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  1. #1
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    Send to Word in B&W? (XP)

    In earlier versions of PowerPoint you could send B&W slides to be printed in Word. This was done by selecting view in pure B&W and then selecting the Send to Word command. Now, in XP, the slides are sent in color regardless of the view selected in PowerPoint. Is there a work around?

    I have a B&W laser printer and the color thumbnails sent by XP don't print near as well as they did in pure B&W. I know you can print slides from PowerPoint in B&W, but you can't have the speaker notes on the same page when you're print more than one slide per page. Also, I can select each thumbnail in Word using object select and then remove the formatting. However, you have to do this to each thumbnail individually.

    Any help would be appreciated. I am using a P4 machine with XP home.

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    Re: Send to Word in B&W? (XP)

    Unfortunately, this is a source of much irritation with no good fix. The story line is that Redmond actually felt that exporting as B&W was a bug that they needed to fix in XP. I know of three work arounds, all of them nasty:
    1) Have both XP and 2000 PowerPoint installed.
    2) Copy/paste your slides into an Image Editor, such as Irfanview, http://www.irfanview.com/, and change the color scale to a grayscale.
    3) If you've followed a slide color scheme when designing your slides, you
    can create a B&W template and apply it to the presentation to change those colors to B&W before you sent them to Word.
    HTH --Sam
    <font face="Comic Sans MS">Sam Barrett, CACI </font face=comic>
    <small>And the things that you have heard... commit these to faithful men who will be able to teach others also. 2 Timothy 2:2</small>

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    Re: Send to Word in B&W? (XP)

    Sam, Thanks for the suggestions. Not really what I wanted to hear...but oh well. I like the first choice if I can make it work. Are there any watchouts for having BOTH XP and 2000 Powerpoint installed? I currently have XP installed. Do I simply do a custom install from the 2000 CD and put Powerpoint2000 in a different folder from PowerpointXP?

    Thanks, Erich

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    Super Moderator WebGenii's Avatar
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    Re: Send to Word in B&W? (XP)

    I think what you meant to say is that every template contains a B&W colour scheme - and then I started to check and many of the new XP templates do not contain a B&W version! What's with that!!
    Another place you can look, (though it doesnt address the specifics of your question)is at the grayscale view. I like to do this from within the master view. If you select the placeholders, the grayscale view offers a nifty toolbar that you can use to "tweak" the view.
    Unfortunately, I just proved to myself that it can't be sent to word....
    <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15>
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    Re: Send to Word in B&W? (XP)

    Wait <img src=/S/exclamation.gif border=0 alt=exclamation width=15 height=15> I wouldn't install them both. I got to thinking last night that as simple as it is to turn a presentation into B&W, there ought to be a similar way in word. You can do it manually, one-slide at a time, with the Picture toolbar's Image control. But, I wrote this simple macro to do them all:
    <pre>Option Explicit
    Sub allGray()
    Dim s As InlineShape
    For Each s In ActiveDocument.InlineShapes
    s.PictureFormat.ColorType = msoPictureGrayscale
    Next s
    End Sub</pre>


    You can place this in Normal.dot and it will always be available to you. In case you don't know how:
    1) Copy the code above and place it in a new Word document.
    2) Select all of the code in Word and copy it. This gets rid of the HTML formatting.
    3) Use the Tools | Macro | Record New Macro menu and press OK on the Dialog.
    4) Press the square Stop Recording Button.
    5) Use the Tools | Macro | Macros menu and press Edit to get to Word's IDE.
    6) Select all of the macro that you just recorded and paste my code in its place.
    7) Press <Alt><F11> to switch back to Word and exit Word without saving the changes.
    8) Test it out: send the presentation to Word, use the Tools | Macro | Macros to run the allGray macro, and print the result.

    HTH --Sam
    <font face="Comic Sans MS">Sam Barrett, CACI </font face=comic>
    <small>And the things that you have heard... commit these to faithful men who will be able to teach others also. 2 Timothy 2:2</small>

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    Re: Send to Word in B&W? (XP)

    Almost. Your macro works fine. However, it does pretty much the same thing that my Laser printer does when it's trying to print color. I was a little off in my original complaint. It's not just B&W, that's the problem. More specific, it's the inability to convert all slide backgrounds to white and text to black as is done in the "Pure B&W View" in PowerPoint. Otherwise, any slide with a dark background will be converted to solid black (or gray when using gray scale) with white print during the formatting of the object in Word. Although this works for getting rid of the color issue, it makes the slides a little difficult to read--white print on a black background. I'm sorry to be so anal, I just hate when I can't do something that used to be so easy.

    Even though it sounds like I'm complaining, I REALLY do APPRECIATE your efforts.

    Erich

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    Super Moderator jscher2000's Avatar
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    Re: Send to Word in B&W? (XP)

    I still use 2000, and what a fabulous feature this is. Your loss appears to be my gain!!!

