This chapter details all measures for sensible slide management. To us file management involves working with a library and maintenance of its contents.
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Library (main library)
The “Library” function provides you access to all central PowerPoint® content. Empower grants two ways of how you can work with the library: either you open the library full screen via the “Library” button in the empower tab.
Alternatively, you use quick access from the right-hand side.
Once you have opened the library by clicking on its button a dialog box will open. Here you will see the folder arrangement of the library on the left, which has been constructed in congruence with Microsoft®’s explorer. The library is organized in three parts: company library, user library, and template library.
The company library should contain completed slides and presentations that is to be made available to the whole company. Ideally, all employees possess read permissions and are able to access this crucial company content.
The user library is user specific. Every user of empower has his own library in which he is able to set up his own individual slide library. This is where projects are stored that have not yet been completed and are not to be shared with all employees. Via “Settings”, you are able to assign rights to individual employees to access specific folders in your user library. This way you can collaborate on certain projects. Once other users provide you access to folders they will also appear in your library.
The corporate design template section is accessible by the whole company (granted that at least read permissions are provided) and contains templates, such as for slides, diagrams, and images. This section should be centrally administered, and provide templates with which employees are able to quickly and simply create presentations that are conform to CD.
The “Recycle Bin” receives all items you wish to delete from your library. By default, every one of these items will be irreversibly deleted after 6 days. The length of time until permanent deletion can be extended. Until this time period lapses you have the possibility to restore these items via a right-click; they will then be returned to the folder they were deleted in.
Once you select a folder of your library on the left-hand side, its contained items will be shown on the right. Here an item can be as much as a complete presentation, a single slide, or an object (such as a diagram or textbox). An icon on the bottom right delineates what kind of item it is.
Of course, masters can also be placed in the library. Every item can be supplemented with further metadata such as author, created on and inserts that can be viewed companywide.
In order to view an item in a larger preview, simply click on the magnifying glass on the top left.
Within the main library you can – granted you possess the necessary authorization – change the order of displayed items simply via drag & drop. A single click on the “Favorite” button (see below) allows you to add an item to favorites. The item concerned will then also be displayed in a Favorites folder in the Quick Access Pane.
Create a folder structure
Before you create a folder structure for your company library, you should think about a sensible way of how the content accessed by your employees should be structured. Recommendations and tips can be found in chapter 6.17 Layout of folder structure Best Practice.
Once you have decided on a suitable folder structure you can begin with its implementation. To create a new folder in your library you need to open the library viewer by clicking the “Library” button. Select the area where you want your new folder located (company library, user library or corporate design templates) and click “New Folder” at the bottom left.
Empower will now create a new folder in the selected area. To change its name, you are required to select the folder on the right side of the dialog box and then click on “Rename” at the bottom left. After entering the new name, confirm this change with “Enter”.
To delete a folder, select the corresponding folder from the right side of the dialog box and then click “Delete”.
There is also another way to delete and rename folders. You can also select the corresponding folder with a right-click in the folder structure on the left-hand side of the dialog box. You can then perform the required action.
Please bear in mind that deleting a folder also deletes all content within this folder, including subfolders.
Save in library
To upload an item into the library, select the relevant item and click on “Save in Library”.
Now you have – depending on your selection – the possibility to upload either the selected slide, the whole presentation, the master, multiple slides or a Slide Set, a single object or multiple objects.
In this example, we have selected “Slide”.
You now have a choice between “Save” and “Save as”. Similarly, to all Microsoft Office® applications, the slide is overwritten when saving, provided you have already uploaded it to the library. Should you have selected “Save as” the familiar save dialog will appear, prompting you to select a folder. If you would click “Save”, either the save dialogue would also open in order for you to select a folder (as long as the slide has not yet been uploaded); or the slide would be overwritten should it have already been uploaded to the library.
