Adobe RoboHelp 6.0 Quick start guide

Adobe RoboHelp 6.0 Quick start guide
© 2006 Adobe Systems Incorporated. All rights reserved.
Adobe® RoboHelp®6 Getting Started Guide for Windows® XP®, Windows 2000, and Windows 2003
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About this document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Uninstalling RoboHelp Office X5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Installing Adobe RoboHelp 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Opening and closing Adobe RoboHelp . . . . . . . . . . . . . . . . . . . . . . . . . 12
Redistributables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Contacting Adobe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Chapter 1: Getting Started Guide
About this document
This guide describes new features and enhancements in this release and
helps you install and quickly set up and started with the latest version of
Adobe® RoboHelp® 6. You can also find information about installing Adobe
Acrobat® Elements 7 and Adobe RoboSource Control 3 simultaneously.
Adobe Acrobat Elements 7 enables you to create PDF documents from
your topics, using the improved PDF generation feature. Adobe
RoboSource Control is a document- and version-control system you can
use for your source files. You can use RoboSource Control to manage
project versions in a multi-authoring environment. You can also use a
third-party version control provider that supports the Microsoft® SCC API,
such as Microsoft® Visual SourceSafe.
Getting Started Guide
What’s new
The latest version of Adobe RoboHelp includes new and powerful features
for both technical writers and software developers.
Conditional table of contents (TOC) You can apply Conditional Build
tags to a book, or to a specific chapter in the TOC. You can do this by using
the Format menu or the right-click menu for a TOC item. From the TOC
view, you can also apply build tags on associated topics. After a tag is
applied, the TOC appears hatched with the same color as the tag color.
Additionally, you can apply more than one tag to the TOC. When you do
this, the color of the hatch turns gray.
Conditional index You can apply Conditional Build tags to a keyword or
sub-keyword in the index. You can do this by using the Format menu or the
right-click menu in the index. After the tag is applied, the index appears
hatched with the same color as that of the tag. You can also apply more
than one tag to the index. When you do this, the color of the hatch turns
The following lists the major improvements in the existing conditional
build tag functionality:
The visual indication of the application of build tags is displayed on the
topics, topic content and topic lists to which it is applied.
You can apply build tags on folders. After you apply a build tag on a
folder, build tags are applied on all topics within the folder. The visual
indication on the application of build tags is displayed on all the topics
under the folder.
You can apply build tags on rows and columns within a table. If you
exclude this tag from the output, the corresponding row or column is
excluded from the help output.
You can drag and drop conditional tags on a topic or folder from the
Conditional Build Tags folder in the Project view. You can also right-click
a folder or topic, and apply build tags.
User-defined variables You can see User Defined Variable folder in
project view. From User Defined Variable folder, you can create Variable
and drag them to WYSIWYG in order to add them to the content. Once you
drag them to WYSIWYG, you can enter a for the variable.
You can also create user-defined variables for text items by using the Insert
menu. You can assign global values for the variables.
You can also specify values for these variables for a selected single source
layout. Values specified in this layout override the global value set earlier,
and scope of this value is limited to this layout only.
The new Fields and Variables dialog box helps you manage fields and user
defined variables and inserts the value of a selected field or variable in your
Easier WinHelp migration WinHelp users can now move their projects to
WebHelp and HTML Help to use other enhanced help formats. WinHelp
users can note the following changes in WebHelp and HTML Help systems:
You can now resize the Edit Map ID dialog box.
You can sort on columns in the Edit Map ID dialog box and easily locate
duplicate Map IDs.
The enhanced import feature enables you to import the following
components from MS Word documents, without loss of format: bulleted
and numbered lists; styles used within table cells; TOC elements; headers
and footers
Streamlined reports RoboHelp 6 comprises the following reports which
streamline the process of obtaining data pertaining to Build Tags usage,
user-defined variables usage and missing Topic references:
Report on Build Tags: You can generate reports to track usage of Build
Tags in your project. You can see their usage at Topic level, Content level,
TOC level, and Index level.
Report on User-defined variables: You can generate reports to track
usage of user-defined variables, not fields, in your project. You can see
the variables, the values assigned to the variables, and the topics where
the variables are referenced.
Report on Missing Topic References: You can generate a report to track
missing references for topics within your project. It includes links to the
topic from other topics, books and pages in the table of contents that
use the topic, keywords, and keyword phrases in the index that use the
Getting Started Guide
Command-line compilation You can generate help output from the
command line without opening the RoboHelp application. You can
generate a single source layout, perform batch generation, and publish to
Adobe RoboHelp Server by running commands at the command prompt.
