Loss of Formatting when "Insert Slides From Files"

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ChelleMeister - 24 Jul 2007 22:02 GMT

I'm pretty experienced with Power Point, and 6 times a year I assemble a 300+
slide presentation that includes slides created by other people. I use the
"insert slides from files" command and select various ones from the network.
80% of the time everything works fine, but occasionally the font sizing,
format, and entire slide layout is grossly distorted (e.g. content does not
fit on the slide anymore).

I have Power Point 2000, and so do the users who created the slides I'm
inserting. Now, I can get around this in a sense by copying the original and
then "Paste Special>as a picture", however any animation or links are lost
this way, and it seems like there should be a better way.

Has anyone experienced this or know how to prevent font and format changes
when inserting slides from external files?

Thanks

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Echo S - 24 Jul 2007 22:50 GMT

When you paste the slides in, the design template formatting from your
"main" presentation is applied. If the person creating the other slide has
used a lot of manual formatting and sizing (if not a completely different
template or slide master), it will often be stripped out as the main
presentation's template formatting is applied on paste, causing the problem
you're seeing.

In later versions of PPT, you have the option to "keep source formatting"
when you paste, so the main design template doesn't override the template of
the pasted slide.

Signature

Echo S [MS PPT MVP] http://www.echosvoice.com
What's new in PowerPoint 2007? http://www.echosvoice.com/2007.htm
Fixing PowerPoint Annoyances
http://www.oreilly.com/catalog/powerpointannoy/index.html
PPTLive! Oct 28-31, New Orleans http://www.pptlive.com

> I'm pretty experienced with Power Point, and 6 times a year I assemble a
> 300+
[quoted text clipped - 17 lines]
>
> Thanks

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Steve Rindsberg - 24 Jul 2007 23:42 GMT

In addition to what Echo's written, you might be running into problems because
the incoming slides use fonts that aren't installed on your computer.

Before you start importing slides, choose Format, Replace Fonts and note which
fonts are listed in the upper of the two list boxes. That's your baseline.

After inserting slides, especially if the formatting goes ... pardon the
technoterminology ... wonko, check Format, Replace Fonts again. Look for fonts
with a ? icon next to them. Those are your problem children. Either install
the needed font or select a suitable replacement from the lower list box.

> I'm pretty experienced with Power Point, and 6 times a year I assemble a 300+
> slide presentation that includes slides created by other people. I use the
[quoted text clipped - 12 lines]
>
> Thanks

-----------------------------------------
Steve Rindsberg, PPT MVP
PPT FAQ: www.pptfaq.com
PPTools: www.pptools.com
================================================

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Geetesh Bajaj - 25 Jul 2007 03:27 GMT

Whenever you insert slides this way, you should reapply the slide layouts.
In fact, I reapply them twice.

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Geetesh Bajaj
Microsoft PowerPoint MVP
http://www.ppted.com

> I'm pretty experienced with Power Point, and 6 times a year I assemble a
> 300+
[quoted text clipped - 17 lines]
>
> Thanks

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ChelleMeister - 17 Aug 2007 02:14 GMT

Thank you. I will follow all the suggestions you gave to me. As far as
reapplying slide layouts, I typically have 300 slides in this bi-monthly
presentation. I assume it's possible to do this to the entire presentation
at once.

Thank you all for your help!

Chellemeister

> Whenever you insert slides this way, you should reapply the slide layouts.
> In fact, I reapply them twice.
[quoted text clipped - 20 lines]
> >
> > Thanks

Reply to this Message

Echo S - 17 Aug 2007 03:36 GMT

Yes. But I really think you'd be better off using PPT 2002 or 2003 to insert
the slides so you'll have the "keep source formatting" option. That way, the
inserted slide will look just like the original one.

Signature

Echo [MS PPT MVP] http://www.echosvoice.com
What's new in PPT 2007? http://www.echosvoice.com/2007.htm
Fixing PowerPoint Annoyances http://www.oreilly.com/catalog/powerpointannoy/

> Thank you. I will follow all the suggestions you gave to me. As far as
> reapplying slide layouts, I typically have 300 slides in this bi-monthly
[quoted text clipped - 36 lines]
>> >
>> > Thanks

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ChelleMeister - 03 Oct 2007 18:12 GMT

That only helps if I have PPT 2002 or newer, which I don't. I guess it's
time to go butter-up the IT guys. Getting new software around here can be a
challenge despite the fact that I work for a company that develops
cutting-edge technology. Thanks...I will keep dreaming about a new version
of PPT.

> Yes. But I really think you'd be better off using PPT 2002 or 2003 to insert
> the slides so you'll have the "keep source formatting" option. That way, the
[quoted text clipped - 40 lines]
> >> >
> >> > Thanks

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