whether you intend to install authorpoint 3.8 or intend to install it later:

9 Image taken from AuthorPoint site Note: In case you are running InstallAP.exe without saving it on your computer, the 'Install Later' button will be disabled. 13. If you select to install authorpoint 3.8 right away, the End User License Agreement window opens up.

10 Image taken from AuthorPoint site < a. If you intend to install authorpoint later, click on 'Install Later' button. b. Click on 'Next' button if you intend to proceed further. 14. The installer starts downloading the pre requisite files.

11 Once the installation of pre requisites for authorpoint is done, click on button marked 'Next'. 15. The Select Installation Folder window opens up.

12 Image taken from AuthorPoint site This window enables you to select the folder on your system where you intend to install authorpoint 3.8. The window displays a default location where authorpoint 3.8 can be installed. You can change the location by clicking on 'Browse' button. a. Select whether you intend install authorpoint 3.8 for every user who uses this computer or just for yourself. b. Click on 'Next' button. 16. The Installing authorpoint 3.8 window opens up displaying the progress of installation.

13 Image taken from AuthorPoint site < When the installation is complete, the 'Next' button gets enabled. Click on the Next button. 17. The Installation Complete window opens up displaying the message that authorpoint 3.8 has been successfully installed.

14 Image taken from AuthorPoint site < Click on Close button to exit. 18. This opens the authorpoint Customer Experience Program window. It is recommended that you click on "Yes, I agree to let authorpoint collect presentation specific information." That will help us improve authorpoint to suite your requirements.

15 Image taken from AuthorPoint site < Click on Ok. Congrats!! You have successfully installed authorpoint 3.8. Once you have successfully installed authorpoint 3.8, following window opens up. This window provides you with the launch links for Getting Started Guide and authorpoint (it launches MS PowerPoint).

16 Image taken from AuthorPoint site < You can now view authorgen being included in your Programs list. Image taken from AuthorPoint site < Recording a Presentation: Now that AuthorPoint is installed on your computer, you are now able to record your presentation using the software. This portion of the tutorial is a guide to navigate through the AuthorPoint software, guiding step-by-step on how to record a presentation. It is recommended, like being familiar with any software, to first experiment with the

17 software itself by recording some sample presentations so that you may get used to the controls and functions, using this guide as a mini-manual. If time does not allow this, this portion of the tutorial guides you through the process. <The following text and images are cited > 1. Run Microsoft PowerPoint and through PowerPoint, open up the desired presentation that you would like to record. 2. Launch AuthorPoint: You are able to run AuthorPoint through two different ways: Image taken from AuthorPoint site < The toolbar at the top has a list of tools you can use with AuthorPoint. To launch AuthorPoint, click on the authorpoint menu, and click on the Launch authorpoint option. You may also launch it by clicking on the toolbar item in the lower left corner of the image above. This toolbar gives easy access to launching AuthorPoint, accessing your Content manger, and Help options. If you do not see this toolbar, click on View -> Toolbars -> and make sure that AuthorGen has a checkmark beside it. You can launch AuthorPoint by clicking on the AuthorPoint button in the toolbar. Image taken from AuthorPoint site < A window titled Launching AuthorPoint will open. <The above text is cited from installationguide3.8.htm >

18 3. Enter in the fields: a. Presenter Title: The name of the title given by the presenter/lecture recorder. Give this a brief & identifiable title, such as Date Course Prefix - Lecture Title. While this field can t be edited when you re recording the presentation, you can change it when you turn it into an online Flash presentation, so this does not have to be precise. b. Presentation Folder: The name of the folder where the individual presentation will be stored. This folder is presentation-specific, so each presentation you record will have a unique Presentation Folder name. c. Save presentation at: The full directory where all presentations information will be stored. Click on the >> button next the field to browse through your computer for the appropriate folder. Note that this presentation will be stored in Directory for this field/presentation Folder Entry/ folder.

19 d. Show Speaker Notes While Capturing: Checkbox that tells whether your speaker notes from PowerPoint can be shown while you are recording and giving your presentation. e. Audio/Video Options: The selections here tell AuthorPoint where are the audio and video sources, or where are you going to record video, audio or both. If you are planning to record a presentation, please make sure that the input device is plugged into the computer. Select the media source for the file: If you ve selected the Live Audio option, choose the specific input device from the drop down menu. If you ve selected the Live Video option, choose your video source, such as a video camera or webcam. The audio source may come from the video camera or webcam itself, or it may be a separate device such as a microphone. If you ve selected the Pre-Recorded Audio or Pre-Recorded Video option, the prompt below will ask for the directory of the media file. The file format for video must be in wmv or avi, and for audio, wma, wav. f. Start Test button: Tests the audio of the incoming input. The button is found below the Audio/Video Options. This test is useful only for live recordings to make sure AuthorPoint is setting the volume level correctly. When you click this button, AuthorPoint will quickly record audio and ask you to speak in a normal, presenting voice. Once AuthorPoint finishes, the audio will be played back for you to listen, and you are able to adjust the volume accordingly. Click on this button if you re recording any kind audio. 4. Click on Launch AuthorPoint. The next display will look like you were viewing a slideshow, but with a toolbar at the top of the screen. Note: This may not look exactly like what the toolbar on your computer looks like. This depends on whether the Show Speaker Notes While Capturing option

20 is enabled or the usage of video. Please check the details of this on the next step. 5. Adjust the toolbar and become familiar with screens the buttons to make your recording comfortable. If you are recording or playing back video, here s what the bar looks like: If you ve enabled the Show Speaker Notes While Capturing option, the following is your toolbar: If you re both recording and playing back video and enabling speaker notes, the following is your toolbar: If you are not using any of these options, here is your toolbar: Video Preview Window: Shows the current video or the pre-recorded video as you are recording your presentation. Speaker Notes Window: Shows the speaker notes relevant to the current slide, if any. Arrow Button: Moves the bar to the top or to the bottom of the screen.

