New presentations

This section explains important steps required for the creation of new presentations.

Please click a desired topic to jump directly to the connected article:  

Slide master selection Layout Tools   Position Painter
Default Template Size & Position Dock Agenda Editor
Presentation settings Arrange Adjust Send
Master Fields Position Angles Language
Incorporate Logo Resize Shape Tools
Using a template Select Margins Design Check
Fonts and Colors Stretch Spacing  

 

 

Slide master selection

In order to create a new presentation simply start PowerPoint® as usual. An empower window will open automatically: Here all slide masters stored in empower are arranged.

Select the slide master you want to use to create your presentation and click on “Create New Presentation”. A new presentation will be created and you can get to work. The master selection window is a standard setting in empower and ensures that all new presentations will be based on a slide master that has been unlocked by empower. In “Settings” this selection window can be deactivated. Employees are however also still able to create presentations that do not conform to CD.

 

 

 

Default Template

To avoid having to select a slide master every time you open PowerPoint® you are able to set a master as a “Default Template”.

In order to do so please open PowerPoint®, choose a master template in the selection window and click on “Default Template”A presentation with the selected template will now open automatically when you launch PowerPoint®.

Should you later want to set a different master as a Default Template or to revert the Default Template please click on “New” in the empower ribbon. You can change all required settings in the selection window via the button labelled “Default Template”.

 

 

 

Presentation settings

Before you begin to insert content into a presentation you should set the language and the footer of the presentation via “Presentation Settings”. Simply click on the button in the empower menu.

In Language you are able to set the language for the whole presentation with a single click.

Below you set what elements are to be displayed in the Footer: date and time, slide number and footer. Click on “OK” to confirm your settings. Please change footer settings exclusively via this button in order to ensure the correct functionality of footer fields, as well as formatting defined in the master. This will allow the footer of your presentation to be uniform in appearance.

 

Depending on what master you are using, you may also have further options available such as Master Fields, or Logos. More information is provided in the following two chapters.

 

 

Master Fields

Master Fields allow fields to be defined in addition to header and footer, in which central information can be entered. This information will then be displayed on every slide of your presentation. This function is only available when the master has been set up accordingly. How Master Fields are set up is explained in chapter 6.23 Set up Master Fields.

You can edit master fields by clicking “Presentation Settings” in the empower menu.

Depending on how your master fields are set up, you can either select a predefined text, set your own text, or select or deselect a master field via a checkbox. Once you click “OK” the master field will be displayed on every slide of your presentation.

 

 

 

Incorporate Logo

The logo function of empower allows you to insert and even change a logo in a fixed location on the master with a single click. This way you can, for example, work with a single master for the whole company, even though you have multiple subsidiaries using different logos in their presentations.

In order to activate the logo function you are required to save all desired logos in a Logo Folder placed in “Pictures” of the empower library as well as define a logo placeholder in the master.

To save a logo, insert it onto a slide and position it to requirement. Afterward click on “Save in Library”. If you wish to save multiple logos at once, select all logos on the slide and click on “Multiple Objects” in the save dialog. Then select the Logo Folder on the left under “Pictures”. After clicking “Advanced you have the ability provide a name for each individual logo. After clicking “OK” the logos will be saved to the Logo Folder.

 

Now change from the empower tab in the PowerPoint® menu to the “View” tab and click on Slide Master. In slide master view you then add any shape onto the first, large layout (mother layout) via the empower ribbon. This placeholder will allow the activation of the logo function.

 

 

Select the shape on the layout and click “Define Logo Placeholder” (in slide master view).

 

In doing so, the shape will be defined as a logo placeholder and the master is set up for the logo function. Before you upload the master to the empower library it is advisable to hide the shape by clicking “Hide Logo Placeholder”. Clicking “Show Logo Placeholder” allows you to reveal the shape at any time in order to delete it, should you wish to deactivate the logo function.

To save these changes in the master, you will need to save the master to the empower library. To do so, click “Save as” in the empower menu. You can now either overwrite the old master in the library or add a new one.

You can now insert the desired logo into the currently opened presentation by clicking “Presentation Settings.” The logo will be inserted on all layouts of the master, in doing so it will also appear in the position on all slides of the presentation in which the logo was uploaded to the library.

