Below is Bill Dillworths Macro to have Word Outlines import levels into the Speaker Notes Section of PowerPoint.
Sub
OutlineLevel2Notes()
'Set up the integer
variables we'll be using for the macro
Dim varSlideNum As Integer
Dim varLineNum As Integer
Dim varOutlineLevel As Integer
'This variable
determines the outline level that will be _
moved from the textbox section to the notes section of PowerPoint
varOutlineLevel = 6
'Begin the assumed
prefix
With ActivePresentation
'We will need to cycle thru each slide
For varSlideNum = 1
To .Slides.Count
'Add to the assumed prefix
With .Slides(varSlideNum).Shapes.Placeholders(2)
'Check if there is a text frame, if not, then there really _
isn't any point in
looking at this slide any longer
If .HasTextFrame
Then
'Since there is a text frame, add to the assumed prefix
With .TextFrame.TextRange
'Now
we will need to loop thru the lines of text _
within the placeholder textbox, but we will go backwards
For varLineNum = .Lines.Count
To 1 Step -1
'If this line is one that should be in the notes section ...
If .Lines(varLineNum).IndentLevel
> (varOutlineLevel - 2) Then
'... then put it there ...
ActivePresentation.Slides(varSlideNum) _
.NotesPage.Shapes(2)
_
.TextFrame.TextRange.Text
= _
.Lines(varLineNum).Text
& vbCr & _
ActivePresentation.Slides(varSlideNum) _
.NotesPage.Shapes(2)
_
.TextFrame.TextRange.Text
'... and get rid of the text in the texbox
.Lines(varLineNum).Text
= ""
'End of check on outline level
End If
'Proceed to the next slide, if there is one.
Next varLineNum
'Stop this level of the assumed prefix
End With
'Done checking if there is a textframe
End If
'Stop this level of the assumed prefix
End With
'Proceed to the next slide
Next varSlideNum
'Terminate the last level of the assumed prefix
End With
'Terminate the Macro
End Sub
Saturday, November 12, 2011
Issues Creating on Mac PowerPoint 2011 moving to PC PowerPoint 2010
If you create in PowerPoint 2011 on Mac, then move to PC
If you create on PC then move to Mac PowerPoint 2011
- Save your files in PowerPoint XML file format. Uppercase/lowercase doesn’t matter, but don’t use punctuation characters or spaces in your filenames. Some punctuation marks are PC-safe but may cause problems in email or web applications if files are converted. Dashes (-) and underscores (_) are safe, though.
- Quicktime content is supported only in PowerPoint 2010 for Windows. Older versions don’t support QuickTime.
- Links to external graphics files will break. Embed all graphics.
- Use fonts in Font Collections > Windows Office Compatible when choose fonts.
- Use only RGB color for your PowerPoint graphics. PowerPoint will convert CMYK or Pantone colors to RGB anyway. It’s better to do it yourself so you can control the conversion. In case that’s not a convincing argument, try this: PowerPoint may substitute a red X for CMYK graphics. Ouch. Stick with RGB.
- Don’t squeeze your text too tightly into placeholders. Font substitution and slight differences in text rendering on Mac vs PC can cause your text to get truncated or spill out of too-tight text boxes.
If you create on PC then move to Mac PowerPoint 2011
- Save your files in PowerPoint’s XML file format.
- Any valid file name you save on Windows is OK when bringing it to a Mac.
- Links to external files will break. Embed all graphics, sounds and movies.
- Use Windows Media (.wmv) or QuickTime for audio and movies. Windows Media requires the free Flip4Mac Quicktime codec on the Mac.
- Don’t embed fonts. Instead, provide copies of fonts to your Mac users. Mac users should install fonts with Font Book application on their Mac before running your presentation. Many fonts are not free, so don’t steal.
- Don’t squeeze your text too tightly into placeholders. Font substitution and slight differences in text rendering on Mac vs PC can cause your text to get truncated or spill out of too-tight text boxes.
- Embedded objects (Word tables, Excel charts/sheets, graphs, etc.) may not translate well. Wherever possible, use the tools built into PowerPoint (ie, PowerPoint’s table editor in PPT2000 and up on PC, PPT-X and up on Mac) rather than objects created in external programs.