When the save dialogue opens you are able to select the folder in which for example the slide is to be placed. If required, you are also able to add a folder ad hoc. Following you can adopt the suggested name or alter it, and if required add tags. At the bottom right, it will be indicated if the slide is in line with corporate design. A click on “Ok” will save the slide to the library.
If you want to update an existing item from the library, follow these steps. Insert the item from the library onto your presentation and make the required adjustments.
Now click “Save” and the item in the library will be overwritten.
You are also able to click “Save as” and select the required slide you want to update. Empower will automatically notice that the item is already in the library and will suggest an update of the file. A click of “Overwrite” will overwrite the item in the library.
You are also optionally able to upload the existing object to the library as an autonomous object. In order to do so you need to select another location to save it to, or give it a different file name. You should only upload an item as an autonomous object when it has nothing to do with the original anymore and is to additionally appear in the library. empower automatically suggests elements downloaded from the corporate design template folders that you have altered to be uploaded as a new item. This way important templates are not overwritten unintentionally.
To upload several items at once, select all required slide and choose “Selected slides” in the save dialogue. All these slides will be added to the library as single elements in one go.
The “Slide Set” option also saves all slides in the library, however only the first slide will be displayed in the library, and you are also not able to access single slides within the library. Once you have inserted the “Slide Set” into a presentation, you will again be able to access all individual slides. This option is useful when there is a group of slides that are only to be used together. In this way, you prevent a user from using a single slide in a way that it is not intended.
To save a new master, select “Master” in the save dialogue and then click “Save as”. Now a notification will appear informing us, that the master will be saved with all slides of this presentation. This means that not only the master template will be saved but also slides of the current presentation.
If you later create a new presentation with this master by clicking on “New”, all of these slides will be automatically inserted into the new presentation. This way you can set standard slides that should be contained in every presentation using this particular master.
After clicking “OK”, you can select a folder on the left into which the master is to be saved and provide a filename for the master. If you click “OK” again, a window will open in which you are required to enter information for the “Apply Master” function.
After clicking “Apply”, a second window opens, prompting us to assign the master to a design in empower.
You will find further information on “Apply Master” and on designs in chapters 5.2 “Apply master” and 6.2 “Designs”. Afterward, the master will be saved in the empower library.
If you aim to save Images in empower, you can do so directly via the library without the necessity of inserting all images onto a slide, selecting them and placing them in the library via “Save in library”. To do so, simply select the target folder in the library and select Import Pictures.
You can then click on the marked button to navigate to the folder containing the images to be imported. With Overwrite existing elements you can set whether the elements contained in the target folder of your empower library are the be overwritten if they may already be located in that particular folder. If this function is not activated, all elements will be inserted into the folder after which they will be automatically renamed. If the function Include subdirectories is activated, all subfolders of the selected folder with content (pictures) will be copied including their folder structure. Click on OK to start importing the images into the empower library.
Please keep in mind that in empower professional you are only able to add elements to the user library, unless you have been checked out as administrator. In empower enterprise you may – depending on the user permissions you have been granted – also add elements to the company library.
When saving elements to the empower library, the save dialogue will provide different options for saving content to the library.
With Save at target, you have the option to set at which location in the target folder the element is to be placed. Insert at the top will insert the element at the first place in the folder, while Insert at the bottom will insert the element in the last place of the folder.
If you have activated the Multilingualism function, you can assign a language to the element while saving it to the library. To do so, select the desired language from the drop down menu. More details on the Multilingualism function can be found in chapter 3.10 Multilingualism.
If you save multiple elements at once to the library, e.g. multiple slides, you can click Advanced in the save dialogue to set a name, set tags, and set the language for each individual slide. A click on OK will take you back to the save dialogue. You can now select the target folder and confirm your settings with OK to complete the save procedure.
When saving an element that is already contained in the empower library and part of an update union, you can also set its update behavior when the element is shared during the saving procedure. More details on the update functions of empower can be found in chapter 4 Updates.