 

Please note: the logo will not be displayed in slides/layouts on which “Hide background graphics” is activated.

 

 

Using a template

Empower enables you to quickly and efficiently create presentations using centrally allocated content. You can find templates for slides, text boxes, diagrams, tables, symbols, images and SmartArt in the Quick Access Pane, depending on any in-house settings of empower. To fill your slides with content you are able to use slide templates that have been stored in empower. To do so open the folder “Slides” and select the desired template.

There are two ways to insert a slide in your presentation: If you click on “Insert” the slide will be used in your presentation and it will adapt to the master of the presentation currently open. You can now fill this slide with the required content.

You are also able to insert the slide using the button “Keep Master”. The slide will then be inserted as it is stored in the database, however this means that its master may differ from that of your presentation. This may be useful, should you want to implement slides of customers while wanting to retain its original design.

Of course, you are also able to design your own slides! Please click on “New Slide” and select a layout. After this step, you can edit the slide as usual.

 

Placeholder options are linked with the template folders in empower. Should you, for example, click on the diagram button, a diagram template folder will open and you can simply insert the appropriate diagram template onto the slide. Similarly, you are also able to use all other placeholder options.

All content in the template folder can, of course, also be inserted independently of any placeholders. In order to do so select the desired item and click “Insert”.

When inserting images from empower into image placeholders you have the ability to set the insertion behavior yourself. In PowerPoint® there is a difference between inserting images into a content placeholder in comparison to just an image placeholder: if an image is inserted into an image placeholder, the size of the image adapts to the size of the placeholder. This may result in just a portion of the image being displayed. If an image is inserted into a content placeholder, the whole image is displayed, even if does not adapt to the size of the placeholder.

When inserting an image into a content placeholder from empower you have the option if the placeholder is to act like an image placeholder or a content placeholder. Once you select an image from the Quick Access Pane you can select an option via the cog symbol before inserting the image. The image will then either adapt to the placeholder or not.

 

If this function is activated, the image will be inserted as it would into an image placeholder.

 

If you are unhappy with the result, you can click on the grey button the top left of the image, to Insert image completely (analogously to the function of the image placeholder).

 

 

 

Fonts and Colors

To format font and colors use the tab “Font and Colors” in the empower ribbon.

 

The “Fonts and Colors” tab looks similar to the tabs “Fonts” and “Paragraph” as they are found in the Start Menu within PowerPoint®. In the empower ribbon they are however linked to empower and are adapted to the corporate design of your company. Here only those fonts, their sizes and colors are made available, that conform to corporate design. Also line and fill colors have been set.

Should you want to add content to slides you can adjust it using the tab “Fonts and Colors”. Only then can you make sure that all content is conform to your corporate design. The PowerPoint® menu that is opened with a right-click on an object only provides standard PowerPoint® formatting and is unable to guarantee corporate design conformity.

The indent buttons in the empower ribbon work in exactly the same way as those in the start menu of PowerPoint®, however they give you the ability to design bullet points any way you want (images are also possible) and transfer these settings to whole text blocks.

 

In the “Fonts and Colors” tab, you can an additional bullet button to the standard PowerPoint® numbering button. You can identify it by the colored numbering symbol. If you use this button all numbering symbols that have been preset in accordance to the corporate design of your master will be inserted. Again, the standard PowerPoint® button only provides standard PowerPoint® formatting.

 

 

 

Layout Tools

empower layout tools assist you in uniformly designing your PowerPoint® presentations. You can easily and accurately align objects on the slides within the so-called “Drawing Area”.

empower layout tools assist you in uniformly designing your PowerPoint® presentations. You can easily and accurately align objects on the slides within the so-called “Drawing Area”.

 

The Drawing Area in the master is defined with a textbox in the master layout. It delineates the area in which a whole multitude of different content can be inserted into the slide – of course, this does not affect header and footer.

 
A click on Layout Toolbar will open the complete layout toolbar on the right.

Depending on what elements of the current slide you have selected, you are now able to utilize the functions of the layout tools.

 

If you wish to access every feature of the layout toolbar directly from the empower menu, please click the cog symbol to the top right of the layout tool window. You can individually select groups of tools which will then be displayed in the empower ribbon.

