The Use and Creation of Windows Help Files in the

CE U P D A T E — C O M P U T E R S

III Philip R. Foulis, MD

The Use and Creation of Windows Help Files in the Laboratory Many laboratories distribute bound copies of their manuals, a format that offers many advantages. For instance, these manuals can be copied and distributed throughout the facility in whatever size is appropriate, from a large reference book to a pocket-sized edition. The basic format—which includes table of contents, introduction, index, and main body of text—allows one to retrieve information easily. Furthermore, pictures, graphs, flowcharts, and tables can enhance the document. Because the document is bound, it is tamperproof, and material cannot be added or removed. Finally, a reading light is about all you need to view it. Limitations to hard-copy documents exist, however. • Distributing and maintaining hard-copy documents is expensive and time-consuming. Whenever procedures, reference ranges, and policies change, the entire document must be redone. Printing is expensive, requires time, and delays the distribution of information. • Certain audiences who are searching for specific information may find the search frustrating in the hard-copy format. For example, most laboratories create "Laboratory Service Guides," which are placed in patient care areas. Hospital professionals may find the search for specific information tedious. If several users wish to use the manual simultaneously, extra copies must be available. • In some sections of the laboratory, such as histopathology, where the risk of exposure to contaminants exists, the manuals may become unusable. In all areas, hard-copy documents are frequently misplaced or not used. The Electronic Alternative The use of the hypertext function in Windows 3.1, Windows for Workgroups, and Windows '95 (Microsoft, Redmond, Wash) eliminates many of

ABSTRACT Windows help files are an efficient way to disseminate information to users in a convenient, secure, and easy-to-use format. A computer capable of displaying online help files can be accessed whenever a user requires clarification of an instruction or procedural step. Windows helpfilescan be created easily using a word processor or specifically designed programs. Graphics, color, and a variety of fonts emphasize important aspects of the document. The document cannot be altered or misplaced. In many facilities, computers are connected to a network, allowing updated help files to be distributed electronically. In the current health-care environment, helpfilescan make employees more productive and effective. This is the third article in a four-part continuing education series on computers. By the end of the series, participants will understand the principles of the Internet and the World Wide Web, understand the driving forces behind the development of regional health care information networks, use and create Windows help files for the laboratory, and learn how a computerized system can improve efficiency in surgical pathology.

these problems. (For terms used in this article, see "Bits and Bytes") The Windows help file is similar to a user's manual, but the material is presented in an electronic format. It contains text, assisting the user with various aspects of a task. For example, the help file can help a person using a word processor by explaining how to set the margins of a document and print it. The decision to publish your documents using Windows help offers several advantages, including the following: • People familiar with Windows can easily use your help files. • Color and multimedia may be incorporated into the document, enhancing its usability. • With adequate keywords and jumps, the document can be accessed almost as randomly as a book.

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From the Department of Pathology, the University of South Florida, James A. Haley Veterans Hospital Laboratory Service, Tampa, Fla. Reprint requests to Dr Foulis, University of South Florida, Department of Pathology, James A. Haley Veterans Hospital, Laboratory Service (113), 13000 Bruce B. Downs Blvd, Tampa, FL 33612; o r e mail: pfoulis@com1. med.usf.edu

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Fig 1. Display of a topic.The underlined words "pink slip" represent a jump. Clicking on the words will cause WinHelp to display further information on that topic.

