The PowerPoint® Blog

I work with PowerPoint on a daily basis and I am very honored to be a Microsoft PowerPoint MVP. We have a talented team of presentation designers at TLC Creative Services and ThePowerPointBlog is our area to highlight PowerPoint tips, tricks, examples and tutorials. Enjoy! Troy Chollar

How to Prevent Resize Slide From Erasing Formatting (part 3)

The solution we use at TLC Creative Services is to remove the variant. The simple answer is to save the presentation as a PowerPoint template (.potx) which creates a file with no variants. Here is a quick step-by-step process:

1. Go to File>> Save As >> POTX from drop down list

  • Save to the desktop (this is a temporary file you will delete)
  • Use a file name that is applicable to the template
  • Note 1: The file name will be seen in the file properties
  • Note 2: A .potx is a PowerPoint template and it cannot contain slides, so doing this is going to DELETE all slides (which will be added back in a few steps)

SlideResize-8

2. Open the new .potx file and look at the file properties

  • Creating a .POTX removes the Default Theme ID
  • The TEMPLATE property will now list the .POTX file name
  • Note: When you open a .potx, it automatically creates a .pptx presentation file.

SlideResize-12

3. Go to FILE > SAVE AS > POWERPOINT PRESENTATION (.pptx) from the drop down list

  • Opening a .potx automatically creates a .pptx presentation file
  • Open file is most likely named “Presentation1.pptx”
  • Save presentation with a new file name – Best Practice: Name same as original file name + version # (eg. _v2)

4. Go to DESIGN tab > VARIANTS section

  • The presentation now has no VARIANTS

SlideResize-13

7. Add slides from original presentation to the new, no variant, presentation and save file

8. Delete the temporary .potx and the original presentation

9. Use the Resize option without losing template formatting!

 

– Troy @ TLC

By |2016-08-10T09:00:17-07:00August 19th, 2015|Tutorial|

Why Resize Slide Erases All Formatting (part 2)

The previous post showed how template formatting is often stripped out of a presentation when it is resized.

SlideResize-1      SlideResize-9

So here is my simple, non-tech description of what is happening inside PowerPoint (Note: If you really want details on templates and themes, I highly recommend Echo Swinford and Julie Terberg’s excellent book: Building PowerPoint Templates Step by Step with the Experts).

The resize “bug by design” will only happen with presentations and templates developed in PowerPoint 2013 and above.  Files created in PPT 2007 and 2010, even if edited in 2013, do not have the resize issue because those versions of PowerPoint do not have the troublemaking feature. With PowerPoint 2013, a new option for templates was added, VARIANTS. Variants will eventually be a great feature, but currently they are not really used and the “Super Theme Templates” they open the door to create are so difficult to develop, I only know a few designers in the world who really understand them and are willing to tackle them (and I am not one of them).

Variants, which you see in the Ribbon on the Design Tab, are basically template styling options.

SlideResize-5

When resizing slides, PowerPoint needs to use a variant. If there is not a custom variant already there from a Theme, PowerPoint reapplies the Microsoft Default Theme. The default theme, called “Office Theme,” is what you get when opening a new blank presentation (boring, white, no stylized formatting).

SlideResize-10

When the default theme, and its variants, are applied, all formatting to the master slide and layouts are replaced with this “default” setup. What this means is nicely designed slides lose their existing template styling attributes. See the previous post for a downloadable sample slide you can test and see formatting stripped.

Here are 2 ways I do a quick check to see if a provided file is going to have an issue if it needs to be resized:

1. Go to FILE > PROPERTIES > expand to see all properties > TEMPLATE

– If the TEMPLATE property is BLANK or has “OFFICE THEME,” I know it is almost 100% certain to have formatting issues if resized

SlideResize-6

2. Or I look at the DESGIN tab >> VARIANTS section and see what variants are available (Note: If there are no variant thumbnails, that is covered in part 3, and it is okay)

SlideResize-11

The next post, part 3, is a step-by-step solution to avoid PowerPoint adversely affecting slides when resized.

– Troy @ TLC

By |2016-06-16T14:07:02-07:00August 17th, 2015|Tutorial|

Resize Slide Erases All Formatting! (part 1)

Here is the scenario: you have a 16×9 presentation that needs to be changed to 4×3. Easy! PowerPoint has a great feature to change the aspect ratio (via Page Setup) and it keeps everything proportional (eg. circles stay round) and adjusts the position of everything to fit the new slide layout – but things don’t go as smoothly as planned.

1. Here is your 16×9 slide (download this PowerPoint 2013 Resize Test Slide):

SlideResize-1

2. Go to DESIGN > SLIDE SIZE > STANDARD 4×3

Resize14

3. Here is the disaster you get when converting to 4×3

SlideResize-9

Note: This problem is not the size selected (4×3), it happens when going from any size to another size. And this is not a bug, but by design (I really like how Echo Swinford  describes this as “a bug by design”). What you end up with is:

– Correct page size – yay!