 

 

Size & Position

 

In this category, you will find an assortment of tools which align and format slide content. Here you have the possibility to define an object as a Reference Shape. This will set which item will serve as a reference point for all other objects. In order to set a reference object select all elements that you want to be adjusted. If, for example, you want three elements to be oriented to the left, the “Align Left” button would align all object in line with the left edge of the leftmost object (here dark blue).

If you wish to set the middle object as the reference object, all items will align to the left of the reference shape (here light blue).

Arrange

All features described in this section refer to native PowerPoint® functions with the exception of “Swap Elements”. The buttons “Align Left”, Align Right”, “Align Top” and “Align Bottom” will align two objects in accordance to the selected option. If only a single element is selected, it will be aligned with the edges of the Drawing Area.

“Distribute Horizontally” and “Distribute Vertically” will place objects with reference to the outer objects of a selection. If only a single element is selected, the object will be aligned with the center of the slide.

If you select two elements you can click Swap Elements to change each other’s position.

 

Position

With Position you are able to align a selected object directly within the Drawing Area. This way objects can be aligned to the left, right, top and bottom edge, as well as each corner of the Drawing Area while the button located in the middle moves all selected elements to the middle.

If you did not select any elements on the slide, all freely located elements (excluding placeholders) will automatically align with the selected location.

Resize

In the Resize section you can adjust the size of selected elements. To do so, select two items and then click on Same Width. The elements will now have the same width as the element last selected if no reference shape has been set. Clicking the button multiple times will switch between the resizing in accordance to the different objects. “Same Height” and “Same Size” work in a similar manner.

With “Resize to Align Left”, “Resize to Align Right”, “Resize to Align Top” and “Resize to Align Bottom” you have the ability to adapt the size of two or more elements to then be able to succinctly align them to the left, right, top or bottom.

 

Select

The Select section provides native PowerPoint® functions to place elements on a slide.

 

You can group elements as well as reverse a grouping. In addition, you can move elements to the foreground or background or move an element a level up or down. The button to the bottom right will open the PowerPoint® selection pane which displays all visible and hidden elements placed on the current slide.

 

To hide an element simply click on the eye symbol to the right of the element’s name. Naturally, invisible elements are also not taken into account by the design check.

The selection buttons to the right let you select multiple elements with a single click. “Select same objects” select all objects of the same type as the currently selected object, e.g. all rectangles, all text boxes, etc. “Select same color” will select all elements that have the same color as the item currently selected.

 

Stretch

The “Fit to Width”, “Fit to Height” and “Fit to area” buttons let you adapt the size of a single or of multiple items to the Drawing Area. If you select a single item on a slide, it will be resized with regard to width, height and size of the Drawing Area. If multiple elements are selected, these elements will be arranged in proportion to one another in regard to their width, height and the space of the Drawing Area. This way, you can distribute elements on a slide accurately with a single click, e.g. when conducting a slide migration.

 

With a further function, you have the ability to arrange objects with the same vertical or horizontal distance between one another. To do so, select the desired elements (a distance can be set between shapes, fields and objects) and either click on “Same Margins Horiz.” or on Same Margins Vert.”.

 

A pop-up window will open in which you can then specify the desired distance between the elements, as well as the area in which these elements are to be distributed. Here you can select between “Fit to Selection”, “Fit to Drawing Area” and “Do not resize”. If you select “Fit to Selection”, the edge of the outer elements will act as the frame in which all elements will be distributed. This means that the size of elements will be adapted proportionally to accommodate the specified margin.

Select “Fit to Drawing Area” in order to distribute all selected elements in the drawing area of your slide. Their size be adjusted proportionally on order to arrange the elements with the specified distance between them. You can also select “Do not resize” if you do not wish the size of the elements to be changed; the elements will then be distributed vertically and horizontally on the slide without their size being altered.

 

The Divide Shape button will create a matrix with any shape. To do so, insert a shape such as a rectangle onto a slide and then click on “Divide Shape”.

 

A popup window will open in which you can specify the number of rows and columns. In addition, you can define the horizontal and vertical distance between the elements. Finally, set if you wish the size of the matrix to be the same as the selected element or if it should have the same size as the whole drawing area. A click on OK will then create the matrix.