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.Distribution is relatively easy. If all of the computers in an instiBack Hisiory About Contents Search tution are connected, the help file can be distributed automatically. • The computerized help file (.HLP) allows only cytology fine needle cases are actually numberec for simple updating. on each slide using a superfrost II pen with indelible ir Because it is "comit cannot be on the pink slip. The technician also signs and dates th piled," altered easily. It also can with the numbers at the top and the slides are dried eit be created so it can only be read and not modified. It therefore is as tamperproof as a textbook. • Although the equipment required is more comBitmap—An image or shape of any kind that is composed of a colplicated than a simple reading lamp, any computer lection of individual dots. that supports Windows can be used to view help Compile—The process of translating an existing file into another. files. An example would be changing an .RTF file into an .HLP file making it usable as a help file. A hypertext document has a table of contents and is divided into topics, thereby allowing the Extension—The three-letter code at the end of an IBM file name. For example, MYFILE.TXT is the name of a file with .TXT as the user to find information easily. The 3/*WinHelp extension. WinHelp assumes .HLP as the convention for a file to program provides help screens for Windows use the Windows help facility. applications. A computer capable of running .HLP—A file used by the WinHelp program. It is a result of an Windows has the capacity to create Windows .RTF file being compiled. Files with these extensions are used with help files. An individual able to create an index or Windows help. table of contents in a word processor has the Hot spot—An area on a picture that is associated with an action. skills necessary to produce Windows help files. In There may be a link to a pop-up, macro, or jump to another area this article, we discuss how to use and create of the document. Windows help files. Hyperlink—A method of connecting portions of a document. These links allow the user to move from one area to another quickly. Starting W i n d o w s Help Hypertext—A method of displaying text on a computer. In the program manager, click on the File* Run Information is indexed, a table of contents is provided, and a and enter the word WinHelp. The WinHelp method is available to search for words contained in the document. application begins with the ability to open a file Jump word—A word on which the user can click to automatically with the .HLP extension. Most Windows applicabe taken to another topic in the document. tions also access help when the user presses the Fl key or clicks on Help Index. Macro—A series of instructions that automatically performs a series of tasks. W i n d o w s Help Multimedia—The incorporation of sound, graphics, and moving Windows help provides the ability to present images into a document. documents to a user. It provides a convenient, Pop-up—A window that displays a small amount of text over the quick way to look up information about a particcurrent window when a certain word is clicked. ular task. WinHelp serves as a hypertext environ.RTF—Rich Text File. This file contains instructions that when ment for any document constructed in the .HLP compiled, become a Windows help file. Jumps, pop-ups, and index format. WinHelp allows the user the opportunity are examples of the instructions contained within this file. to search for information in a variety of ways, for SHED—The name of a graphic editor. It is used to define areas on example: a picture that when clicked, perform a specific task. SHED is also called HotSpot Editor. • Through the document index .SHG—Segmented HyperGraphic. A bitmap file produced using a • Through a search for keywords SHED editor designating "hot spots" in a picture. When the mouse • By jumping to other areas of a document (Fig 1) is positioned over the area, other functions, such as jump or pop• Through pop-up windows (Fig 2) up, can occur. This is a unique graphic format supported by Windows help. Different colors and fonts and the incorporation of graphics (Fig 3) assist with the ease of document WinHelp—The program in Windows that displays help files. It provides the environment for a hypertext document.

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readability and usability. The user can easily learn most of these operations, which mimic a book with a table of contents, index, and a body of text. WinHelp can create documentation for a variety of tasks useful in the laboratory, such as instrument, safety, and instruction manuals. The laboratory can use the Windows help file to produce a department service guide, policies, and procedures. Windows help files are easy to use. Because our facility conducted training classes in Windows, the users have no difficulty using constructed help files. Several options allow the user to find information. Contents lists topics alphabetically; Search (Fig 4) allows the user to locate information by a specific topic name. The Help option shows the user how to use the help file and is always located at the top of the display. With the Always on Top option, the help screen does not disappear when you click on the current application. This feature can be extremely beneficial when you are trying to follow a series of complex operations, such as those contained in a word processor or database. The steps are explained and shown in the help file and need to be visualized to accomplish a task. Options within the help file assist in its ease of use. Back retraces the subjects you have visualized in help. History displays a sequential list (Fig 5) of every help topic you have selected during your current session. Some help files also contain a glossary, listing the alphabetic terms used in help. To quit WinHelp, press the escape key (Esc) or select File then Exit from the help menu. If you click on the application on which you were working, WinHelp may quit or still be active and only hidden by the application. You can create your own "bookmarks" within WinHelp. This customization permits you to mark a particular area of interest in a help file. Anyone can use the bookmark to proceed to the marked section. WinHelp also allows the user to print material currently viewed. The following four major limitations exist in Windows help. 1. Only 16 colors can be embedded into the Windows Help file. No facilities for 256 colors or multimedia exist, limiting the ability to display complex figures, charts, or graphs. 2. Full-motion video with sound cannot be displayed easily. The only way to accomplish these tasks is to incorporate programs into the help file. These extensions then will allow the playing of sound and animation of portions of the display.

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3. Only text words specifically designated as keywords allow the user to jump to topics. The indexing of words therefore must be done explicitly. Because provision for the automation of this process is lacking, the chance for omission and inconsistencies increases as the text file grows. 4. The interface provided by WinHelp does not provide for modification. Several vendors have attempted to overcome these shortcomings by producing separate help systems or add-ons to the current Windows help. Although these may create a more functional and capable help system, problems may occur if they are used. Microsoft produced the Multimedia Publishing Toolkit, which has not been well accepted. Windows '95 has eliminated several of these restrictions. Many institutions are not using this program, however.

Fig 2. The incorporation of a graphic flowchart in the Point of Care Testing Manual. This bitmap has been modified by the SHED editor to produce " h o t spots." (The hot spot in the figure is the box that contains "Operator Number, Patient ID, Test Order, and Test Results.") Note the pop-up "Entry into the system is described here." When the mouse is clicked again the pop-up disappears. The pop-up displays how information is entered into an information system using an infrared link.