– Custom background – gone

– Custom fonts – gone

– Custom color scheme – gone

– Any template customization – gone

Part 2 and 3 of this series detail what is happening behind the scenes in PowerPoint and a (fairly) simple step-by-step solution.

 

– Troy @ TLC

By |2016-06-16T14:09:24-07:00August 14th, 2015|Tutorial|

Permanently Delete a File with Eraser

Here at TLC, our team works hand in hand with companies dealing with all sorts of information. One week, you may find us setting up show computers for a large event for a pharma company, and the next week, onsite running presentations for an executive of an auto corporation. Our computers are always operated by internal staff, but it is imperative to secure information.

Eraser 1

Dropping files into the Recycle Bin is not really deleting them – it is only the operating system removing the reference of the files from the system table. Every file is really there until another file is saved over it. Eraser permanently overwrites files with patterns of data that completely prevents file recovery. So, whether you want to securely erase financial records, passwords and/or security data, Eraser is a free, easy to use program that makes files gone for good. Eraser can be found here (go to the download link at top of page – do not use any of the adware download buttons!).

eraser logo

– Troy @ TLC

By |2016-08-10T09:01:02-07:00August 10th, 2015|Software/Add-Ins|

Introducing Office UserVoice!

UserVoice-1

Microsoft is (finally) taking the input of its user more seriously, and not just their large enterprise customers (where the lead IS contact was the input person) and the MVP teams. This is for their entire user base! Microsoft has partnered with an external company to “engage with customers about new features and ideas.” UserVoice is something I am very excited about.
UserVoice-2

  • Covers all platforms: Windows (Desktop & Mobile), Mac, iOS, Android, and the Web
  • Separate pages for each Office app: PowerPoint, Excel, Word, Outlook, OneNote, Sway
  • Goal is to gather end user input (that’s you and me!) on features we see as needed in an Office app. Microsoft, from what I have been told, is going to have this data be a factor in determining what they need to focus on.
  • Vote for the ideas you like. This is a big part of the data that Microsoft will be receiving – “how many people agree with this being a needed feature?” NOTE: Each user only gets 10 votes!
  • UserVoice is not a forum for tech support. Its purpose is hearing what people want to see. This is great for me to see as Microsoft continues to move toward a constant app evolution and roll out of new and improved features vs. new version every 2+ years.

UserVoice-3

Bookmark and make entries when you have a great idea (or major frustration in the middle of project about what would make life better!). Here are links to each app:

PowerPoint

Excel

Word

Outlook

OneNote

[br]

– Troy @ TLC

By |2016-08-10T09:01:38-07:00July 30th, 2015|Resource/Misc|

What Computer Should I Get – My opinion on specs

[text]All the way in 2006, I posted about computer specs and my recommendations (read it here). 9 years later, those specs are comical by today’s standards. Of the 20+ computers here, not one is in line with those dated specifications – none are that wimpy.[/text]

laptop

[text]Here is an updated list of specs I look for in new design computers. Note: This is all about Windows computers, Macs are a separate conversation. One thing remains the same since 2006, “Get the biggest, fastest, and most powerful.”[/text]

[text]I need to also highlight that the computer specs are only 1 part of the solution, and they are the easy part. The other part of having a full graphics computer is setup and software. We invest hours into setting up every computer and even more time into the almost continuous process of configuring new updates, drivers, software and settings.[/text]

  • Intel i7 CPU or 2.2 GHz (i5 is perfect, but the i7 configurations generally include everything else on the list, where the i5 is often the budget configuration and lacks other needed specs)
  • 16-32 GB of RAM
  • 1-4 GB of Video RAM (There is a vast in performance between in shared vs. dedicated memory GPUs. Dedicated memory and separate processing are mandatory, which is NVidia or ATI GPUs)
  • 1920×1080 local monitor resolution (minimum)
  • USB 3.0 (+ data thunderbolt is a great option)
  • DVI or mini-display port (Thunderbolt) are my preference. HDMI is lower on my preferences; but that is due to interfacing with showsite equipment, which most will not have to worry about
  • 1 GB Ethernet port (adaptors are not what you want to deal with on a work station setup
  • SSD hard drive

[text]Will this be my recommendations next year, or in 5 years? Doubtful. I am already holding off purchasing additional computers while waiting for USB-C, wider (Windows) adoption of Thunderbolt data, new generation of CPUs and more.[/text]
[br]
– Troy @ TLC

