In PowerPoint 2000, I use the "Send To" -> "Microsoft Word" option to
create handouts of my presentation. This works great, except for two
things: all the images of my slides are presented at 75% size, and
each page has "Slide ##" text added to it. I want to EITHER customize
the internal template PP uses for Send To -> Word so that the "Slide
##" text is gone and the slide images are at 100%, OR have a VBScript
macro that fixes these things after the fact. |
Request for Question Clarification by
huntsman-ga
on
06 Aug 2002 23:27 PDT
Brianriceca,
In Powerpoint 2000, slides are normally formatted to a 7.5" x 10" size
so they will fit on a 8.5" x 11" page (with a 1/2" border on all
sides).
When you send Powerpoint slides to Microsoft Word, there is not an
option to send only the slide. At a minimum, you must also include
notes (or blank lines) below individual slides. In order to
accommodate the slide image and the notes on a Word page, Powerpoint
reduces the original 7.5" x 10" slide image (and any pictures on it)
to about 37.5% of its original size. In Word, the default slide
dimensions are reduced to 2.81" x 3.75".
Even if your Powerpoint slides could be sent to Microsoft Word in
their full size, there would not be enough room on the Word page for
slide notes (from Powerpoint). If you need to include any slide notes,
your slides cannot appear full size on a Word page.
After extensive searching, I have not found any way to edit or
reformat the internal method by which Powerpoint reduces its slides to
fit onto a Word page.
However, after sending your (preferably noteless) Powerpoint slides to
Word, you can manually edit the Word pages containing the slides. You
could record a macro in Word to do some or all of the following steps
on Word pages containing slides:
1. Change the Word document's layout to Landscape format.
2. Reduce the document's page margins to 1/2".
3. Select and delete (or find and replace) the slide number text and
note text.
4. Center the image on the page.
5. Increase the size of the slide's image on the page to 200% (so it
is once again a full 7.5" x 10"). One significant problem with doing
this is that any pictures on the slide cannot be separated from it:
they will also be scaled up to 200% and will lose image quality.
You may want to walk through the above steps to see if they will work
for you.
Although I don't have a color printer available at the moment to test
it, slides sent to a Microsoft Word document (and thus any pictures on
the slides) may only print out in grayscale, and not in color.
Since you need to print out your pictures (and thus the slides)
full-size, in color, without notes or slide numbers, why not just
print them out in PowerPoint? Why bother with sending them to Word?
If you still want to send your slides to Word, and the manual method
outlined above meets your needs, please let me know and I will repost
the information in this clarification request (in greater detail) as
an official Answer.
Thank you,
Huntsman
|
Clarification of Question by
brianriceca-ga
on
07 Aug 2002 11:30 PDT
Let me be more specific about what I'm doing. When I choose File ->
Send To -> Microsoft Word, I choose blank lines below individual
slides, one per page, from the resulting dialog box. That's exactly
what I want, even the blank lines.
In the resulting Word document, I right-click on the slide image and
choose "Format Object" from the context menu. On the "Size" panel,
Word reveals that it has pasted in this object at 75% size. If you
choose to set the size to 100%, the slide image gets about a third
bigger (as you'd expect) and stays in its same location and
orientation; the blank lines stay on the page.
I have no idea what that 100% is supposed to be 100% *of*.
Nevertheless, it's a nice size and results in a nice layout. Right
now, I have to go right-click by hand on all 120 or so of my slide
images and set them to that 100%. And I can't seem to record a macro
of this because you can't right-click when your cursor is wearing the
little cassette tape.
Also, the Send To Microsoft Word process inserts body text at the top
of each slide: "Slide" followed by a number. Since posting my
question, I have found Word's wildcard system, so I think I'll at
least be able to wipe Slide [0-9][0-9] off the line. I would have
preferred to delete the line it's on too, but that's a minor point.
To sum up: I need a way to avoid having to right-click on every slide
image and change 75% to 100%.
|
Request for Question Clarification by
huntsman-ga
on
07 Aug 2002 15:08 PDT
Brianriceca,
The following Word 2000 macro should automatically change the slide's
image size to 100%. To test it:
1. Create a Powerpoint presentation with one simple slide.
2. Use Powerpoint's "Send to Microsoft Word" feature to create a Word
document (with the slide above blank lines).