This is particularly useful when you want to set your nightly builds and
need batch processing of files. Go to Start > Programs > Adobe RoboHelp
6.0 > RoboHelp HTML Command prompt to generate the output.
Mark of the web RoboHelp 6 enables you to use the Mark of the Web in
Single Source Layouts for WebHelp, WebHelp Pro, FlashHelp®, and
FlashHelp Pro. As a result, the output in these layouts is not blocked in
Internet Explorer® on Windows® XP SP2.
Seamless integration and collaboration with other
Using RoboHelp 6, you can now work with RoboScreen Capture and Adobe
Captivate 2.
RoboScreenCapture and Image Editing RoboHelp 6 ships with a screen
capture and image-editing tool. This tool is available in the Tools view.
The following are the key features of RoboScreenCapture:
Ability to capture the screen in 10 efficient modes, including Free Hand,
Virtual Screen, and Multi-Region.
Ability to save images in over 20 image formats.
Ability to add identifying stamps to every screen capture, such as the
company name or logo.
Ability to easily edit images from RoboHelp for HTML. You can add image
stamps, frames, drop shadows, change image colors, flip or rotate
images, and crop images to a smaller size, and call-out specific areas of
the capture with shapes, and shadow effects.
Adobe PDF generation RoboHelp 6 ships with Acrobat Elements 7 used
to generate Adobe PDF files. This integration offers the following features:
Single-click PDF generation
Ability to retain hyperlinks
Creation of accessible PDF files
Getting Started Guide
Conversion of headings to bookmarks in PDF
Ability to apply security to PDF files
Installation of Adobe PDF printer, which empowers you to convert
documents created using various applications, to PDF files
Integration of the PDFMaker toolbar and icons in Microsoft Word, Excel,
and PowerPoint applications
Retain hyperlinks RoboHelp 6 retains hyperlinks in printed documentation.
Integration with Adobe Captivate 2 RoboHelp 6 allows you to use
Adobe Captivate 2.0 from within RoboHelp HTML and RoboHelp for Word,
if Captivate is installed on your computer.
Simplified multi-authoring and version control
The task of managing version control using RoboSource Control and
working in a multi – authoring environment is simplified in RoboHelp 6
with the following new features and enhancements:
Improved RoboSource control
Significant improvements in the RoboSource Control mechanism include:
Speed and bandwidth efficiency RoboSource Control can now work
flawlessly even over dial-up connections.
Enhanced performance, scalability, and ease of backup The SQL
Server / MSDE database architecture has been implemented in
RoboSource Control.
Simple integration with your current working practices New communications and extensibility options have been made available in this
release of RoboSource Control.
Robust integration with MS Windows Explorer This feature eliminates
the need to use the RoboSource Control Explorer interface to perform
elementary tasks such as checking in and checking out documents.
Better offline support Improved offline and integrated working and
optimized secure and transparent operation over the Internet
Getting Started Guide
Support for multiple languages Now Intelligent code parsers understand many languages, enabling automatic documentation and more
sophisticated merging of files containing differences
New multi-file History Explorer It provides greater flexibility when
attempting to view or recover historical versions of files, folders, or entire
Tip: For more information about using the features listed in this document, see
the online Help in RoboHelp HTML (using the Help menu, select Contents and
Uninstalling RoboHelp Office X5
Before installing your new version of Adobe RoboHelp, uninstall earlier
versions or evaluation versions of the program.
Important: Running multiple versions of RoboHelp applications on the
same computer is not recommended.
Use the following information to protect existing information you may
have on your system.
Saving existing RoboHelp projects
Uninstalling RoboHelp will remove program files only Project files
you created or modified in RoboHelp Office X5 will remain untouched on
your computer. However, we recommend that you copy and move any
projects you have saved in the RoboHelp folder, to another location on
your hard drive before uninstalling RoboHelp Office X5.
Saving existing RoboHelp templates
If you modify existing RoboHelp templates, and want to preserve the
styles, you must save a copy of the template in another location on your
hard drive (such as the My Documents folder,) before uninstalling
RoboHelp Office X5.
The existing template is saved (copied and renamed as Copy
of during installation. (Locate the file where your other
templates are stored by opening Microsoft Word, and selecting Tools >
Options. Click File Locations. Under File types, refer to the folder listed for
Getting Started Guide
User templates.) To use the styles from Copy of, merge the
styles into the new template using the Microsoft Word
Organizer. For more information about merging styles, refer to the
Microsoft Word Online Help.