Creating presentations within the library
With empower you are able to create new presentations right in the library. To do so, select a folder in which you want to create the new presentation, and then click on “New presentation”.
Empower will then create a new presentation that does not yet contain any slides.
Using the split screen mode, you can open a further library view and simple transfer content via drag & drop from other folders and presentations into your new presentation.
By default, slides are copied – if you hold the shift key, you can also move slides, provided you have the necessary rights. Of course, you may also create a new presentation without the split screen view, however we recommend it in aid of simplification.
Search and filter
In order to make navigation through the library simpler, you are able to use the filters to display folder content. You are able to filter by presentation, text & shapes, slides, charts, tables, pictures, videos, SmartArts, and masters (The filter for masters is only available for folders in which masters are allowed to be placed.). In addition, you can filter for elements you have marked as favorites, elements that have received an update notification as well as elements that have an outdated language variant. For example, select the slide filter and you will be shown all slides within the currently opened folder.
You are also able to run several filters at once. Clicking on a filter again will deactivate it; a click on “X” will reset all filters at once. In addition, you can also filter all content by its language allocation.
Similarly, to Microsoft Office®’s sorting, you are able to sort the content of a folder by different criteria.
empower’s Google-esque search function enables you a targeted search in your library. empower browses all content of the item, including tags, texts, notes, and alternate texts. This is where a purposeful use of tags pays out. The search results are listed by relevance. Thus, you will always find the best results at the top. Please keep in mind that the search function is only available in empower enterprise, and only in online mode.
In addition, this Google-esque search function offers further search options with which you are able to make your searches more efficient. For example, you have the possibility to perform a category search. With this function, you are able to search in the following categories:
If you work with category search, empower will search with a search term within the prescribed category. If, for example, you are searching for the term “madeinoffice” in the footers, you are required to enter the following:
You can use this method to search in any of the categories listed above.
With wildcard search, you are able to search for groups of items that have similar file names. Using the wildcard search, you use the question mark “?”. This function is useful if you suspect spelling mistakes in the file name, as you can now search for “Test” or “Text”.
Using multiple wildcard search, you are able to extend the search by any number of symbols directly after the actual search term. This means you can search for “Test”, Tests”, “Tester”, etc. To utilize this function, use the asterisk symbol “*”.
You also have a number of operators, which allow you to combine different search terms.
“AND” will combine two search terms. This means that empower will search for a document that contains both of the stated search terms. Take note that all operators are required to be typed in uppercase.
“OR” will tell empower to search the whole library for documents that contain either of the search terms you have entered.
The “NOT” operator specifies your search. This means that if you search for a term, you are able to exclude files that contain a term you enter after “NOT”. Thus, empower will display documents that only contain the first term, but not the second.
With “+” you are able to search for two terms at once. The term directly after the “+” must be contained within the file, while the second term does not necessarily has to be in the file. Take note that you do not type a space between “+” and the search term.
Using the checkout function in the library you can display to other users that you are working on an element. This way you avoid discrepancies caused by other users working on the same element.
To check out a slide in the library, right-click on it and in “Collaboration” select „Check out“.
All users receive a red notification on the slide in the library, denoting it as checked out. If a user hovers over the notification on the slide with his mouse, it will inform him which other user is currently working on it.
If you now open this slide in PowerPoint®, you can make changes to it as usual. Afterward, upload it back to the library. A dialog will open, inquiring whether the slide is to be checked in or not. If you do not wish to make any further changes to the slide, click “Yes”. The slide will then be saved to the library and will be automatically checked back in.
You can also check in elements directly in the library. To do so, right-click on the element and in “Collaboration” select “Check in”.
Elements that have been checked out by another user can still be opened and used in PowerPoint®. Via “Insert” you can edit the slide in the currently open presentation as usual. However, if you wish to make changes and then save it back to the library, you will receive a notification that this slide has been checked out by another user. If you now click on “Ignore checkout and save anyway” the slide will be saved to the library, including its changes, but will still remain checked out.