3. Save the resulting Word document.
4. In the saved Word document, record a new Macro named
"EnlargeSlide". Just record a single step (do anything) to create the
macro, then stop recording.
5. Edit the new "EnlargeSlide" macro, and replace all of its text with
the "EnlargeSlide" macro text below (copy and paste all lines of text
between the short dashed lines).
6. Save the Word document again.
7. Run the "EnlargeSlide" macro to make sure it works. To bring up
Word's Macro dialog box quickly, press your F8 key.
Before rerunning the macro, you will need to manually reduce the
slide's image size (in Word) back down to 75%. Make sure the slide's
aspect ratio is locked before reducing.
If the "EnlargeSlide" macro works, put it into Word's "normal.dot"
global template so it will be available in any new Word document that
you create from Powerpoint. For faster use, assign this macro to a
custom button and add it to one of your standard Word toolbars.
Please let me know if "EnlargeSlide" works for you and I will repost
this clarification request as an official Answer. My Answer will also
include another Word macro that will remove the "Slide #" text in
Word.
Thank you,
Huntsman
- - - - -
Sub EnlargeSlide()
'
' EnlargeSlide Macro for Word 2000
' Macro created 8/7/02 by Huntsman
'
' This macro automatically enlarges a single slide image to 100%
' from Powerpoint's "Send to Microsoft Word" default size of 75%.
'
' Put this macro into Word's "normal.dot" global template so it will
' be available in any new Word document that you create.
' For faster use, assign this macro to a custom Word toolbar button.
'
' Here are the macro's basic steps:
' 1. Moves the cursor to the top left of the page.
' 2. Finds the first graphic (the slide image) on the page.
' 3. Enlarges the slide image to 100%.
' 4. Returns the cursor to the top left of the page.
'
Selection.HomeKey Unit:=wdStory
Selection.GoTo What:=wdGoToGraphic, Which:=wdGoToNext, Count:=1,
Name:=""
Selection.Find.ClearFormatting
With Selection.Find
.Forward = True
.Wrap = wdFindContinue
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
Selection.InlineShapes(1).LockAspectRatio = msoTrue
Selection.InlineShapes(1).Height = 270#
Selection.InlineShapes(1).Width = 360#
Selection.HomeKey Unit:=wdStory
End Sub
- - - - -
|
Request for Question Clarification by
huntsman-ga
on
07 Aug 2002 15:11 PDT
One correction to my 2nd clarification request:
7. Run the "EnlargeSlide" macro to make sure it works. To bring up
Word's Macro dialog box quickly, press your ALT + F8 key.
Huntsman
|
Request for Question Clarification by
ozguru-ga
on
07 Aug 2002 21:35 PDT
Dear brianriceca,
I started to work on your problem last night and wasn't aware huntsman
was also slaving away :-) Although this is not a macro solution I
think it is simpler.
I found that an easy way to "trick" the Send To Word command was to
set to Use PowerPoint Page Setup to set a larger than normal custom
slide size say, portrait 16 x 12. This resulted in a larger Word
object that should meet your needs.
Find and Replace in Word, if you select the wildcard radiobutton eg
Slide [0-9]{1,3} could be used to delete the slide numbers.
If you accept this as an answer, please let me know and I will repost.
Regards,
Regards,
|
Request for Question Clarification by
huntsman-ga
on
07 Aug 2002 23:00 PDT
Brianriceca,
Although Ozguru's methods will work, doing this type of task with Word
macros gives you several significant advantages:
No tricks - you don't have to do any unusual formatting in Powerpoint
that might affect printing within Powerpoint. Also, you can still
share normal, unmodified Powerpoint presentations with colleagues,
clients, and other users.
Easier and faster - you don't have to manually execute multiple steps
in Word. All you have to do is click on a custom macro button. Note
that my final Answer will also include a combination macro that will
enlarge the slide image *and* delete the slide number text.