Note: Earlier versions of cannot be used in RoboHelp 6. You can
use the MS Word Organizer to copy styles to the newly installed
Moving customized lists
If you have customized a Phrase List, Stop List, “Always Ignore” Words List,
or a .LNG file in a version of RoboHelp prior to version 9.1, then those lists
will not be included in RoboHelp 6. This is because this release uses a
different file structure and extensions to save those lists. However
customized lists created in version RoboHelp X5 will work as it is.
If you want to move your customized list to lists in this version, you can
open Notepad, view the changes, and type them in the RoboHelp user
interface. Your original files are located at the root of your project folder
with the extensions .PHR, .STP, .WLF, and .LNG. When you upgrade to this
version, the files will remain in these folders.
The new files can be viewed in the Advanced Setting for Localization
dialog box in RoboHelp. See RoboHelp Help for more information.
To uninstall RoboHelp Office X5
From the Start menu, select Settings > Control Panel.
Double-click Add/Remove Programs.
Click Change/Remove.
Click Yes to confirm that you want to remove the RoboHelp Office X5
The uninstall program removes RoboHelp Office X5. When the files are
removed, the uninstall program indicates that the process is complete.
Click OK.
Note: You should not uninstall RoboSource Control version 1 at this stage.
There is an option available where you can do migration of your data from
RoboSource Control version 1 to RoboSource Control 3.
Getting Started Guide
System requirements
When you install RoboHelp 6, you can choose to install Adobe RoboHelp
and/or Acrobat Elements 7, and/or RoboSource Control. Ensure that your
system meets all the software and hardware requirements, before
installing each program.
Software requirements
Windows 2000 SP4 or later
Internet Explorer 6.0 or later
Microsoft Word XP SP2, Microsoft Word 2000, and Microsoft Word 20031
Hardware requirements
Pentium III 300MHz or later
256 MB RAM
400 MB available disk space
Acrobat Elements If Acrobat Elements 7 or Acrobat Standard 7 or Professional 7 or Acrobat 7 3D is not available on your computer, Adobe
RoboHelp installer gives you the option to install Acrobat Elements 7. You
must install it to generate Adobe PDF output for your help systems.
RoboSource Control 3 While installing RoboHelp 6, you can choose to
install RoboSource Control server, RoboSource Control Client, or both. If
you have an earlier version of RoboSource Control, you must not uninstall
it now.
Installing Adobe RoboHelp 6
While installing RoboHelp 6, you can choose to install Adobe RoboHelp 6
and/or Acrobat Elements 7, and/or RoboSource Control 3. The installation
program prompts you to provide the RoboHelp product key. The product
key is included in your CD holder.
1. Microsoft Word is required for the RoboHelp for Word component. Microsoft Word 2000 or later is required for the enhanced printed documentation feature in RoboHelp for HTML.
Getting Started Guide
Note: If you are already using another version control provider that supports
the Microsoft SCC API, you need not install RoboSource Control 3. It is recommended that you install the RoboSource Control 3 server on a dedicated server
computer, which has network tape backup and will always be available to
users. (You can install the RoboSource Control client on your computer
regardless of where the server is located.) To install the RoboSource Control
server on a dedicated server computer, give the installation CD to your systems
or network administrator.
To install Adobe RoboHelp 6
Close all programs currently running on the system.
Insert the Adobe RoboHelp 6.0 CD into your CD-ROM drive.
If Autorun is enabled on your system, the installation process starts
automatically, and you can skip Steps 3 and 4.
From the Start menu, select Run.
At the command prompt, type D:\setup (substitute the appropriate
letter of your CD-ROM drive for D).
5 If you are installing Adobe Acrobat Elements 7, an installation wizard
appears. Follow the instructions on the screen to complete the installation.
If you are installing Adobe RoboSource Control 3, an installation wizard
appears. You can choose the option to install the Client, Server, or both.
Follow the instructions on the screen to complete the installation. You can
then configure RoboSource Control and the Database.
Click Yes if you are prompted to restart your computer.