 

The Position Painter allows you to transfer the size and position of one element to another similar to the format painter function by Microsoft®. More information on the Position Painter can be found in chapter 2.9 Position Painter.

 

Dock

With Dock you have the ability to align two or more elements with one another. The “Dock Left” button will dock selected elements to the left.

 

The “Dock Right”, “Dock Top” and “Dock Bottom” buttons all function analogously. The two latter buttons place the elements in accordance to their top or bottom edge, while “Dock Center” and “Dock Middle” place selected elements to the middle of each other.

 

Adjust

This section mainly provides native PowerPoint® functions to adjust selected elements on a slide.

 

Angles

The buttons “Rotate left 90°” and “Rotate Right 90°” allow you to rotate your selected elements accordingly. You also have the possibility to flip an element vertically or horizontally along their axis.

 

Select an element with rounded edges and click on “Adjust Round Corner” in order to adjust the corners to an angle set in the database.

 

This way you can set the angle of round edges and (kinked) arrows to a value defined in the empower database.

 

 Drawing

In this section you have generic PowerPoint® tools that allow you to join shapes.

 

Clicking “Union” will join two selected shapes to a single element. “Combine” has a similar effect but overlapping sections are cut out of the shape. “Fragment” will split selected shapes into multiple shapes that resulted due to overlapping, while “Intersect” leaves only the intersection area of the selected shapes. “Subtract” will cut out the area of the last selected shape placed on another shape.

 

Shape

In the Shape section you will find PowerPoint® native tools to manipulate size and properties of text boxes and shapes. Here you can view and set width and height of a selected element. By clicking the chain symbol, you can lock and unlock the aspect ratio of an object. Select “Shrink Text” in order to have the text adapt to the size of the element if it would otherwise protrude over its edges. If “Resize Shape” is selected, the shape will adapt to the size of its contained text. If none of the options is to be activated, you can select “Autofit off”. Finally, you can activate automatic line break by clicking “Wrap Text”.

 

 

Margins

In this section you are able to directly enter the value of the margins. In addition, you have the possibility to transfer these margins from one element to another – similarly to PowerPoint®’s format painter. To do so, select an element and click “Learn Margin” and apply the setting to another element by selecting it and then clicking on “Set Margin”. With “Remove” you can set all margins of a selected element to 0 cm.

 

Spacing

The Spacing section contains generic PowerPoint® functions to set spacing. In the dropdown menu of “Line Spacing” you can select any of the line spacing options. If you have selected “Exactly”, you can then enter the desired value in “Spacing at”. In “Before” and “After” you can enter the spacing before and after the line.

 

 

 

Position Painter

“Position Painter” is a layout tool that – similarly to Microsoft®’s formatting brush – enables the transfer of position and size parameters onto other objects.

 

If you want to adapt an item to a reference object, all you have to do is select the reference object and then click the Position Painter button. A menu will pop open.

 

The “Position Painter” now has stored the parameters of width, height, and orientation left, right, top or bottom.

You can now select what parameter you wish to apply to a different object. The selected parameters are then marked in color. If the item is to have exactly the same size and orientation as the reference object, simply select the parameters of width, height, from the left and the top. All you have to do now is select your item and click “Apply”, and your item will be matched to the reference object.

Let us stick to this example. Select the reference object and click the “Apply Position” button. In the pop-up menu, select only the width. Then select the object and click on “Apply”. This object now has the same width as the reference object.

Of course, you are also able to adjust further items. To do so select the respective items and again click “Apply”. All parameters of the reference object remain saved until you save the parameters of a different item by clicking on “Learn” or after you close the tool.

If you require different items on different slides to all assume the same position you can achieve this by clicking on “Apply repeatedly”. Similar to the double click on the format brush you are also able to apply saved parameters directly to objects by selecting them.

 

Adjusting images using the “Position Painter” bears the risk that they distort. For this reason, height and width of an image are adjusted consecutively rather than simultaneously. After this step, both variables can be applied, however in most cases this leads to a distortion of the image.

 

 

Agenda Editor

The Agenda Editor assists you in creating agenda and chapter pages that provide your presentation necessary structure.