- Whereas PowerPoint for Mac uses QuickTime to handle audio and video, PowerPoint 2010 is the only version that supports Quicktime. Old PowerPoint Windows versions use built-in Windows functions (MCI) to do so, which greatly limits the amount of file types that can be viewed on the PC side (only a few, like MPEG and AVI can be handled in old PC PowerPoint). Old versions of PowerPoint on the Mac and PC have compatibility problems. More information on this here http://www.pptfaq.com/FAQ00155.htm.
Importing a Powerpoint file into InDesign
It seems logical that it would be easy to import an PowerPoint file
into InDesign since Microsoft Word and Excel files import well.
Unfortunately, there is not a native import for PowerPoint files.
Given this, we are left with two options – PDF Export or Manual.
This will get your presentation placed into InDesign, but it will not be editable. If you need the file to be editable, you will have to do some manual work.
Graphics
A better idea is to save out each graphic element one at a time from PowerPoint. Right click on the graphic and choose “save as picture.” You can choose from PNG, JPG, PDF, GIF & BMP. I recommend PDF for vector and JPG for bitmaps.
If your PowerPoint document does not contain any vector images, you do have another option. Using Acrobat Professional you can quickly export all of your bitmap graphics. Inside Acrobat Professional, go to the advanced menu > document processing > export all images. This will quickly export all of the images out of the PDF into a specified folder. This option will only grab bitmap graphics – therefore, it may not work if your file has a lot of vector data.
Text
There is no easy way to bring all of the text over. I end up just copy and pasting the text over. If you want to keep the formatting from PowerPoint, edit your clipboard handling preferences and choose “all information” when pasting text from other applications.
Note – I have had some experiences in the past when I pasted the text it came in as an embedded graphic. To avoid this you can always just copy and paste into TextEdit (or notepad) and then back into InDesign.
Given this, we are left with two options – PDF Export or Manual.
1. PDF Export Method.
If you only need each slide as a non-editable graphic inside InDesign, this is the best option. From PowerPoint, save the presentation as a PDF (file save as > PDF). Inside InDesign, place the PDF from each slide on each page or use the place multipage PDF script that comes with InDesign.This will get your presentation placed into InDesign, but it will not be editable. If you need the file to be editable, you will have to do some manual work.
2. Manual Method
If you want each slide to be editable, manually bringing everything over is your only option. The problem, is that you can’t just copy the whole slide because it will paste into InDesign as one large embedded image.Graphics
A better idea is to save out each graphic element one at a time from PowerPoint. Right click on the graphic and choose “save as picture.” You can choose from PNG, JPG, PDF, GIF & BMP. I recommend PDF for vector and JPG for bitmaps.
If your PowerPoint document does not contain any vector images, you do have another option. Using Acrobat Professional you can quickly export all of your bitmap graphics. Inside Acrobat Professional, go to the advanced menu > document processing > export all images. This will quickly export all of the images out of the PDF into a specified folder. This option will only grab bitmap graphics – therefore, it may not work if your file has a lot of vector data.
Text
There is no easy way to bring all of the text over. I end up just copy and pasting the text over. If you want to keep the formatting from PowerPoint, edit your clipboard handling preferences and choose “all information” when pasting text from other applications.
Note – I have had some experiences in the past when I pasted the text it came in as an embedded graphic. To avoid this you can always just copy and paste into TextEdit (or notepad) and then back into InDesign.
Wednesday, November 2, 2011
Presentation Zen- Eye Gazing for PowerPoint Presentation Design
Eye gaze
When I was a small boy, my mischievous friends and I would sometimes stand in front of our house and look up high in the sky as if we saw something interesting just to see how many passer-bys would also look up in the sky. Most people who saw us did of course look up trying to figure out what we were looking at. We are naturally drawn to look in the directions which other people are looking. I noticed that even my baby daughter looks in the direction I am looking; this tendency started at an early age.
Using images of faces — even non-human faces — can be effective for getting a viewer's attention. This is especially true for mediums such as posters, magazines, and billboards, but can be applied to multimedia and large screen displays as well. Because images of faces are so effective at getting the eye's attention, they must be used with discretion. One important consideration is the issue of eye gaze and leading the eye of the viewer. For example, the two images below are from a study by James Breeze at usableworld.com.au which used eye tracking software to determine if the direction the baby looked on screen influenced the eye gaze of the website readers. Not surprisingly the text on the right got more attention from the eyes when the baby's eye gaze was in that direction.