The user who had previously checked out the slide will receive a notification when saving the element, informing him that in the meantime changes have been made to the slide. He can then decide if he wants to accept these changes, or not.
empower’s label function allows you to assign a label to any element in the library for which you at least have editor rights. The label will then be displayed directly on the element in library view. This function will improve working on presentations with multiple users.
If you work with several colleagues on a presentation, you can mark every slide with responsibilities for working on it. To do so, select the desired slides, right-click on them, and in “Collaboration” click “Add Label”.
A menu will open in which you can type in the desired label or select one from a list. Here the ten most recent labels will be displayed.
After clicking “Add”, the label will be added to the selected slides.
Much in contrast to the common practice of marking slides with Post-Its, you can now read notes at a glance in the library. You are completely free at what you set as a label. You could also set labels such as “Update Data” or tags such as “Draft”. This information is then made visible to all empower users. To change a label, right-click on an element and select “Edit label”. To delete a label, click “Delete label”.
The “Version History“ function allows access to older versions of a slide. The Update Center shows the user which version of a slide is saved on which path, as well as what update behavior is set for each version. Version History, on the other hand, is solely concerned with all individual versions of a selected slide, and it is also able to restore any desired version, even if it is no longer saved within the library.
A right-click on a slide in the library will show a detailed version history. All versions of the slide are listed on the left-hand side, including its date of creation, time, as well as creator of the slide. The first result is always that most current version, which is also marked as “(current)”.
A preview of the selected slide is displayed on the right-hand side. If you select “Show differences to the current version” all changes to the current slide are displayed visually.
Select “Restore” and the selected version will be restored and saved as the most current version. To insert this slide into your presentation, select “Insert”. If you select “Keep Master” the slide will be inserted into the presentation with the underlying master it was saved with within the library.
The „Multilingualism“ feature helps the user to easily manage items that exist in empower in different languages. A language can be assigned to any item – be it slide, presentation, object, or master. If the same element is saved in different language versions, a “language union” can be established. This connection enables you to open different language options for the same element (such as the same presentation in a different language) via the “Language Switch” button in the empower ribbon. In doing so you avoid having to perform time-consuming searches for items in the library. You are also able to filter items in the library by language.
To assign a language to an element within the library, perform a right-click on the desired element and in “Multilingualism” select the desired language after clicking “Set Language”.
If a new slide is to be saved to the library, it can have a language directly assigned to it in the save dialogue. Which languages are to be made available can be preset by the administrator in “Settings” of empower. You can find further information in chapter Fehler! Verweisquelle konnte nicht gefunden werden. Fehler! Verweisquelle konnte nicht gefunden werden..
In addition to multiple languages, you also have the possibilities to assign the value “Universal”. All elements marked as “Universal” are displayed in the library regardless by which language the library is filtered. Items marked as “Universal” are thus available in all languages. This function is useful for graphical elements or slides with elements that do not contain any text.
If a new element is stored within the library, you are also able to select “Not assigned”. No specific language will be assigned to the slide and the multilingualism option will not be available for this slide. A language can however be assigned at a later point if so required following the steps above.
A right-click on an element in the library will open a menu. If you hover over “Collaboration” you will be presented with different options: in “Set Language”, the language that has been assigned to a slide is displayed. Here, you can also change to a further previously set language. In “Remove language”, a language allocation can be completely deleted. This corresponds to the “Not assigned” option. In addition, a language union between two elements can be established. To do so, select “Mark for language union”. Afterward select “Create language union” at the ‘partner element’ and the elements will be added to the union. In “Language variants”, you can choose to display all language versions of a slide. A second library window will open in which the selected slide will be marked in the library. By selecting “Leave language union”, a language union can be disconnected.
A further function entails the possibility to mark a language union as outdated, for example, when a slide has been altered, and these changes are also to be made to the other slides within the language union. This function works independently from empower’s update function.