 

After you have launched the Agenda Editor you can select one of the available agenda layouts and then begin to type all points in your agenda. By pressing “Enter” you can add them to the list at the bottom.

 

It is possible to add duration and speaker to every point of the agenda, for example, when the presentation is created for a workshop.

 

Furthermore, agenda points can be converted to sub items by moving the outline level of an item right or left. The agenda has three levels: main items, sub items, as well as a further sub level (subject to activation of the feature of the agenda).

 

To change the order of items you can simply do so via drag & drop. You can use the labelled button at the bottom.

 

A tip for experts: It is also possible to indent and move items with the keyboard. To do so keep Control pressed and use the arrow key for left and right in order to move the levels. Press Control and the arrow keys for up and down to move an agenda point. In order to navigate in between points just use the arrow key for up and down.

To delete an existing agenda point, click on the “Delete” symbol on the far right. Empower will then ask if possible sub items and their corresponding slides are also to be deleted. Please note that the deletion of chapters and their corresponding slides cannot be reversed.

 

After you have entered all agenda points, you can implement a multitude of additional settings:

 

You can decide to add an Overview Slide to display all agenda items in an overview which will be automatically inserted before the single agenda slides in your presentation. Divider Slides are an individual agenda slide that is inserted in between your presentation slide. This option is selected by default.

 

You can also decide whether you require to have individual agenda slides generated for your Subitems, provided your agenda contains subitems. In addition, you can choose to either display your subitems on all agenda slides or merely the current agenda item.

 

Elements allows you to select a bar with chapter headers for improved overview of the content slides or the navigation bar for direct navigation between the individual agenda items while in presentation view, depending on whether this function has been activated. In addition, you may select to have the page numbers displayed with the agenda items if this function has been activated.

 

If you have activated automatic updating in the Agenda Settings, all page numbers, the navigation, as well as the chapter headers will be automatically adapted or updated once new slides are inserted or copied to the presentation, or when old slides are removed. If “Create Sections” is activated, your presentation will be divided into native PowerPoint® sections in accordance to the main items of your agenda.

 

If your agenda contains too many items to fit on a single slide, your complete agenda can either be shrunk to fit onto a single slide, or be spread on multiple slides in order to prevent the agenda to extend beyond its allocated area.

 

Once you have made the desired settings, you can click on Create Agenda after which empower will automatically create the agenda slides of your presentation.

 

 

You can move these slides within the presentation as desired, as well as add further content slides between them. Chapter headers and the navigation are automatically inserted into all agenda slides. The chapter headers display the complete path of the current agenda item, incl. all of its levels.

 

The Navigation displays all agenda items of the fist level and highlights it. This way you know exactly at what position you are in your presentation.

 

In presentation mode you have the ability to use the navigation to jump to any agenda item of your presentation. The items are also linked on your agenda slides to allow you to jump to any agenda item with a single mouse click.

If you wish to make changes to your agenda, please do so using the Agenda Editor. Simply click on your agenda in the presentation and select “Edit Agenda”.

 

 

Alternatively, you can make changes to your agenda via the Agenda Editor by clicking on the Agenda Button in the empower menu.

 

Once you have made the required changes empower will automatically adapt the agenda slides. Even though they are in fact native PowerPoint® slides, you should never make changes to them manually, as these changes would then be unable to be detected by the agenda editor. This will then result in e.g. chapter headers or the navigation not being updated. The agenda editor makes these changes for you – even if you change the order of two agenda items your presentation will always be updated to reflect this change: the agenda slides will be moved together with all of their content pages.

 

Once you have clicked “Create Agenda” empower automatically generates agenda slides. You are of course able to implement these into your presentation and move them within the presentation at any time.

In presenter view, all agenda pages are linked with one another. This enables you to jump between any agenda item during a presentation.

Should you want to make changes to your agenda, please always do so using the Agenda Editor. All you have to do is make a modification and empower automatically updates all agenda slides. Although agenda slides are normal PowerPoint® slides, you should not make any changes outside the agenda function of empower. The Agenda Editor intelligently utilizes all changes: Should you want to change the order, for example, change the order of two agenda items and your whole presentation is automatically adapted.