Help files contain the following four basic elements. 1. Pop-ups (see Fig 2) appear as dotted underlines or within a picture. A window will appear over the current help topic. When the mouse is clicked again, the window disappears. The secondary window floats on the screen with the main help screen. 2. Jump words (see Fig 1) usually appear as solid underlines. When the word is clicked, you will be

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taken to another topic. Jumps can be placed throughout the help document. You can arrange these to proceed to anywhere in a document. 3. The content page is the opening page of a help file. It lists the topics. When the mouse is clicked on a particular topic, the computer will proceed to that subject. It is similar to a table of contents in a book. 4. The keyword index (Fig 4) is accessible through the search button. This allows you to jump to topics based on the keyword assigned to them. Components of a Help File for the Technically M i n d e d

Windows help is prepared as a source file and compiled using the Microsoft Help Compiler. The compiler is distributed with many authoring programs or is available directly from Microsoft. The following three parts comprise the source file: 1. The project file sends commands to the compiler. This step usually is transparent to the user.

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Windows Help History Fig 5. The Windows help history. A listing in order of all the areas the user has explored. By selecting "IMMUNOHISTOCHEMISTRY," the user w o u l d return to the topic within the Histopathology Quality Control Manual.

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Table of Contents IMMUNOHISTOCHEMISTRY (j Table of Contents IHC QUALITY CONTROL Table of Contents HISTOPATHOLOGY REQUEST Table of Contents INVENTORY CONTROL Table of Contents

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In most instances, the user initiates the task by clicking on an icon. 2. The topic file is the actual text of the help application. 3. Graphics and any bitmapped pictures are the final portion and eventually become a part of the help file. The topic file uses a language called RTF or Rich Text Format (Fig 6). RTF is an example of a text markup language. Embedded codes define the appearance of a document's text. The text comprises a series of special reserved commands interspersed with the actual text. It is in an ASCII format and contains formatting commands directing the compiler to produce footnotes, color, margins, tab stops, paragraphs, keywords, etc. Source files for the help compiler combine text with directions in the form of statements tagged as footnotes. Five footnote types define the structure of an RTF file and use reserved characters to define them. These are: 1. Context strings 2. Keywords 3. T o p i c t i t l e s

4. Browse sequences 5. Macros Most commercial word processors or specially designed programs can produce RTF files. Some liberty is taken in producing RTF files. A file produced by one program may not be recognized by another. Older versions of the help compiler may not recognize certain RTF commands; therefore it is important to ensure that the program and help compiler are compatible. Several other problems exist with RTF files. The specification for RTF files was developed by Microsoft without consensus, external review, or refinement by other industry experts. Additional new features cause older systems to be incompatible with current ones. The RTF specification is extremely complex with the help compiler accepting a subset of the full commands. This causes the help system to become increasingly awkward. Because the specification is proprietary, it is interpreted differently by different vendors' products. While adequate for character and paragraph formatting, it does not address the overall document organization and structure. Help supports a unique graphic format. It uses a bitmap file with an .SHG extension, which stands for "Segmented HyperGraphic." It is produced using a SHED, or HotSpot Editor, which is available through Microsoft or included with

most help programs. The editor allows you to incorporate "Hot Spots" in a graphic file (see Fig 2). You can produce a series of rectangles within the graphic file with specific names. When the mouse is positioned over these areas, jumps, popups, or macros can occur. The macros are a series of instructions that can produce a variety of tasks. These may be incorporated to run other programs or automate specific options in the Windows help system. Several other authoring tools make it easier to develop help files. These enable placement of hyperlinks and keywords. Many of these were initially unsupported, but eventually companies other than Microsoft offered assistance. Many were add-ons to existing word processors, which created several disadvantages. First, the company's word processor must be used, which can be expensive if you had already been using another word processor. Because the tools are added onto an existing word processor, you may not have full control over the authoring process. Other vendors offer stand-alone products that have the ability to produce help documents. They can recognize, analyze, and convert RTF files directly. They also detect errors and show your work without compiling to a .HLP file. This will increase your efficiency as the help file is developed. When the work is completed, it is then compiled for distribution. Creating a Help File Building a Windows help file (Fig 7) consists primarily of preparing the content that will appear as topics (Fig 8). A topic is a set of instructions or ideas. Much of this work already may be available in the computer as a word processing text file and can be imported into the program to create help files. It is not necessary to have a finalized product on the first try. You can make modifications and enhance the help file as you gain more experience with it. If you are not satisfied after viewing your help file, you can edit and recompile the topic file. This allows for rapid revisions and enhancements. The first step in preparing a topic file is to create a new document either in your word processor or specific program to create Windows help files. If the material already is available in a computer, you may be able to copy and paste the text into your new topic file document. The other option is to place the entire text in your current document using the "Insert/File" option available in most word processors.