If you edit a slide in a language union, you will be informed that this slide is in a language union after saving it to the library. empower will then inquire if the other language versions of the slide are now outdated and require updating. If you click on “Yes”, all slides in the language union within the library will be automatically marked as outdated.
You are also able to mark the slide as outdated directly in the library by right-clicking the slide and selecting “Mark as outdated”.
The advantage of this function is the possibility of now being able to filter the library for outdated slides. All we have to do is click the filter “Language variant outdated”.
You now have a complete overview over which slides may need revising or a new translation. If you right-click on a slide marked as outdated, you may insert the outdated slide together with the new language version into the current presentation. If there are multiple updated versions of a slide in a language union, you can select which of the current language variants are to be shown together with the outdated version. Now you can see where changes are to be made at a single glance.
Once the multilingualism function is activated, library content can be filtered and edited according to its assigned language. Using the language filter, you are thus able to choose only to display German content, for example. Clicking on “Show all” will reverse this setting.
You can use the “Language Switch” button in an open presentation to change the language of the complete presentation with a single click. Simply select the desired language, and apply it to either the whole presentation, or just the selected slide.
If a slide has not been saved to the library in a required language, a notification will appear.
This flag can be removed with the “Language Switch” button.
In library view, you have the possibility to provide users with individual edit and admin permissions to specific folders.
Simply select a folder you want to assign permissions to and click on the “Settings” symbol at the bottom. In this first overview, you can see which users have what kind of authorization for this folder.
In empower you can assign four types of permissions: administrator, editor, author, and reader.
An administrator may add or delete folders or subfolders, assign authorization to other users, and create, update, read and delete content.
An editor is able to read all content of a folder, and update, delete and create content.
An author is permitted to add and read all content within a folder. He is able to edit and delete items he created himself, however can only use material of other users.
A reader may use material of a folder, however is unable to make any changes. Take note, that empower provides all users read permission by default, and this option is only available and necessary when not all readers are to be provided with read permissions. To alter the standard setting, please contact your IT department.
You are able to view information on user roles and their permissions at any time when you hover with your cursor over the question mark at the bottom.
You can change the permission of an existing user by selecting the required user role under “Rightstype” in the overview. To provide a new user with permission to the current folder, click on “Add”.
Search for the user on the Active Directory via one of the mentioned criteria. Then select the desired user from the list of results, select the type of permission, and add him by clicking “Ok”.
In order to deny a user previous authorization, select the user and remove him via the “Remove” button.
If you wish to give users access to a folder in your user library, you have the possibility to notify this user with an email. After adding users, you will be prompted to notify the new user via email. If you click on “Yes“, empower will automatically open a new email in your email application. It is addressed to the user and contains the notification, that a folder has been made available to him, including a link that takes him directly to this folder.
It is not only possible to provide permissions to individual users, but you can also supply rights to groups in the Active Directory. To do so take the same steps to add the group and then select it. Provide a group name in the “Display name” field. You can also choose to display the individual group members.
Permissions you supply over a folder are automatically applied to all its subfolders. These permissions cannot be reverted without denying permissions to the whole folder. Should you desire to just provide permissions to a single subfolder, you can do so by selecting this folder separately.
Several corporate designs can be placed in empower 7. A corporate design is able to be assigned to one or more masters and contains predefined colors, fonts, and one or several agenda templates. You are also optionally free to create a template folder for each respective corporate design. If you have a master in 4:3 and 16:9 formats, you may also set two designs in order to use two different agenda templates and text elements. If you use different brands in your company, you can also set a different design for each brand and master.
A design is active when the master is connected to it. For example, in “Fonts and Colors” in the empower ribbon, only the fonts, sizes and colors that have been approved for this design are available. The agenda editor will also only provide those layouts that have previously been set for this design. If specific folders in the template library have been allocated to this design, they will also be automatically displayed in the template folders of the Quick Access pane. Design Check will examine each slide according to the guidelines of the selected design.