By |2016-08-10T09:02:20-07:00July 28th, 2015|Resource/Misc|

Find and Replace Double Spaces in a Presentation

[text]Presentations are the creation of many people copy/pasting content into a single slide deck. One of the common content edits is double spaces in sentences. Here is a quick and easy method for removing them.[/text]
[text]1. On the Home ribbon, select “Replace” on the far right.[/text]

replace double spaces 1

[text]2. Under “Find what:” Hit the space bar 2x. Then, under “Replace with:” Hit the space bar 1x. Click “Replace all.”[/text]

replace double spaces 2

[text]3. PPT will find all instances of double spaces and replace with a single space with 1 click! It searches the Notes section as well as slides, but it’s certainly very helpful in catching the ones hiding in slide content.[/text]

replace double spaces 3

[text]4. If you wanted to see exactly where the erroneous double spaces are, you can opt to click “Find Next” and PPT will take you slide by slide highlighting where the spaces are. You can then choose which ones to change by clicking “Replace” rather than “Replace all.”[/text]

replace double spaces 4

By |2016-08-10T09:02:39-07:00July 22nd, 2015|Tutorial|

Awesome Screenshot.com – online screen capture app

[text]All of the designers at TLC use Snagit for screen shot needs; it is installed on every computer we have. Windows and Mac OS both have built in screen capture options that are cute and nice, but not robust. We recently found Awesome Screenshot.com which is a great online screen share, and edit app, something we can use when working on a guest computer.[/text]

Awesome screenshot 12

[text]Awesome Screenshot is free for 30 images and 1 project folder. The premium option (currently $8.99 promo, regularly $11.99 year) has unlimited image captures and project folders. The Chrome browser is the only one that supports the add-in, but the annotation and editing features can be used on any browser. The Chrome add-in makes Awesome Screenshot a more full featured option (eg. Use Chrome for this app).
[/text]

Awesome_1

[text]Possibly one of the coolest features of Awesome Screenshot is adding comments to screenshots (much of what we use SnagIt for) and sharing directly from the site. In addition, other users are able to comment on the screenshot image as well, so this can make collaborative feedback simpler than ever! Some other cool tools are highlighting or blurring text. But the editing tools are more limited than other apps with fewer less colors, shapes, etc. Still, the ability to organize the screenshots by project is unique and pretty awesome (pun intended)![/text]
[text]Use Chrome and create an account. Under the Tools tab, select Add to Chrome, and follow the steps to install.[/text]

[text]After installed, Chrome has this app icon.[/text]

Awesome_2

[text]Click the Awesome Screenshot icon to view capture options.[/text]

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  • Capture visible part of page: Captures only the visible area of the current browser page
  • Delayed capture: Captures only the visible area of the current browser page three (or five) seconds after clicking
  • Capture selected area: Allows you to select the area of the current browser page to capture using a marquee selector
  • Capture entire page: Captures the entire area of the current browser page (include non-visible areas that require scrolling to see)
  • Select a local image: Allows you to choose an image that is saved locally to your computer or drive[/list_item]
  • Capture desktop: Allows you to select from any open windows or computer screen(s) to capture
  • My projects: Takes you to the Projects library
  • Options: Allows you to update the settings, such as image format, shortcut, and delay time specifications

[text]In addition, you can drag and drop existing images into the open project folder of your choice or select “Add images” from the project folder page on the website.[/text]

[text]Capture a screenshot (all or part of the screen) and it shows up in the simplified Annotation (or edit) screen. Save the image to a project folder to get to the full editing options.[/text]

Awesome_4

[text]There are several save options – save online for best collaboration.[/text]

Awesome_5

[text]To edit, click the Annotation icon while hovering over the image.[/text]

Awesome_8

[text]The top bar is the editing tools: Crop, draw, shapes (rectangle or oval), arrows/lines, text, blur, color, line weight, undo, redo, reset, delete shape, and zoom.[/text]

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[text]Save edits and add comments. By default, it goes to the comments page. You can also select other images in the project folder, share the image, return to the Annotation page, or view the comments list.[/text]

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[text]Click the “eye” icon to exit the page, or right-click select Save image as to get a local version of the image on your computer – which can be added to a presentation.[/text]

Awesome_11

[text]Thanks to staff designer Michelle for this review.
– Troy @ TLC[/text]

By |2016-08-10T09:03:57-07:00July 17th, 2015|Software/Add-Ins|

Office 2016 for Mac – Available!

Office for Mac 2011, the current version, has been in existence for 4.5 years. That is a very long time between upgrades. But Microsoft has (finally) released Office 2016 for Mac – and it is a very good upgrade.

O2016

If you are an Office 365 subscriber, Office 2016 for Mac is part of the subscription and an easy upgrade. If you are a retail or corporate licensing client, you may have a few months until Microsoft has it available to you.

I have been fortunate to be running the beta version for the past few months and have found Office 2016 has good parity with Office 2013 for Windows (not perfect, but much, much better). The interface uses the Ribbon styling (although not all buttons and options are in the same place or available) and the functionality is near identical. The ability to move presentations between platforms has never been better (again, not perfect, but a huge step forward). This is a major undertaking by the Microsoft Mac Office team (completely coding a new version of Office) and I expect Office 365 subscribers to have a steady stream of refinements rolled out (which is great!).

– Troy @ TLC

By |2016-08-10T09:04:24-07:00July 14th, 2015|Software/Add-Ins|
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