SINGLE-SOURCING A DOCUMENTATION PROJECT? Consider using HTML-Based Help. Single-sourcing refers to the capability of producing more than one documentation format from one project. For example, if you are producing help files for a desktop application, help files for a web-based application, and printed user's guides, you can create one help project and generate the different formats from that one project.

HTML-based help can also be used to create web sites, online reference material, e-books, and even slide shows. This article lists some of the advantages of using HTML-based help, specifically Microsoft HTML Help using RoboHELP HTML from eHelp Corporation. These advantages apply to any of the types of documentation that can be produced using RoboHELP HTML.

The Index tab from the Africa sample HTML Help file in RoboHELP HTML.

HTML Help provides the capability of creating a custom index for your users. An index in an HTML Help file is made up of a list of keywords that are associated with topics and URLs (Web and intranet sites), and is available in an HTML Help file on the Index tab. The goal of an index is to help users find information with the least amount of effort in the shortest amount of time

The Contents tab from the Africa sample HTML Help file in RoboHELP HTML.

The help author can create an interactive table of contents that the user can also use to access the topics in a help file. The Table of Contents can contain links to topics within the same HTML Help file, to topics in other HTML Help files, and also URLs (links to web pages).

The Table of Contents is customizable and is not limited by the size of the help file. You can set up the Contents tab so it synchronizes with how the user navigates in the right hand pane. A user may click on a link in a topic to get further information. When that happens, the Contents tab highlights where the user is in the Table of Contents. There is a sample HTML Help file available with this article. See the More Information section below for the link and for instructions on downloading and running the help file.

A link in a topic. The cursor turns into a hand when moved over text or pictures that are links.

HTML Help topics can contain links to topics within the same HTML Help file, to topics in other HTML Help files, and also URLs (links to web pages) in the same way the Contents tab can contain links. These links are preserved among the different help formats that are generated from the HTML Help file, except for printed documentation.

HTML Help files can be converted into printed documentation. You can create full-featured printed documentation complete with automatic pagination, text formatting, styles, images, organized files, a table of contents, an index, and a glossary all produced in a Word format. The formatting in the topics are all preserved using style sheets and templates which can be customized. 


The menu option on the File menu for generating Printed Documentation activates a wizard that simplifies the process of creating Printed Documentation from an HTML Help file.

The Contents tab from the Africa sample WebHelp file created from the HTML Help file.

HTML Help is browser independent in the form of WebHelp, which is a format that was developed by eHelp Corporation and is meant for placement on intranet/internet sites. WebHelp is easily generated from an HTML Help project with no need for additional formatting. The final result looks very similar to the HTML Help format. One of the features that doesn't convert is the Glossary tab. See the More Information section below for a link to a sample WebHelp project.

You can view an example of a WebHelp help project by clicking here.

To view an example of a compiled HTML Help file (a .CHM file), you need to download the .CHM file first and then run it from your hard drive. The .CHM file CANNOT run from a server. It MUST be run from a hard drive, CD, or disk. Right-click on the link below and select Save Target As from the popup menu to download the sample HTML help file. If you are using a Mac, click and hold on the link below and select Save to Disk from the popup menu that displays. Once the file is downloaded, double-click on the filename to start the help file.

Download .CHM file

Please Note: You must have Internet Explorer 4.x or above on your computer to be able to run the .CHM file.

The Africa HTML Help and WebHelp samples are used in this article with permission from eHelp Corporation. The samples in this article are examples of reference material that are not necessarily help files.

There are many other features of HTML Help that make it a good choice for the future of help and other documentation. Context-sensitive help topics can also be incorporated into an HTML Help project or generated as WebHelp for a web-based application. I have found RoboHELP HTML to be a useful tool for developing HTML Help and WebHelp for software applications and for our intranet site.

Lori Kaufman, Senior Technical Writer, New York Life