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PowerPoint Questions - Page 2

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These are a few questions answered on the PowerPoint newsgroup (either by me or by someone else) - I imagine this will help many more people if it is presented in a clear, concise way. Most of the content has been edited to provide a more contextual reading.


To Retrieve My Sounds
Real MP3s Don't Behave!
From Word To PowerPoint
A List Of Fonts Used In A Presentation
Slash Key On The Numeric Keypad
Terrible Jagged Fonts
RealMedia In PowerPoint
Stop That Animated GIF
Macro Warnings Without Macros!
Recover Narration Files
Restore Master Elements


To Retrieve My Sounds

Q: I've used a few sound clips in an old presentation - unfortunately the actual clips have since been lost due to a hard drive crash. Can I retrieve the clips from the presentation?

A: If you choose File -> Save As HTML, then PowerPoint stores all sounds in a separate folder.

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Real MP3s Don't Behave!

Q. I've encoded MP3s with Real JukeBox - and now PowerPoint just refuses to insert these files! What do I do?

A. It has been found that Real uses a different codec to encode MP3s - thus presenting unique issues not seen with MP3s created in other, more traditional conversion applications.

Why not use a more standard MP3 encoder like MusicMatch Jukebox?

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From Word To PowerPoint

Q. I just opened my 50 page Word document and chose File -> Send To -> Microsoft PowerPoint. Amazingly, the resultant PowerPoint presentation ends up with 1 word to each slide! Can anyone help me?

A. Probably, you've set your entire Word document to the Heading 1 style - you'll have to do a little housekeeping now. The Word to PowerPoint conversion converts Word styles into PowerPoint elements. The Heading 1 style translates into the Title Text designation in PowerPoint. Similarly, the following change into:

Heading 2 becomes Bullet 1
Heading 3 becomes Bullet 2
Heading 4 becomes Bullet 3

Finally, any text in your Word document that is set to "normal" will not import into PowerPoint.

A quick way to change Word formatting is to apply the Heading 2 style to an entire document - thereafter, apply the Heading 1 style to whichever part of the document you want designated as a Title Text within PowerPoint.

You may also want to check up this Microsoft KB article.

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A List Of Fonts Used In A Presentation

Q. Is there a way to find out what fonts are being used in a PowerPoint presentation? I usually go through each text box to see what is being used but this is taking longer than I want to spend. Is there an easier way?

A. Sure, follow these steps:

  1. Go to File -> Properties
  2. This will open a tabbed dailog box. Open the Contents tab.
  3. You'll find something called 'Fonts Used' listing all the fonts used within that presentation.

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Slash Key On The Numeric Keypad

Q. Does anyone know what the slash key does on the numeric keypad when using PowerPoint 2000. With the Num Lock active in other Office 2000 applications, the slash key is a slash. In PowerPoint 2000, it does nothing apparent.

A. In PowerPoint 2000, the slash key on the numeric pad seems to toggle the "show formatting" for outline view and notes with the Num Lock active.

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Terrible Jagged Fonts!

Q. How can I smooth out the rough edges of my fonts when viewing a presentation in the PowerPoint 97 Viewer? They look terrible.

A. Actually, the smoothing of fonts is controlled through the operating system, not the actual application. However, some issues of font smoothing are indeed related to PowerPoint 97 and its related PowerPoint Viewer. Microsoft acknowledges this problem - which it says reflects differently on various fonts. On some fonts, it looks more pronounced, on others the effect could be less noticeable. Look up at this KB article:

Font Smoothing in Slide Show Built Text Looks Bad

Solutions do differ in context to the actual version of Windows you could be using. In fact, this problem does seem more common on Windows 95. This related links may be of help:

Effects Tab Missing in Display Properties Dialog Box

And just in case you don't have font smoothing installed on your Windows 95 system, download it from here:

Windows 95 Font Smoother

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RealMedia In PowerPoint

Q. I have this new Real Audio file which I would like to embed in a Powerpoint presentation. Any ideas?

A. Basically, no file other than WAV can be embedded in a PowerPoint presentation.

To use RealMedia (RealAudio, RealVideo, etc.) files within PowerPoint, a properly working and associated version of RealPlayer needs to be installed on your system. Its important to note that your RealPlayer installation should be conflict free with important Windows applications like Internet Explorer, Windows Media Player, Media Player (older version), etc.

Once you're sure of the prerequisites stated above, just drag and drop your RealMedia file into a PowerPoint slide to automatically create an
instance of the associated player. You could also use the Insert -> Object -> Create from File route to insert your file.

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Stop That Animated GIF

Q. I'm trying to insert this animation GIF in PowerPoint 2000 and it
animates fine in PowerPoint - I want to play the GIF once, but PowerPoint plays it over continuously.

A. Create 2 gifs - one animated and one regular - create two identical slides - for the first slide, set transition to none - introduce the animated gif on the first slide - now, set the transition time of the first slide to exactly the amount of time you want the animated gif to play. In the second slide place the regular gif at the same place.

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Macro Warnings Without Macros!

Q. I used a macro in a PowerPoint presentation, which was later saved with the macro deleted. However, every time I run the presentation, a macro warning pops up - how do I get rid of this warning?

A. Deleting a macro does not get rid of this warning. Follow these steps:

  1. Open the presentation, and choose Tools | Macro | Visual Basic Editor.
  2. A new window titled Visual Basic Editor should now appear onscreen - you'll find your macro module listed in the Project Explorer.
  3. Just right click it, and opt to 'Remove'. If you are prompted to export them, just refuse.
  4. Remove any other macro modules in the same way.
  5. Save your presentation.
  6. Close PowerPoint and launch it again with the offending presentation - you will not receive any more macro warnings.

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Recover Narration Files

Q. I am trying to recover the recorded narration files within my presentation. Where can I locate them?

A. Depending on the question if they're embedded or linked, you might find your narration clips in the same folder as the presentation. This might help if you want to individually edit each sound file.

If you require the sound files for reasons other than editing, try saving the entire presentation to HTML - all linked or embedded sound files will be saved with a folder / subfolder of the main HTML presentation.

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Restore Master Elements

Q. I have deleted the date, footer and number boxes from the slide master - how do I restore them?

A. Go to View -> Master -> Slide Master. Then choose Format -> Master Layout and check the boxes for all elements you want restored.

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