PowerPoint 2007 Conversion Tips

Transcription

1 PowerPoint 2007 Conversion Tips Questions or for additional help, contact us:

2 Conversion Issues Letterboxing/Pillarboxing/Distortion Plasma screens, LCD monitors, and 16:9 ratio projectors are increasingly a common alternative to the traditional 4:3 ratio projector screen for PowerPoint presentations. 3M has made the decision to present in the newest formats, and encourages everyone to make slide decks properly sized for the intended output device. 16:9 is the company-standard ratio going forward for all U.S. presentations. Projecting mismatched formats causes the presentation to have fat black bars on either the top and bottom (letterbox) or sides (pillarbox), and does not maximize the space available to communicate your message. The third and most objectionable issue concerns distortion. Because PowerPoint elements (images, shapes) stick to the page, widening page dimensions using Page Setup will stretch your elements as well, causing unacceptable distortion of images, including the 3M logo. Therefore, you must begin to build new presentations using the 3M blank.potx file, or transfer your existing elements to the M presentation template, which will contain your requisite cover montage, top sliver, and footer. Techniques for restoring or maintaining correct proportions are on the following pages. Pillarbox Letterbox Ovals should be circles

3 Templates Download Options Basic + Layout basic.potx 3M has created a default file that will automatically create a basic 16:9 ratio 3M presentation template when you create a New document. This file will be installed as part of awins upgrade. Note: 16:9 is a ratio. The actual slide dimensions are x 7.5. Branded Layout Template There will also be a starter Presentation template that contains brand elements and placeholders for the cover montage and top sliver that should be included in your show

4 Branded Layout Template DIY Presentation with Branded Template This template includes: Slide Master page elements. To edit the Slide Master,,go to View>Slide Master, scroll up if needed and click on the large Master Layout 1 in the Thumbnails pane on the left pane of your window. Note: If you don t see the Thumbnails pane, click and hold on the thick blue line to the left of the ruler and drag right. 3M Business Group Replace with YOUR 3M Business Group s name; click on Sublayout 1, directly beneath Master 1 and change your Business Group there, too. Page numbers 3M Confidential. This space can also include Date, Event, Presenter Name, etc. If your presentation isn t 3M Confidential, delete this text. 3M logo Required 3M copyright information Cover Sublayout. Delete and replace placeholder with your brand-compliant montage. See Brand Guidelines. Send to back. Master Layout 1 Sliver. Delete and replace the gray top sliver placeholder with an actual sliver design based on the cover montage. Send to back. Click on the Slide Master tab, then Close Master View

5 Template Elements Layouts There are several layouts, which you can review by right-clicking on any Thumbnail. You should see: A Title Slide layout Various Title, Subtitle and Content layouts A Divider page layout A Blank page layout Text formatted in various sizes of Arial Narrow, 3M s lone brand font for PowerPoint presentations Tip: Apply each sublayout to a slide to familiarize yourself with your layout options. Custom-designed Layouts You can have a layout designed for you that is built from the basic template. Custom template samples will be available soon

6 Template Layouts Applying Template Layouts Regardless of the method you use, it is best, once your elements are on each page in the file, that you apply one of the template s layouts a slide at a time to conform the position of the text boxes and ensure that you have the correct logo and sliver placement. There are several options choose the one that best fits your slide layout. In most cases, the best choice is simply Title Only. Design Note The Content box on layouts Title Content and Title, Subtitle, Content do not span the slide. It is difficult for the reader to make the leap from the far right end of one line to the far left of the next line with long line lengths. Most reading material is divided into two or three columns for this reason. The template stops the text box at the 2/3 point to keep it easier for the reader to process your information. There are several Layouts that take advantage of the new wider dimension while still keeping your text easily readable. dbl Side-by-side copy blocks are an excellent solution, as is enhancing the text with images or graphics. If you MUST go from edge to edge, increase the spacing between lines to keep your readers from losing their place

7 Colors Capturing Your Color Themes The 3M templates default color set is the Built-in Office To change to another Built-In theme: Click on the Design tab>colors and scroll down to the Built-In section To create a New Custom color set (highly recommended) Click on the Design tab>colors and choose Create New Theme Colors Edit colors as desired, except: Important: Do not edit the Text/Background colors Important: Make Accent 1 the color you want your bullets to be Choose colors that complement those in your montage and sliver Name your new theme something pertinent t to your show, Business Group or Segment, then Save Note: Any color themes you create will remain stored on your personal hard drive, and can be applied to any show you open or create. To change the Office theme (default) to your Custom theme: Click on the Design tab>colors and choose your newly-made Custom theme Edit by going to Design tab>colors and right-clicking on your Custom theme