Above: One small eye tracking study shows the influence of eye gaze in guiding the viewer's eye on the page. (Click for larger size. Source.)
Should you use images of faces in presentations? That's up to you. My point is not to say that you should use images of people (or animals, etc) in your visuals; each context and topic is different. My point is only to say that if you do, be mindful of the power that images of faces have for getting attention and try to use eye gaze to help guide the viewer's eye. Below are some examples. I'll first look at samples from posters and billboards near my home in Nara, Japan, then I'll show some samples slides.
Samples from the world around us
I have said it a millions times, but if you take note of the graphic design around you, you'll find there are many lessons. Here are just a few below.
Above: Speeding down the freeway in Osaka. The billboard gets your attention and must be understood in a flash. Face looks in direction of the text and product (and the road ahead).
Above: The women in these posters are placed on the outer third and look or orientate themselves in the general direction of the ad copy or smaller product image.
Above: Left: The image of the celebrity is huge and gets your attention. Her gaze is not in the direction of the product or the ad copy, but to counter this everything except the beer is in black & white which makes the beer glass pop out at you. You notice the face first, but the bright color of the beer draws your eye. Right: Faces get your attention, but your eye is quickly drawn to the text and colorful beer cans.
Sample slides
I use images of people sparingly, but I often use the image of the individual who I am quoting in a slide. This makes the message more real somewhow and can add a bit of context. Also, many audience members know the face but not the name of the person quoted.
Above: Both famous men in these slides are looking in the general direction of the quote. You notice the face first, but your eye natually moves to the text.
Above: Here I am quoting Isabel Allende (see her TED talk). The slide on the right makes better use of eye gaze. The image is more natural as well since it is not cut but naturally bleeds off the right side.
Above: The slide on the left is acceptable, but notice how much more natural the slide on the right feels when the face of O-Sensei is orientated inward toward the bulk of the slide and in the general direction of the text.
Above: This is an image of Judit Kawaguchi (who writes for the Japan Times, among other things) interviewing The Dalai Lama on the Shinkansen in Japan. The quote which appears in the slide is something he said during that actual interview on the train. The first slide shows the context, then the second slide fades in which results in Judit Kawaguchi fading out and being replaced by the text; the right third of the slide (The Dalai Lama) never appears to change.
Not only human faces
We notice faces of all kinds. Even the orientation of animals in a frame can help guide the viewer's eye. Here are a couple more examples of quotes in slides, this time with birds.
Above: The context in this case was the oil spill last year in a presentation on general environmental issues.
Above: The broader theme the speaker was touching on related to personal freedom and fulfillment, so the image of a bird soaring high — an image I took myself while visiting the Oregon Coast — seemed fitting. The bird gets your attention and its orientation, shape, and impression of movement upward (not actual animation of course) lead your eye toward the text. The image of the bird almost acts as a big arrow saying "look here."
From Presentation Zen
When I was a small boy, my mischievous friends and I would sometimes stand in front of our house and look up high in the sky as if we saw something interesting just to see how many passer-bys would also look up in the sky. Most people who saw us did of course look up trying to figure out what we were looking at. We are naturally drawn to look in the directions which other people are looking. I noticed that even my baby daughter looks in the direction I am looking; this tendency started at an early age.
Using images of faces — even non-human faces — can be effective for getting a viewer's attention. This is especially true for mediums such as posters, magazines, and billboards, but can be applied to multimedia and large screen displays as well. Because images of faces are so effective at getting the eye's attention, they must be used with discretion. One important consideration is the issue of eye gaze and leading the eye of the viewer. For example, the two images below are from a study by James Breeze at usableworld.com.au which used eye tracking software to determine if the direction the baby looked on screen influenced the eye gaze of the website readers. Not surprisingly the text on the right got more attention from the eyes when the baby's eye gaze was in that direction.
Above: One small eye tracking study shows the influence of eye gaze in guiding the viewer's eye on the page. (Click for larger size. Source.)
Should you use images of faces in presentations? That's up to you. My point is not to say that you should use images of people (or animals, etc) in your visuals; each context and topic is different. My point is only to say that if you do, be mindful of the power that images of faces have for getting attention and try to use eye gaze to help guide the viewer's eye. Below are some examples. I'll first look at samples from posters and billboards near my home in Nara, Japan, then I'll show some samples slides.