 

 

Send

The function “Send” allows you to send single slides or a whole presentation to a recipient. In the open presentation, select one or more slides you want to send and click on “Send Slides”.

 

A small empower dialogue box will open. Here you have the possibility to adapt the file name if needed. You can also determine if you want to send the selected slides, the current slide, or the whole presentation. Finally, select one or more file formats you want the file to be sent as. Depending on which version of Microsoft Office® you can choose from PowerPoint® 2003, PowerPoint® 2007/2010/2013, PDF, and Slide notes as PDF. Afterward click on “New Mail”, and empower will open a new mail window in your email application (Outlook® or Lotus Notes®). All you have to do is choose the recipient and then send the email.

 

 

 

Language

Clicking on “Language” will open a menu that will enable you to change the spellcheck for your presentation or single slides at a click of a button.

 

Especially when presentations consist of several different languages, it is very helpful to be able to centrally adjust spellchecking.

Select the required language and click “Apply To Slide(s)” in order to apply the spellcheck to the current slide (or slides) or click on “Apply To Presentation” to apply this setting to the whole presentation.

 

 

Tools

Tools comprises four small tools:

  • Layout cleaner
  • Remove animations
  • Remove notes and comments
  • Pack & Go

 

 

Layout cleaner allows you to remove layouts that are no longer required with a single click, e.g. layouts that are surplus to requirement after a slide migration to a new master. You can find further information on this topic in chapter 5.2 Apply master.

Remove animations” completely removes all animations from your presentation. This concerns not only animations on the slides but also transitions between slides.

Remove notes and comments” deletes all notes and comments on the slides of the complete presentation.

Pack & Go” enables you to copy all files of the current presentation in a local folder on your computer, a USB drive or a CD. This function is especially practical if you want to copy your presentation onto a different medium and you want content such as videos to be also copied to the folder.

 

 

Design Check

“Design Check” inspects your entire presentation to ensure that it is conform to CD. To run the feature, simply click the “Design Check” button.

 

“Design Check” lists every noncompliance to corporate design on the right-hand side. The Design Check also inspects each slide to determine compliance to the design affiliated with the current master. If the current master of the slide is not conntected to any design, all designs saved in empower will be used for the inspection.

 

Here, font colors, fillers, and fonts are inspected in their compliance to corporate design. In addition, empower checks the current master template if font colors, fill colors, line colors, font sizes, and fonts are used in accordance to corporate design guidelines. In addition, the Design Check also inspects if numbering items and bullets used in the presentation conform to those defined in the master and if their color matches the prescribed font color defined in the corporate design guidelines. If content on the slides juts into the logo protection area or outside placeholders, these violations will also be listed. Title placeholders are inspected separately of their color, font, font size, and position comply with the presets of the master.

Each noncompliance is listed by category. Here, you have the possibility to display design violations by slide, or for the complete presentation.

 

This way you instantly see which fonts are wrong and where your presentation contains fonts in the wrong color. Once you click on an entry, empower automatically selects the slide and the element containing the error. Similar errors are grouped; this way you can instantly correct a whole batch of errors with a single click on. To do so, click on the “X” in the header and select the correct font, then click “Apply”.

 

If slides contain Elements that lie over the logo protection area, Design Check will list these violations. A click on the entry will select the erroneous elements after which you can move them to their approved position. Wrong numbering items and bullets can be corrected by selecting the approved symbol from the drop-down list. Here, all bullets are listed that have been approved in the master.

 

If there are title placeholder violations you can quickly correct the titles in their use of fonts, font colors, font size, and the position of the title placeholder via “Auto-Correct”.

 

The Auto-Correction can also be used for violations in font, font color, and font size if you do not wish to correct each violation individually. When correcting colors, empower automatically selects the approved color of your corporate design that is most similar to the flagged color. When correcting font sizes, empower selects the next size value up or down from the flagged size value to set a font size that has been approved by corporate design. The same is also performed for fonts. You can initiate Auto-Correct for each category individually, or click on Auto-Correct all errors, to bulk correct all corporate design violations individually.

 

Once all violations listed have been corrected, you will receive a notification that the Design Check has successfully inspected your presentation to ensure corporate design conformity.

 

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