By default, the programs are installed in the following locations:
• Adobe RoboHelp 6 C:\Program Files\Adobe\RoboHelp 6.0 (each
authoring tool is installed in a folder under RoboHelp 6.0)
• Acrobat Elements 7
C:\Program Files\Adobe\Acrobat 7.0\Acrobat
• RoboSource Control 3
C:\Program Files\Adobe\RoboSource Control 3
Getting Started Guide
Installing Adobe RoboSource Control 3
Migrating a database to Adobe RoboSource Control 3
If you have an earlier version of RoboSource Control, and you have
installed RoboSource Control 3, then execute RoboSource Convert Wizard
(C:\Program Files\Adobe\RoboSource Control 3\ RSO3ConvertWizard.exe)
to migrate your data into the latest source control system.
Configuring RoboSource Control
Execute RSO3ConvertWizard.EXE from C:\Program Files\ Adobe\
RoboSource Control 3. When the configurator is opened, a list of all
existing RoboSource Control databases is displayed along with the
following options:
• Create
a database
• View Properties
• Delete
of a database connection string
a database from the list or permanently remove the database
Creating a database
Step 1 When you click Create, a new dialog box appears. The following
four key pieces of information are required to create a RoboSource Control
3 database:
The name of the connection you are creating.
The server name and instance name of the SQL Server or MSDE instance.
Typically '(local)' OR '(local)\SQLExpress.'
The name of the database. By default, this is the name given to the
and either: Verify the option to embed files within the database
OR: The local path(s) on the server, files, and file histories must be stored.
For RoboSource Control 3 users who do not have access to an instance of
SQL Server, an MSDE database instance can be used, although it is highly
recommended that files are not embedded within the database, due to the
2GB file size restriction on an MSDE database instance. An installer for
MSDE is available from
However, an existing MSDE instance may be used by specifying its name in
place of 'SQLExpress.”
Step 2 When you click Create in the second dialog box, another dialog
box appears, allowing you to determine if the Database Server needs to be
You are prompted to select a local folder (on the Server) to hold the
contents of the database. If this folder exists already, existing contents will
be overwritten. RoboSource Control stores the source files, histories, and
other data in this path. You must take a back-up of this path and its subfolders, on a regular basis.
You are also prompted to provide the Admin user name and password for
the new database. The default login is 'Admin' with a blank password. This
is the only user account created by default. The Admin / User Library can
be used to set up and configure other users. If the Admin and blank
password account are retained, all users will be able to log in with full
security rights without being prompted.
Tip: You may place the Adobe RoboHelp folder on a local drive or a network
drive. If you place the folder on a network drive, you must have write privileges.
If you are not sure about any option, contact your system administrator for
help with installing Adobe RoboHelp 6.
Occasionally, users encounter problems during installation. Here are some
troubleshooting tips you can use to resolve problems. If you have further
questions, please contact Adobe Technical Support (see “Contacting
Adobe” at the end of this guide).
1 Ensure that there is enough free disk space on your hard drive to meet
the system requirements listed at the beginning of this guide. (The setup
process must notify you if there is not enough free disk space prior to
2 Before installation, close all running programs, including virus-checking
programs. (Usually, virus-checking software has little or no impact on the
installation process. However, if you are running such software and
encounter difficulties with your Adobe RoboHelp installation, turning off
the virus-checking programs and then re-installing RoboHelp, often
resolves the problem.)
3 Delete any files in your temporary folder. (This folder is determined by
the TEMP environment variable and is usually located in C:\TEMP or
4 Run a disk-scanning utility. Hard drive errors can cause problems with
the installation process. (Some Microsoft Windows systems contain a
utility called Scandisk. If you have questions about disk-scanning utilities,
talk to your system administrator.)
5 Copy the Adobe RoboHelp setup CD to your hard drive, then run
setup.exe from your hard drive.
6 If you are using Windows® 2000 or Windows® XP, ensure that you are
logged in to your computer as the local administrator, or as a user in the
local administrator group.
Opening and closing Adobe RoboHelp
After you install the program, Adobe RoboHelp 6 for Word and Adobe
RoboHelp 6 HTML are displayed on your desktop. (If you choose to install
RoboSource Control 3 from the installer, you will get RoboSource Control 3
Explorer icon on the desktop as well.) You can choose the environment in
which you want to work. Adobe RoboHelp 6 for Word uses Microsoft Word
as the editor, and Adobe RoboHelp 6 HTML uses the HTML editor.
To access Adobe RoboHelp Starter
❖ Click Start and select Programs > Adobe RoboHelp 6.0 > RoboHelp Starter.
You can use RoboHelp Starter to create a new project, open an existing
project, import files or projects, or open productivity tools that ship with
Adobe RoboHelp. You can use the Starter to open the RoboHelp HTML and
RoboHelp for Word authoring tools shipped with Adobe RoboHelp.