The next step is to divide the information into separate topics. By inserting page breaks, you can produce individual topics. In most instances, each topic will have its own heading. These divisions become the table of contents. Each heading is associated with a context string. The compiler uses this string to differentiate among topics. Items in the string should be similar to the name of the heading to allow the user to find the specific topic of interest. You then can add keywords to allow the user to find topics based on one or more words. Because the user may wish to find information on a subject, it is important to add several keywords. To make the help document more helpful, browse sequences can be added. This will link topics together in a logical order. For instance, you may wish to link the topic of universal precautions to a discussion about handling contaminated samples or disposing of infectious waste, a listing of important telephone numbers, and the procedure for filling out an accident report. In this way, related information is conveyed to the user but is maintained as individual topics. Your next step is to add jumps and pop-ups to your help document. The jumps will move to individual topics, whereas the pop-ups usually display a small amount of text. For example, a topic of a laboratory procedure might include the manufacturer's address as a pop-up window. This would be accessed only if the user requires it. Pop-ups also are ideal for such information as definitions.

Test Your Knowledge Look for the CE Update exam on Computers (701) in the April issue of Laboratory Medicine. Participants will earn 4 CIVILE credit hours.

Fig 6. An example of Rich Text Format language. Four areas are shown: A, the beginning of the document defining the type of font, color, and size of type. B, title of the document that is displayed when Windows help is run. C, the "hot spot" from a segmented hypergraphic (.SHG) bitmapped file. D, one of the pop-ups displayed when a hot spot is clicked.

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{\rtfl\ansi \deff5\deflangl033} {\fonttbl{\f4\froman\fcharset0\fprq2 Times New Roman;} {\f5\fswiss\fcharset0\fprq2 Arial;} B. {\title Point of Care testing menu\'0b\'0a} {\author PR Foulis} C. \par \pard\plain \f5\fsl6 \par {\uldb Instrument}{\v\cf13 POINT.I 001} \par {\uldb Entry}{\v\cf13 POINT.E 001} \par {\uldb Nursing}{\v\cf13 POINT.N 001} \par {\uldb Laboratory}{\v\cf13 POINT.L 001} D. \par \pard\plain \f5\fsl6 {\fs20 Entry into the system is described here}

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graphics. When you are satisfied with the file, you can distribute it to the users. We have converted our procedure manuals to Windows help files. Because the manuals already exist in a word processor, we found it easy to convert them to Windows help files. For example, our urinalysis manual is 64 pages in length. Creating an index and table of contents, changing the color of all warnings to red, and creating an .HLP file required only 30 minutes. The completed help file is placed on the computers in the section.

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Fig 7. The steps involved in creating a Windows help file.

The last portion to creating the document is the incorporation of graphic files. These will exist as bitmapped graphics or files through the SHED editor. If a graphic with hot spots is used, the jumps, macros, or pop-ups are added. Finally, you can compile the help file and observe the result. If the results are unsatisfactory, you may modify the help file and add additional information, color, or

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The production of Windows help files is an easy way to disseminate information to users. They are accessed through WinHelp available on any computer that runs Windows. The incorporation of graphic files, color, and a variety of fonts emphasizes important aspects of the document. The use of browse, pop-ups, and jumps allows information to be logically organized and presented. Bookmarks allow the user to mark an area of the help file frequently accessed. Unlike loose-leaf paper, the document is secure and cannot be altered or misplaced. If the computers in a facility are connected, updated files can be distributed electronically. The expense of producing a help file is only marginally more than a traditional manual and has the advantage of saving the costs of duplication. Finally, with the requirement for increased efficiency in health care, help files assist in making employees more productive.®

Additional Readings Duncan R. Electronic publishing with Windows Help. PC Magazine. 1995;14:246-249. Duncan R. Generating RTF files for Windows Help. PC Magazine. 1995;14:267-272. Duncan R. Publishing a database with WinHelp. PC Magazine. 1995;14:289-297. Microsoft Windows 3.1 User's Guide. Microsoft Press, 1994. Pewitt W. Create your first help system. Visual Programmer's Histopathology Quality Control Mantle Journal. 1996;6:68-76. Simon B. Help on Help: Help Resources for WinHelp Authors. PC Magazine. 1995;14:249-254. Simon B. Taking Windows Help to the limits. PC Magazine. 1995;14:233-237. Welinske J. Beyond Help. Windows Magazine. 1995;6:228-244.

Table of Contents

Fig 8. Display of the table of contents. Listing of the topics of the Histopathology Quality Control Manual \n a Windows help file. These will go to specific topics.

IHC QUALITY CONTROL CASE TRACKING HISTOPATHOLOGY REQUEST SUP MENT IMMUNQHISTQCHEMISTRY QC EVALUATION SHEET TROUBLESHOOTING ANTIBODY LOT NUMBER TESTING INVENTORY CONTROL CONTROL MATERIAL MONITORING ANTIBODY MANAGEMENT

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