New designs can only be set and curated by the corporate design admin in the corporate design section of empower. You will find further information in chapter 6.2 Designs. When saving a master to the library, you are, however, able to assign a design to it. Select the desired design and click “Assign”. Alternatively, you can select “Don’t assign”.
If no design is assigned to a master, empower will approve ALL designs allocated in empower for slides containing this underlying master. This means all fonts, font sizes, colors, and all agenda templates are made available for use.
The offline mode enables the user to work with empower when a connection to the company network is not possible, for example when working in home office or on business trips. To change to offline mode, click on “Work Offline”.
In offline mode, you have access to content of all folders that have be previously marked as offline folders. You are, however, only able to download items and cannot save new files in the database. This is only possible in online mode. Creating offline folders is explained in chapter 3.14 Creating offline folders.
When using offline mode, empower creates a virtual database on your computer in which content can be stored. In offline mode, empower Sync synchronizes content with the empower database in an interval set by your IT department. If you want to make sure that you have the latest version of all content it is advisable to manually confirm empower Sync before changing to offline mode. You can find more information on empower Sync in chapter 3.15 empower Sync.
Creating offline folders
To make content available offline you can mark folders as offline folders. To do so, select the desired folder in the library and click on “Offline Available”.
A menu window will open:
Here you can make either the single folder or the folder including all its subfolders available offline. With a click on one of the two options, the folder is now made available offline. You can now instantly identify such folders via the green offline symbol.
If a folder is no longer to be available offline, follow the same steps for making a folder available offline and select the third option “Make folder and all subfolders unavailable offline”.
“empower Sync” automatically syncs the virtual database on your computer with your empower database in a regular interval set by your IT department. If you leave your office for a short time period and want to ensure all files are up to date, you can manually run “empower Sync”. There is an “empower Sync” symbol on the right side of your Windows taskbar. With a right click on this symbol, a context menu pops up. Select “Sync now” and empower will immediately start the synchronization process. You will receive a notification as soon as this process is completed.
Should you encounter problems during synchronizing, simply select “Reset” and empower will restore the local data.
When you are on the move and are, for example, using an UMTS-card, you can deactivate and activate regular synchronizing.
A click on “Updates” checks if the currently opened presentation has updates available.
If there are items in this presentation of which there is a more current version in the library, the “Update wizard” will open and you can decide what to do with every single update. For further information on the update function, please refer to chapter 4 Updates.
With the button “Go To” you can check if a selected slide or other item originates from the empower library or not, and if so in which folder it is located. If the button is grey, the item is not from the library, however if the button is activated, you will instantly recognize that this item is in the library.
If you click, on “Go To” the slide library will open and show you the selected object in the library. Here you will also find all information concerning this item.
You can set an individual expiry date for every element within the empower library, as long as you have been provided at least editor rights. If such an expiry date has been assigned to an element, it will be automatically moved to the recycle bin once it has lapsed.
To set an expiry date, select the element with a right-click and then select “Expiry Date”.
In the calendar, you can then select the appropriate date, or type it into the provided field. Additionally, you can choose the element to send deletion updates once it has been moved to the recycle bin.
With a click on “OK” the expiry date has been set, which is now also listed in its metadata beneath the content overview of the library.
To remove the expiry date, open the menu again and select “No expiry date”.
If you want to provide a direct link to an element in the library to other empower users, you can send them a link via email.
To do so, right-click on the desired element and then select “Send link as email”. You email application will automatically open with a prepared email. All you need to do now is add the recipient and send it. By clicking on the image, the recipient is then taken directly to the appropriate content in empower.
You may also copy the link to empower library items to the clipboard either by clicking “Copy link to clipboard“, or using the button “Copy empower Link” further below.
A notification will appear to confirm that the link has been copied to the clipboard and is able to be pasted in the application or Word document of your choice. Clicking on this link will also directly open the element in the empower library.