Samples from the world around us
I have said it a millions times, but if you take note of the graphic design around you, you'll find there are many lessons. Here are just a few below.
Above: Speeding down the freeway in Osaka. The billboard gets your attention and must be understood in a flash. Face looks in direction of the text and product (and the road ahead).
Above: The women in these posters are placed on the outer third and look or orientate themselves in the general direction of the ad copy or smaller product image.
Above: Left: The image of the celebrity is huge and gets your attention. Her gaze is not in the direction of the product or the ad copy, but to counter this everything except the beer is in black & white which makes the beer glass pop out at you. You notice the face first, but the bright color of the beer draws your eye. Right: Faces get your attention, but your eye is quickly drawn to the text and colorful beer cans.
Sample slides
I use images of people sparingly, but I often use the image of the individual who I am quoting in a slide. This makes the message more real somewhow and can add a bit of context. Also, many audience members know the face but not the name of the person quoted.
Above: Both famous men in these slides are looking in the general direction of the quote. You notice the face first, but your eye natually moves to the text.
Above: Here I am quoting Isabel Allende (see her TED talk). The slide on the right makes better use of eye gaze. The image is more natural as well since it is not cut but naturally bleeds off the right side.
Above: The slide on the left is acceptable, but notice how much more natural the slide on the right feels when the face of O-Sensei is orientated inward toward the bulk of the slide and in the general direction of the text.
Above: This is an image of Judit Kawaguchi (who writes for the Japan Times, among other things) interviewing The Dalai Lama on the Shinkansen in Japan. The quote which appears in the slide is something he said during that actual interview on the train. The first slide shows the context, then the second slide fades in which results in Judit Kawaguchi fading out and being replaced by the text; the right third of the slide (The Dalai Lama) never appears to change.
Not only human faces
We notice faces of all kinds. Even the orientation of animals in a frame can help guide the viewer's eye. Here are a couple more examples of quotes in slides, this time with birds.
Above: The context in this case was the oil spill last year in a presentation on general environmental issues.
Above: The broader theme the speaker was touching on related to personal freedom and fulfillment, so the image of a bird soaring high — an image I took myself while visiting the Oregon Coast — seemed fitting. The bird gets your attention and its orientation, shape, and impression of movement upward (not actual animation of course) lead your eye toward the text. The image of the bird almost acts as a big arrow saying "look here."
From Presentation Zen
How to Insert YouTube Videos in PowerPoint Presentations
How to Insert YouTube Videos in PowerPoint
This guide describes how you can easily embed YouTube videos in PowerPoint slides, but before you insert the video, always think of the medium(s) you'll use to deliver that PowerPoint presentation.
Tutorial: How to embed YouTube Videos in PowerPoint
It's not uncommon to see presenters in conferences struggling to get the video right thus breaking the entire rhythm of their presentation. The problem could be due to poor Internet connectivity or computer missing the right codecs or something else.
Now you can easily save yourself from getting into such embarrassing situations by planning ahead. Will you be presenting to a live audience in a Wi-fi enabled conference room with good Internet speed or are there any chances that you may have to deliver the presentation video in an offline environment (like a classroom)?
The reason I asked this is because each situation requires a different approach. Let's see how we tackle each of them:
Update: Embed Web Videos in PowerPoint (for Office 2010)
Embed YouTube Videos Directly into PowerPoint
This is the easiest approach and recommended if are sure that the presentation venue will have great connectivity. Download the YouTube Wizard plug-in here and upon installation, this will add a new "Insert YouTube Video" command to your PowerPoint Toolbar.
Insert YouTube videos to your PowerPoint presentations from the menu
You simply have to type the URL of the YouTube video and follow the wizard to add the YouTube video player in your current slide. You can resize as well as reposition the player anywhere on the slide.
Play YouTube Videos in PowerPoint without Internet
While the above solution works great, the only problem is that it streams live videos so an internet connection is required to playback the video during the slideshow. If you plan to deliver a presentation without internet, take the following approach.
First download the YouTube video locally in either Windows Media or AVI format since PowerPoint doesn't understand the default FLV or MP4 formats of YouTube.
Add YouTube videos for offline PowerPoint Presentations
You can either use Zamzar.com or MediaConverter.org to save any YouTube video as an AVI file – I prefer Media Converter since it supports in-browser conversion while Zamzar requires your email addressing where they send the link to converted video.