    To try to make it up to you, I cobbled together a procedure that will change your SlideMaster and TitleMaster to a black and white scheme. I tested this on my "standard" presentation, and it covers most of the bases. Obviously you would want to do this with a copy, and not your original!

    Try opening a copy of one of your PPTs in XP and importing the attached module (after renaming it back to .bas) into the VB Editor. Hope it helps.
    Attached Files Attached Files

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    Re: Send to Word in B&W? (XP)

    Well, I never noticed that. <img src=/S/hmmn.gif border=0 alt=hmmn width=15 height=15> I still think that it maybe can be done with a macro. I only have XP at home, but here at work in messing with 2000, I noticed that I can copy a slide in slide-sorter / Black-and-White view and paste it into Word and it stays as a Black-and-White slide picture. If it still does that in XP, maybe I can automate the process. Let me know if you can still do that in XP or if Jefferson's code does what you need. Thanks! --Sam
    <font face="Comic Sans MS">Sam Barrett, CACI </font face=comic>
    <small>And the things that you have heard... commit these to faithful men who will be able to teach others also. 2 Timothy 2:2</small>

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    Re: Send to Word in B&W? (XP)

    Thanks! Your macro did cover most of the bases and I think will satisfy my needs. The only color distraction left is in shapes that were individually formatted during slide construction to have a fill color and different colored text. Thus, when these shapes transfer to Word, they print out as solid black boxes where the text can't be read. I can live with this; but, If you can solve this last issue, I'll add you to my Christmas card list. <img src=/S/bow.gif border=0 alt=bow width=15 height=15>

    Thanks for the time, Erich

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    Re: Send to Word in B&W? (XP)

    Sam, I tried the copy/paste with no joy. Apparently, this "bug" remained in 2000 as was "fixed" in XP. Thus, the pasted slide in word transfers in color. The code you refer to works pretty well. There is only one addition I could wish for--the details are in the separate post.

    I thank you for your time and efforts, Erich

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    Re: Send to Word in B&W? (XP)

    If I'm reading right, I see four macros. Three for adjusting the slides to B&W which work great and one named Macro3 that I can't get to work. Is Macro3 supposed to be a "super" macro and runs the other three?

    Also, is there any way to make these macros available in any powerpoint presentation I open up? According to the help files, you have to transfer the module to whatever presentation being modified???

    Otherwise, these are fantastic and I really appreciate your efforts. Thank you very much.

    Erich

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    Super Moderator jscher2000's Avatar
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    Re: Send to Word in B&W? (XP)

    Macro3 was recorded while I had a line selected to figure out what properties I was manipulating. I should have removed it. Please delete it.

    The one at the top runs the other two.

    I think if it were converted to an add-in your could use it globally, but otherwise, I don't think so. Possibly you could embed it in a blank presentation, open that along with your real one, and run it from the blank to clean up the other one. If that doesn't work on the first try, it probably means the procedures need to be re-written to refer to the presentation by name (rather than ActivePresentation). I'll leave that part to you or someone else!!

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    Re: Send to Word in B&W? (XP)

    Well, it's not the answer I wanted-but, as Mom used to say, I'm old enough for my wants not to hurt me. [img]/forums/images/smilies/smile.gif[/img]

    I figured I would have to embed it in a blank presentation.

    Thanks, Erich

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    Re: Send to Word in B&W? (XP)

    Forgot my own advice to use a copy, and well, anyway, that's what tape backups are for.

    Here's a revised module with a second procedure to check text boxes on every slide and clean them up. Depending on your formatting, there might be other attributes to change, but these worked in my testing.

    I also made lines in the master slide black rather than whatever color they might have been. Miscellaneous fills, if you use them, are left for you.
    Attached Files Attached Files

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    Re: Send to Word in B&W? (XP)

    Okay, I think we've gotten pretty close. Here are the steps to convert the presention to black and white so that the slide pictures are in black and white when you "Send to Microsoft Word" from PPT 2002:
    1. <LI>Make a copy of your presentation so you don't ruin your original. Keep the copy (the "target presentation") open.
      <LI>Open the attached presentation, enabling the macros.
      <LI>Make the target presentation the active presentation.
      <LI>Run the MakePresBW macro. To run the macro, change the the drop-down in the Macros dialog to "All Open Presentations."
    For anyone who doesn't want to download the attached presentation, here is the code it contains:

    <pre>Sub MakePresBW()
    'Jefferson Scher 7 Mar 2002

    'Are we ready to rumble?
    If Application.Presentations.Count < 2 Then
    MsgBox "Open the target presentation, and then run this macro again."
    Exit Sub
    End If

    'Get user confirmation
    If MsgBox("Clear backgrounds and make all text boxes black on white?", _
    vbQuestion + vbYesNo) = vbYes Then
    MakeMastersBW
    MakeTextBoxesAllBW
    MsgBox "Done!"
    End If
    End Sub