Better accuracy and consistency - a macro runs the same way every
time.
Repeatability - A macro remembers all the steps for you, or for anyone
else that you might want to delegate the work to.
Portability - You can modify a macro and use it for other tasks.
Time savings - Although macros take time to set up, they save a great
deal of time in the long run whenever you have to repeat a task
frequently. And if several users have to perform the same task
repeatedly, the total time savings can be considerable.
The whole point of computers is to automate the handling of data, and
macros are just one more way to save time and effort.
Huntsman
|
Clarification of Question by
brianriceca-ga
on
08 Aug 2002 18:45 PDT
Much to my surprise, ozguru's solution, though less high-tech, works
better for me than macros. I was originally looking for a
VBScript-based solution, but, when I take into account the full
logistics of what I'm doing, the resized-slide hack results in fewer
manual steps than does the macro based solution.
Ozguru: would you repost your response as an Answer?
Huntsman: You put in a lot of effort, which is greatly appreciated, so
my employer has a small consolation prize for you. Send me your
postal address, and whether an XL shirt size works for you, at my
personal email. So that my email address won't be harvested by
spammers, let me just tell you that I use Yahoo mail...I think you'll
be able to figure out my address.
Thanks, all!
|
Brianriceca,
I appreciate your T-shirt offer, but it's not necessary. For your
paticular needs, Ozguru gave you a better answer, and that's what
Google Answers is all about. Besides, Google Answers guidelines
prohibit researchers from interacting outside of this forum.
However, I remain convinced that macros are the best long-term
solution whenever you need to automate data handling in Microsoft
Office. Just in case you (or your employer) want to try them out, here
are the Word 2000 macros that edit the slides and text created by
Powerpoint's "Send to Microsoft Word" feature:
1. "EnlargeSlide" - enlarges slide image in Word document to 100%.
2. "DeleteSlideNumber" - deletes "Slide #" text in Word document.
3. "EnlargeSlideDeleteNumber" - combines macros #1 and #2.
Put these macros into Word's "normal.dot" global template so they will
be available in any new Word document that Powerpoint creates. For
faster use, you can assign these macros to custom buttons that you add
to your standard Word toolbars.
--------------------
Enlarging the Slide Image with a Macro -
Powerpoint's "Send to Microsoft Word" feature reduces the slide's
image size in Word. The following "EnlargeSlide" macro increases the
slide's image size in the Word document to 100%.
To test it:
1. Create a Powerpoint presentation with one simple slide.
2. Use Powerpoint's "Send to Microsoft Word" feature to create a Word
document (with the slide above blank lines).
3. Save the resulting Word document.
4. In the saved Word document, record a new Macro named
"EnlargeSlide". Just record a single step (do anything) to create the
macro, then stop recording.
5. Edit the new "EnlargeSlide" macro, and replace all of its text with
the "EnlargeSlide" macro text below. Be sure to copy and paste all
lines of text between the short dashed lines, including the
apostrophes at the beginning of any line*.
6. Save the Word document again.
7. Run the "EnlargeSlide" macro to make sure it works. To bring up
Word's Macro dialog box quickly, press your Alt + F8 keys.
*Lines of text beginning with an apostrophe (') are non-executable
descriptive comments within the macro. Don't lose an apostrophe or the
macro will not run correctly!
If you want to rerun the macro while testing, you will need to
manually reduce the slide's image size (in Word) back down to 75%.
Make sure the slide's aspect ratio is locked before reducing.
If everything works OK, put the "EnlargeSlide" macro into Word's
"normal.dot" global template so it will be available in any new Word
document that Powerpoint creates.
For faster use, assign this macro to a custom button and add it to one
of your standard Word toolbars.
- - - - -
Sub EnlargeSlide()
'
' EnlargeSlide Macro for Word 2000
' Macro created 8/7/02 by Huntsman
'
' This macro automatically enlarges a single slide image to 100%
' from Powerpoint's "Send to Microsoft Word" default size of 75%.
'
' Put this macro into Word's "normal.dot" global template so it will
' be available in any new Word document that you create.
' For faster use, assign this macro to a custom Word toolbar button.