To open a RoboHelp authoring tool
Click on RoboHelp HTML or RoboHelp for Word icon on the desktop.
Open the RoboHelp Starter. In the toolbar, click Application. Select RoboHelp HTML
or RoboHelp for Word.
Click on Start – Run. Type robohtml to start RoboHelp HTML. Type robohelp to start
RoboHelp for Word.
To close a RoboHelp authoring tool
Click X in the program window.
Opening and closing RoboSource Control 3
While you use RoboSource Control 3 from within RoboHelp HTML most of
the time, you can access the standalone application, if desired.
To open RoboSource Control 3
In RoboHelp HTML, click .exe in the Version Control toolbar.
In RoboHelp HTML, switch to the Tools view, and then double-click the RoboSource
Control icon.
From the File menu, select Version Control > RoboSource Control 3.
If a login dialog box appears, enter the relevant information. The
RoboSource Control 3 application is opened. For more information, see the
RoboSource Control 3 documentation.
To close RoboSource Control 3
Click X in the program window.
Note: For more information about setting up user accounts, refer to
RoboSource Control 3 Help.
Activating Adobe RoboHelp 6
After installing Adobe RoboHelp 6, you must launch the application, and
activate the product. If you do not activate the product within 30 days, the
pre-activation period comes to an end, and you must activate your
product key to continue using the software. You only need to activate
RoboHelp once.
Why is activation important?
Product activation validates that a particular product key has not been
installed on more computers than is allowed by the end-user license
agreement (EULA). Activation is simple and takes only a moment.
How is activation different from registration?
Activation allows you to use RoboHelp fully and legally. During the
activation process, you are not required to provide any personal information – only a product key.
You can register after the activation process. Registration allows you to
create a relationship with Adobe and entitles you to receive special
benefits including news, tips, and updates for your software. Registration
is optional, but highly recommended.
When do you activate RoboHelp?
The Activation screen automatically appears the first time you open
RoboHelp, and we recommend activating the product immediately.
However, you have the option of skipping the activation process for 30
Note: You must activate RoboHelp within 30 days of downloading / installing
the product. After 30 days, the Activate Later button is no longer available on
the Activation Wizard, and you need to activate your product key to continue
using the software.
Follow the steps listed in this section to activate your copy of RoboHelp (if
needed, see the previous section for instructions on opening RoboHelp.)
To activate RoboHelp in the first 30 days
When you open RoboHelp, you are prompted to activate the application. Follow the
instructions provided in the Activation Wizard.
While RoboHelp is open, select Help > Activate. Follow the instructions provided in the
Activation Wizard.
To activate RoboHelp after 30 days
Start RoboHelp.
At the prompt, select Activate Now.
Follow the instructions provided in the Activation Wizard.
Deactivating Adobe RoboHelp 6
1 You can deactivate from product itself. Go to Help – Transfer Activation.
Click on Transfer Button. Product will show that transfer activation is done
2 You can also deactivate while un-installation is going on. While you are
un-installing RoboHelp 6, you will get a screen which says “Deactivate
Adobe RoboHelp 6”. Click on button “Deactivate now” to deactivate
product. It will deactivate product on current machine and then you can
install and activate product on any other machine.
3 In Step 2, click on button “Skip Deactivation” to skip deactivation of the
product at this point of time.
Note: You do not need to deactivate or transfer activation if you are not
planning to install RoboHelp 6 on separate machine.
Some of the tools in Adobe RoboHelp provide additional functionality for
your Help systems through the use of Dynamic Link Libraries (DLLs) and
ActiveX controls (OCXs). These DLLs must be distributed along with your
Help system and installed on your end user computers. All redistributables
are listed in the redistrb.txt file, located in the Redist folder of your Adobe
RoboHelp 6 Program Files folder.
Contacting Adobe
World Wide Web
Adobe Systems
345 Park Avenue
San Jose, CA 95110-2704
Technical support
Adobe is committed to providing you with the best overall product
experience. This includes intuitive technical products and flexible options
to fit your support needs.
For current hours of operation and details about all support offerings,
please visit the Adobe RoboHelp Web site:
For 24-hour support resources that include a knowledge base and
forums, please visit the User to User forums:
To contact Technical Support (Complementary/Paid) via E-mail, please
go to the following link:
Customer care
Adobe strives to continuously provide our customers with the best
possible service. Our Customer Care Web site
( offers a list of
the most frequently asked questions and the ability to search our site.
Results are provided in an easy-to-view format.
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