8 Conversion Options What s the best way to get my 4:3 content into the 16:9 layout? Method 1 Reuse Slides>Insert slide from File Speaker Notes will transfer as well Must rescale all objects and images Must reapply one of the template layouts if you choose to Keep Source Formatting Method 2 Copy/paste slides from Thumbnails Speaker Notes will transfer as well Must rescale all objects and images Must reapply one of the template layouts if you choose to Keep Source Formatting Method 3 Copy/paste slide elements from each slide No distortion of original dimensions Must rearrange slide elements to better fill wider space Can use Keep Source Formatting to maintain text formatting and element colors Must also copy/paste Speaker Notes

9 Reuse Slides Import using Reuse Slides Prepare your 16:9 template with 3M Business Group, Cover Montage, and Top Sliver. Click after the Thumbnail where you want to insert your slides In the Home tab, click and hold on New Slide, then choose Reuse Slides Browse to the file that contains the slide(s) you want to add Before you do anything else, look in the lower left and see whether Keep Source Formatting is checked UNCHECK that option Right-click on any slide and choose Insert All Slides OR Click on the individual slides you want to add Advanced About Keep Source Formatting on whole slides If too many slides change objectionably, undo (Ctrl-Z) and CHECK Keep Source Formatting Reinsert slides Apply corresponding layouts one at a time to each slide to make formatting consistent, particularly to the header and footer Observe changes and adjust as needed

10 Copy/Paste Thumbnails Import using Copy/Paste Slide Thumbnails Prepare your 16:9 template with 3M Business Group, Cover Montage, and Top Sliver. Open the file you want to copy slides from In the Thumbnails pane, select the slides you need and copy (Ctrl-C) Note: Shift-click to select a range of slides; Ctrl-click to select discontiguous slides Go to your destination file Click in the Thumbnails pane where you want the new slides added Paste (Ctrl-V) Note: You will have the same option of Keep Source Formatting as you do with Reuse Slides The Paste Options icon will appear at the bottom of the Thumbnails pane. Consider carefully, then choose Apply the destination file s layouts as needed

11 Copy/Paste Elements Copy/Paste from Original 4:3 Prepare your 16:9 template with 3M Business Group, Cover Montage, and Top Sliver. Open the file you want to copy slide elements from Go to each slide, select the slide elements (Title, Subtitle, chart, table, text box, shape, etc.) you need (Ctrl-A will select all except the header and footer elements) Copy (Ctrl-C) Note: Shift-click to select multiple elements Go to your destination file Create a new page Paste (Ctrl-V) Note: You will have the same option to Keep Source Formatting as you do with Reuse Slides The Paste Options icon will appear at the bottom of the selection. Consider carefully, then choose. Apply the destination file s layouts as needed Very important note: If you have Speaker Notes, you will have to copy /paste those separately!

12 Fixing Elements Redesign Required Montage and Top Sliver Your montage and top sliver will need to be recreated to conform to 3M branding. Original 4:3 PPT Stretched to 16:9 Montage redesigned to fit properly without distortion

13 Fixing Elements Tweak Reproportioning You must now go through each slide to reproportion your distorted images and tweak the type to fit the new, wider layout. Size (and Position) Alter ratio Select All Right-click on any object or image and choose Size and Position UNCHECK Lock aspect ratio Change Width: to 75 and click Close Center or spread out elements to better fill page Adjust elements as needed Make sure 3M logo clear space is clear Note: Text that has been hand-formatted is not affected by the switch to the new size. (Text that transfers into the placeholder Title, Subtitle, and Content boxes may change to the template s pre-set sizes.) Check each element and tweak the text boxes for best fit

14 Fixing Elements Tweak Exceptions Unresponsive Elements Sometimes, particularly with charts, when you Select All and right-click on an element to get to the Size and Position dialog, nothing happens. In this case: Right-click on one element at a time and change the Width: to 75 If there are no animations on the slide, try grouping elements, then go to Size and Position again Odd Sizes When selecting individual images, there may be situations where an element was NOT at 100% to start, so changing the Width: to 75 will not help. In these cases: Right-click on the element and choose Size and Position Keep Lock aspect ratio checked Click once on the Height: Up Arrow and once on its Down Arrow to reset both Height and Width to match If there are several such elements on a page, you do not need to close the dialog each time. Just click on the next object and repeat

15 Other Resources 3M PC Education Site