21 Pin Button: Partially hides the bar, including the video preview screen, and speaker notes. You are able to use the following buttons once you start recording. Please make sure you re familiar with these buttons so that your recording experience as smooth & seamless as possible. Record Button: Records a presentation. This button is the starting point for a presentation. Press this button once you are ready to start your lecture. Once pressed, AuthorPoint will record. Stop Button - Halts a recording presentation. Once you press this button, the presentation stops recording and you cannot edit or re-record a slide. The presentation ends and starts compiling the entire presentation. Pause Button - Pauses the recording of a presentation. The button acts similarly like how a Pause button works on a VCR. This can be used if you wish to re-record a recent portion of your presentation, class breaks, discussion, interruptions, and more. Re-Record Button - Re-records starting from the beginning of the current slide. Once you press the Pause button, the Re-Record button appears. This can be useful if you are not in front of a classroom & errors or interruptions happened while in the middle of recording. The recording resets to when the current slide was first viewed. Back Button - Moves to the previous slide. Forward Button - Moves to the next slide. Show Pointer Button: Makes an orange pointer and its movements visible to viewers. AuthorPoint does not record the movements of the mouse icon since it may be distracting to your online viewers. Once you click on this button, an orange pointer will appear. The button can be dragged and moved, and AuthorPoint will track and record it. You may use it when you wish to emphasize a particular idea, point out items in an image, or other uses. Hide Pointer Button: Hides the orange pointer from view. You are able to hide or show the pointer whenever appropriate and AuthorPoint will record this. Annotations Button: Turns your mouse pointer into a pen. This feature is the same feature as that provided in PowerPoint alone. The pen allows to mark your slides for emphasizing and pointing out ideas. The color palate next

22 to it are the colors you can select from. Click on your preferred color and start writing. Note that there is no erasing feature, so if you wish to have that functionality, the orange pointer may be more convenient to use. When are finished annotating, click on this button pointer. to return using a mouse 6. Click on the record button on the silver bar when you are ready to start presenting or start recording and use the buttons appropriately. If the live presentation halts for some reason, click on the pause button, and resume with the record button. 7. Press the stop button when the presentation ends and you no longer wish to record. If you have PowerPoint 2003, the following prompt will come up: This prompt comes from PowerPoint 2003 itself, not AuthorPoint. It asks if you wish to keep all the notes & annotations that you have done on the slideshow. If you say yes, they will be stored along with the presentation, just as they would through PowerPoint 2003 presentation files. How you answer this will not affect how AuthorPoint works. Please choose based on preference Keep or Discard. 8. Build your presentation. The following window will come up:

23 Click on Open CM. After a short delay, you will be taken to a window called Content Manager. Here is where all recorded presentations will be stored for backup. Your Content Manager can also be accessed on your Desktop by clicking on the Content Manager icon. Your presentation should be listed here. If it s not, press the Refresh button near the upper left corner. Click on the name of your presentation, and click on the menu above: Build ->Build Options. 9. Select the output format of the presentation.

24 Flash will be the one we use for most cases due to its compatibility with most browsers. If you wish to change options on the recording, click on Edit Presentation Details button. Clicking on this will give the following screen: You can add appropriate presentation titles, edit speaker notes, add descriptions, add the presenter s name, picture and , change the color scheme of the

25 output, and many more options. When you re finished editing, click on Ok to return to the previous Building a Presentation window. 10. Click on Start the Build. This will process the video, PowerPoint, and synchronization and create a Flash output. Please give the process a few minutes until you see the following pop-up window: Your presentation is now in a Flash Web-Ready form. 11. Double click on the presentation name with the type Flash to preview the output in the Content Manager Window. Your preferred browser will pop up and open your presentation in Flash. 12. Upload your presentation to the web. To upload the presentation to the web: a. Go to the directory on your hard drive where all your presentations are found. (the directory in the Save presentations at entry when launching AuthorPoint) b. Click on your presentation name folder. c. Click on the folder Desktop Flash. d. Log on to your website account. This may be WebCT, Pegasus, or your course web space account. For further assistance in WebCT and uploading help, please go to Course Development and Web Services. e. Make a folder wherever preferred where your presentation will be stored. f. Upload all files and folders in the Desktop Flash folder onto the new folder made on your web space. Your presentation can be linked and seen through the index.html folder in the new folder you have made. Congratulations! You ve connected equipment, installed AuthorPoint, recorded and uploaded your presentation to the web.

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