'
' Here are the macro's basic steps:
' 1. Moves the cursor to the top left of the page.
' 2. Finds the first graphic (the slide image) on the page.
' 3. Enlarges the slide image to 100%.
' 4. Returns the cursor to the top left of the page.
'
Selection.HomeKey Unit:=wdStory
Selection.GoTo What:=wdGoToGraphic, Which:=wdGoToNext, Count:=1,
Name:=""
Selection.Find.ClearFormatting
With Selection.Find
.Forward = True
.Wrap = wdFindContinue
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
Selection.InlineShapes(1).LockAspectRatio = msoTrue
Selection.InlineShapes(1).Height = 270#
Selection.InlineShapes(1).Width = 360#
Selection.HomeKey Unit:=wdStory
End Sub
- - - - -
--------------------
Deleting the "Slide #" with a Macro -
Powerpoint's "Send to Microsoft Word" feature creates a line of text
containing the slide number in the Word document. The following
"DeleteSlideNumber" macro deletes the "Slide #" text.
Test or add this macro to Microsoft Word using the same procedure as
explained above in the "Enlarging the Slide Image" section.
- - - - -
Sub DeleteSlideNumber()
'
' DeleteSlideNumber Macro for Word 2000
' Macro created 8/7/02 by Huntsman
'
' This macro removes the "Slide #" text created by Powerpoint's
' "Send to Microsoft Word" feature.
'
' Put this macro into Word's "normal.dot" global template so it will
' be available in any new Word document that you create.
' For faster use, assign this macro to a custom Word toolbar button.
'
' Here are the macro's basic steps:
' 1. Moves the cursor to the top left of the page.
' 2. Finds the "Slide #" text.
' 3. Deletes the text (replaces it with nothing).
' 4. Returns the cursor to the top left of the page.
'
Selection.HomeKey Unit:=wdStory
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = "<Slide *>"
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchAllWordForms = False
.MatchSoundsLike = False
.MatchWildcards = True
End With
Selection.Find.Execute Replace:=wdReplaceAll
End Sub
- - - - -
--------------------
Combining the Two Macros -
If you want to enlarge the slide image *and* delete the "Slide #" text
in your Word document at the same time, use this combination
"EnlargeSlideDeleteNumber" macro.
Test or add this macro to Microsoft Word using the same procedure as
explained above in the "Enlarging the Slide Image" section.
- - - - -
Sub EnlargeSlideDeleteNumber()
'
' EnlargeSlideDeleteNumber Macro for Word 2000
' Macro created 8/7/02 by Huntsman
'
' This macro automatically enlarges a single slide image to 100%
' from Powerpoint's "Send to Microsoft Word" default size of 75%,
' and deletes the "Slide #" text created by Powerpoint's
' "Send to Microsoft Word" feature.
'
' Put this macro into Word's "normal.dot" global template so it will
' be available in any new Word document that you create.
' For faster use, assign this macro to a custom Word toolbar button.
'
' Here are the macro's basic steps:
' 1. Moves the cursor to the top left of the page.
' 2. Finds the first graphic (the slide image) on the page.
' 3. Enlarges the slide image to 100%.
' 4. Returns the cursor to the top left of the page.
' 5. Finds the "Slide #" text.
' 6. Deletes the text (replaces it with nothing).
' 7. Returns the cursor to the top left of the page.
'
Selection.HomeKey Unit:=wdStory
Selection.GoTo What:=wdGoToGraphic, Which:=wdGoToNext, Count:=1,
Name:=""
Selection.Find.ClearFormatting
With Selection.Find
.Forward = True
.Wrap = wdFindContinue
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
Selection.InlineShapes(1).LockAspectRatio = msoTrue
Selection.InlineShapes(1).Height = 270#
Selection.InlineShapes(1).Width = 360#
Selection.HomeKey Unit:=wdStory
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = "<Slide *>"
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchAllWordForms = False
.MatchSoundsLike = False
.MatchWildcards = True
End With
Selection.Find.Execute Replace:=wdReplaceAll
End Sub
- - - - -
-------------------- |