    Private Sub MakeMastersBW()
    'Jefferson Scher 6 Mar 2002

    'Set Master color schemes and apply to presentation
    If ActivePresentation.HasTitleMaster Then
    With ActivePresentation.TitleMaster.ColorScheme
    .Colors(SchemeColor:=ppBackground).RGB = RGB(Red:=255, Green:=255, Blue:=255)
    .Colors(SchemeColor:=ppForeground).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppShadow).RGB = RGB(Red:=128, Green:=128, Blue:=128)
    .Colors(SchemeColor:=ppTitle).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppFill).RGB = RGB(Red:=192, Green:=192, Blue:=192)
    .Colors(SchemeColor:=ppAccent1).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppAccent2).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppAccent3).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    End With
    End If
    With ActivePresentation.SlideMaster.ColorScheme
    .Colors(SchemeColor:=ppBackground).RGB = RGB(Red:=255, Green:=255, Blue:=255)
    .Colors(SchemeColor:=ppForeground).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppShadow).RGB = RGB(Red:=128, Green:=128, Blue:=128)
    .Colors(SchemeColor:=ppTitle).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppFill).RGB = RGB(Red:=192, Green:=192, Blue:=192)
    .Colors(SchemeColor:=ppAccent1).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppAccent2).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    .Colors(SchemeColor:=ppAccent3).RGB = RGB(Red:=0, Green:=0, Blue:=0)
    End With
    ActivePresentation.Slides.Range.ColorScheme = ActivePresentation.SlideMaster.ColorScheme

    'Clear Master background fills and apply to all
    If ActivePresentation.HasTitleMaster Then
    With ActivePresentation.TitleMaster.Background
    .Fill.Visible = msoTrue
    .Fill.ForeColor.SchemeColor = ppBackground
    .Fill.Transparency = 0#
    .Fill.Solid
    End With
    End If
    With ActivePresentation.SlideMaster.Background
    .Fill.Visible = msoTrue
    .Fill.ForeColor.SchemeColor = ppBackground
    .Fill.Transparency = 0#
    .Fill.Solid
    End With
    ActivePresentation.Slides.Range.FollowMasterBackgr ound = msoTrue

    'Examine Master Slide objects and touch up as needed
    Dim aShape As Shape
    With ActivePresentation.SlideMaster
    For Each aShape In .Shapes
    If aShape.HasTextFrame Then
    With aShape.TextFrame.TextRange
    'Change text colors
    .Font.Color.SchemeColor = ppForeground
    'Remove any embossing
    .Font.Emboss = msoFalse
    'Recolor bullets, if any
    If .ParagraphFormat.Bullet = msoTrue Then
    .ParagraphFormat.Bullet.Font.Color.SchemeColor = ppForeground
    End If
    End With
    ElseIf aShape.Type = msoLine Then
    'Change line color to black
    With aShape.Line
    .Visible = msoTrue
    .ForeColor.SchemeColor = ppForeground
    .BackColor.RGB = RGB(255, 255, 255)
    End With
    End If
    Next
    End With
    If ActivePresentation.HasTitleMaster Then
    With ActivePresentation.TitleMaster
    For Each aShape In .Shapes
    If aShape.HasTextFrame Then
    With aShape.TextFrame.TextRange
    'Change text colors
    .Font.Color.SchemeColor = ppForeground
    'Remove any embossing
    .Font.Emboss = msoFalse
    'Recolor bullets, if any
    If .ParagraphFormat.Bullet = msoTrue Then
    .ParagraphFormat.Bullet.Font.Color.SchemeColor = ppForeground
    End If
    End With
    ElseIf aShape.Type = msoLine Then
    'Change line color to black
    With aShape.Line
    .Visible = msoTrue
    .ForeColor.SchemeColor = ppForeground
    .BackColor.RGB = RGB(255, 255, 255)
    End With
    End If
    Next
    End With
    End If

    'Check for other elements
    ' TBD
    End Sub

    Private Sub MakeTextBoxesAllBW()
    'Jefferson Scher 7 Mar 2002

    'Visit every slide and reset all of the text boxes to black on white
    Dim aSlide As Slide, aShape As Shape
    For Each aSlide In ActivePresentation.Slides
    If aSlide.Shapes.Count > 0 Then
    For Each aShape In aSlide.Shapes
    If aShape.HasTextFrame Then
    With aShape.Fill
    .Visible = msoTrue
    .ForeColor.SchemeColor = ppBackground
    .Transparency = 0#
    .Solid
    End With
    With aShape.TextFrame.TextRange
    'Change text colors
    .Font.Color.SchemeColor = ppForeground
    'Remove any embossing
    .Font.Emboss = msoFalse
    'Recolor bullets, if any
    If .ParagraphFormat.Bullet = msoTrue Then
    .ParagraphFormat.Bullet.Font.Color.SchemeColor = ppForeground
    End If
    End With
    End If
    Next
    End If
    Next
    End Sub</pre>

    Some shapes will remain in shades of gray. Hopefully this will be so few that fixing them manually is not a big hassle.
    Attached Files Attached Files

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