Once the video is saved as an AVI or WMV file on your computer, go to Insert –> Movie –> "Movie from file" to put the YouTube video in the current slide.
Get Videos from Google Docs into PowerPoint
Now consider another possible case – you spent lot of effect preparing an elaborate presentation inside Google Docs with several YouTube clips but how do you import all this into PowerPoint.
While Google Docs does provide an "Export as PPT" option, the problem with this format is that it converts all embedded YouTube clips into static images which is something you don't want.
Insert YouTube videos from Google Docs into PowerPoint
There's however a simple workaround – just publish that Google Docs presentation as an HTML slideshow and then insert it like a web page in PowerPoint using the liveweb plug-in. Thus you can play YouTube clips inside PowerPoint though they are part of your Google Docs presentation.
Another advantage of this approach is that if you change any of the clip in your original Google Docs presentation, it will be reflected in the PowerPoint presentation as well.
Here's another approach - Embed YouTube Videos in PowerPoint.
via <a href="http://www.labnol.org/software/insert-youtube-video-in-powerpoint-presentations/5393/">How to Insert YouTube Videos in PowerPoint Presentations</a>.
From:
http://www.labnol.org/software/insert-youtube-video-in-powerpoint-presentations/5393/
This guide describes how you can easily embed YouTube videos in PowerPoint slides, but before you insert the video, always think of the medium(s) you'll use to deliver that PowerPoint presentation.
Tutorial: How to embed YouTube Videos in PowerPoint
It's not uncommon to see presenters in conferences struggling to get the video right thus breaking the entire rhythm of their presentation. The problem could be due to poor Internet connectivity or computer missing the right codecs or something else.
Now you can easily save yourself from getting into such embarrassing situations by planning ahead. Will you be presenting to a live audience in a Wi-fi enabled conference room with good Internet speed or are there any chances that you may have to deliver the presentation video in an offline environment (like a classroom)?
The reason I asked this is because each situation requires a different approach. Let's see how we tackle each of them:
Update: Embed Web Videos in PowerPoint (for Office 2010)
Embed YouTube Videos Directly into PowerPoint
This is the easiest approach and recommended if are sure that the presentation venue will have great connectivity. Download the YouTube Wizard plug-in here and upon installation, this will add a new "Insert YouTube Video" command to your PowerPoint Toolbar.
Insert YouTube videos to your PowerPoint presentations from the menu
You simply have to type the URL of the YouTube video and follow the wizard to add the YouTube video player in your current slide. You can resize as well as reposition the player anywhere on the slide.
Play YouTube Videos in PowerPoint without Internet
While the above solution works great, the only problem is that it streams live videos so an internet connection is required to playback the video during the slideshow. If you plan to deliver a presentation without internet, take the following approach.
First download the YouTube video locally in either Windows Media or AVI format since PowerPoint doesn't understand the default FLV or MP4 formats of YouTube.
Add YouTube videos for offline PowerPoint Presentations
You can either use Zamzar.com or MediaConverter.org to save any YouTube video as an AVI file – I prefer Media Converter since it supports in-browser conversion while Zamzar requires your email addressing where they send the link to converted video.
Once the video is saved as an AVI or WMV file on your computer, go to Insert –> Movie –> "Movie from file" to put the YouTube video in the current slide.
Get Videos from Google Docs into PowerPoint
Now consider another possible case – you spent lot of effect preparing an elaborate presentation inside Google Docs with several YouTube clips but how do you import all this into PowerPoint.
While Google Docs does provide an "Export as PPT" option, the problem with this format is that it converts all embedded YouTube clips into static images which is something you don't want.
Insert YouTube videos from Google Docs into PowerPoint
There's however a simple workaround – just publish that Google Docs presentation as an HTML slideshow and then insert it like a web page in PowerPoint using the liveweb plug-in. Thus you can play YouTube clips inside PowerPoint though they are part of your Google Docs presentation.
Another advantage of this approach is that if you change any of the clip in your original Google Docs presentation, it will be reflected in the PowerPoint presentation as well.
Here's another approach - Embed YouTube Videos in PowerPoint.
via <a href="http://www.labnol.org/software/insert-youtube-video-in-powerpoint-presentations/5393/">How to Insert YouTube Videos in PowerPoint Presentations</a>.
From:
http://www.labnol.org/software/insert-youtube-video-in-powerpoint-presentations/5393/
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