Embedded Files
An interactive course that covers the advanced sharing features of Microsoft Word.
Audience
Professionals with access to Office 365
Tools
Articulate Storyline, Figma, Adobe XD and Photoshop, Microsoft Word and Powerpoint, TechSmith Snagit
Responsibilities
Research, Script Writer, Storyboards, Mockup, Instructional Design, eLearning Development, Visual Design
Overview
This is an e-Learning concept project designed to assist company professionals in strengthening and unifying their Microsoft Word knowledge. In order to boost productivity, this project develops better procedures for document sharing and collaboration in a professional setting. It also strengthens file security.
The course was inspired by my experience as a contract technical writer, working with a remote cross-functional team and internationally-based SMEs. When the document draft was shared, the revisions were unintentionally disorderly and prolonged the project's completion. Each collaborator brought their own technical or cultural understanding of how to review the document with the best of intentions and I had relied on their trainings and group norms, which resulted in overlapping and late revisions, confusing changes, and dissociated comments.
Many of the problems I experienced could have been avoided with consistent training and practices. This course was designed to ensure that everyone involved in document collaboration receives the same training and has similar expectations.
Features
Text-To-Speech Audio
Using Storyline's built-in Text-To-Speech was cost and time efficient. I could quickly block out the audio and begin building out my project slides. Unlike recording myself, using Text-To-Speech audio is instant, consistent, and creates captions automatically.
The difficulty was in modifying the script to make the Text-To-Speech sound more natural. Having the computer read 'can' as 'cannn' and adding commas for pauses, for example.
Interactive Content
The course was made interactive so that an experienced Microsoft user might benefit and stay engaged, while a novice user would acquire a solid understanding and new skills through practice in a welcoming environment.
The course features a blend of interactive and automated learning. The reason for this was to engage learners, but not to overwhelm them with repetitive tasks. This balance keeps the course moving.
Scenario-driven
A scenario is introduced to quickly invest learners by connecting the course to a realistic problem. Sharing without restrictions could lead to concerns. The training teaches how to improve sharing practices and provides answers to the scenario.
There are many useful features in Word that user's may be unaware of or were recently updated. I wanted learners to understand why they should use these features rather as well as how to use them.
Project Process
Action Map
I collaborated with a project manager and other subject matter experts to identify the most important features for effective Word collaboration. We defined three primary actions: Sharing control, Tracking changes, and responding to Comments.
I created an action map of the steps required to fully learn these features and their settings after researching basic and advanced help documentation from Microsoft's knowledge base and practicing with the software.
This concept course breaks down three objectives into separate lessons, and this project includes the first lesson, Sharing Documents.
Figma - Collaborating with Word.pdfScript
I wrote an instructional manual of the directions used while doing the procedures I had researched, and I utilized that manual as the basis for the script.
To make the course more relevant and memorable I incorporated a potential real-world scenario. The onscreen illustrated character serves as the instructor and has animated responses to the script as it is being read.
I rewrote the script in response to suggestions to make several actions and concepts more clear. Since I was using an AI voice, I also worked to make the dialogue sound more natural.
Sharing Tutorial [Script].pdfStoryboard
A text-based storyboard was used for planning as there would be few moving parts and extensive dialogue. However, when I was refining the course and expanding my Storyline skills, I decided animated sequences could better illustrate the scenario and capture the learners' attention.
With the text-based storyboard it was difficult to describe the moving parts of animated sequences and a visual storyboard would have worked better.
The project scope and style guide were critical for establishing a focused course direction and maintaining visual continuity throughout the project.
Sharing Tutorial [Storyboard].pdfVisual Mockup
The course is centered on a program simulation and accurate screenshots of the software. Using TechSmith's Snagit I captured quality images of the software, then used Adobe Photoshop to control any inconsistencies. Microsoft Word has a busy UI, so to draw attention to the instructional elements I added an illustrated instructor, captions, animated arrows, zooms, and glowing outlines.
Adobe XD was used to mockup variations of the title screens. I wanted a style that appeared Microsoft-like, but also distinguished itself as a distinct formal course.
PowerPoint was used to mockup the look of the screenshot slides because of the Add-On that allows Storyline elements to be inserted, such as the illustrated character and same set of effects.
The integrated character serves as a instructor and distinguishes the course learning from the software itself.
Adobe XD
Powerpoint
Challenges
Microsoft Word update
A feature changed and was removed in the brief period of time between collecting screenshots and writing the instructions, I assume as a result of a small upgrade. To fix this I updated the screenshots, script, and project as to reflect the current Word version.
Screenshot consistency
Maintaining consistency in screenshots was difficult because minor setting adjustments resulted in visual differences. To solve this I split the screenshots into separate elements on Photoshop layers, providing me with complete control over the screenshot consistency.
Final Reflections
Use Text Bubbles Sparingly
The course was designed with English as a Second Language learners in mind, and I thought text bubbles would be useful visual aids and fit the overall design. Feedback from an ESL learner was that using the bubbles with the monotone AI voice was overwhelming. I improved the pacing and clarity by rewriting the script, shortening text in the bubbles, and adding more natural pauses. Next time, I would use them only for directives.
Use Text-To-Speech Audio For Early Development
Using text-to-speech was a quick and effective way to evaluate the script and pacing and start blocking out the slide timelines for recorded audio. Making changes later in development, with built-out timelines, is not impossible but is more complicated and time consuming due to all of the integrated elements.
Future Work
This is the first lesson of a three lesson course that I would love to develop for you. The next lesson involves tracking changes, followed by a short lesson on effectively using comments.
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