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  1. #1
    Super Moderator WebGenii's Avatar
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    Sending an Outline to PPT (Word 2000)

    I thought I was a pretty savvy Word user, but <A target="_blank" HREF=http://www.wopr.com/cgi-bin/w3t/showflat.pl?Cat=&Board=ppt&Number=55333&page=0&vie w=expanded&sb=5&o=0>this post </A> on the PowerPoint board has me stumped. Basically, what the lounger would like to do is send their outline to PowerPoint, but with the following twist. They only want to send the first 3 levels of their outline to Word. Do you have any suggestions about a method to edit out all headings below level 3 as quickly as possible? I don't think this can be done without resorting to writing a VBA macro. <img src=/S/hmmn.gif border=0 alt=hmmn width=15 height=15>
    [b]Catharine Richardson (WebGenii)
    WebGenii Home Page
    Moderator: Spreadsheets, Other MS Apps, Presentation Apps, Visual Basic for Apps, Windows Mobile

  2. #2
    dgziegler
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    Re: Sending an Outline to PPT (Word 2000)

    Hold on a minute. Let me back up a ways.

    First, I'm using PP and Word 2000.

    I have a 24-page outline in Word. I'm using outline-numbered styles for 3 levels, plus a 4th level which is normal/body text.

    First, I wanted to move only the level 1 entries to PP, so in Word I collapsed the outline to show only level 1.

    I tried both sending from Word and opening from outline in PP.

    In both cases, PP displayed the entire, uncollapsed, outline.

    I'm being reduced to cutting and pasting, one level at a time or, even worse, rekeying.

    Maybe this _is_ a job for VBA, but I don't know VBA.

    I have a long way to go on this. After I get the five level 1 entries into one slide, I need to get each level 1 and its level 2 entries into one slide for each level one entry. Then, I want one slide for each level 1 and each level 2, with the level 3 entries for each level 2.

    If someone can help me out with VBA that will work, that would be great, but I suspect I'm looking for a solution that isn't within the capabilities of the software.

    Thanks.

  3. #3
    Super Moderator jscher2000's Avatar
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    Re: Sending an Outline to PPT (Word 2000)

    All you need is this code and the Save As... function:

    Sub GutOutline()
    ' Jefferson Scher 2001-07-20
    ' Get list of styles from user. Crappy interface, but it's free.
    Dim strStylesToKeep As String
    On Error GoTo bye
    strStylesToKeep = InputBox("Enter names of styles to preserve, separated by " & _
    "commas (all other paragraphs will be deleted)", "Gut This Outline!", "Heading 1")
    On Error GoTo 0
    If strStylesToKeep = vbNullString Then Exit Sub
    ' append a comma for consistency
    strStylesToKeep = strStylesToKeep & ","
    ' Check each paragraph and delete the ones that do not match a style on the list
    Dim colParagraphs As Paragraphs, intCounter As Integer
    Set colParagraphs = ActiveDocument.Paragraphs
    For intCounter = colParagraphs.Count To 1 Step -1
    If InStr(1, strStylesToKeep, colParagraphs(intCounter).Style & ",", _
    vbTextCompare) = 0 Then
    colParagraphs(intCounter).Range.Delete
    End If
    Next
    MsgBox "Done!"
    bye:
    End Sub

    You can play with the attached sample, which contains Heading
    Attached Files Attached Files

  4. #4
    Silver Lounger
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    Re: Sending an Outline to PPT (Word 2000)

    Catharine,

    I had seen the post on the ppt lounge but didn't understand the rqmt. With the post here on the word lounge and the clarification, I tried a little experiment. Also tried looking at Jefferson's suggestion, but when I clicked on attachment on his email, it brought up his document in IE. Didn't have the time to fool around with it. It probably is better than my experiment but here it is for whatever it's worth.

    It's a bit messy and needs some work but there's no rekeying - just deleting. Tried 2 diff approaches.

    1. Create a TOC for the word document but limit the headings to 3 with no page #s (hence there's no leaders). I then tried 2 diff things. Send the TOC to ppt exactly as it is (as 1 big field). You get one slide per Hdg Lev 1 but with all the headings below it (including Lev 4+, don't know why). Delete the unwanted headings - greater than 3 here. Duplicate the slides so there is 1 set for just the Lev1+Lev2, another set for Lev1+Lev2+Lev3. In each set, you need to delete the unwanted headings. To get the Lev 1 only, there's a ppt tool to create a summary slide in the slide sorter view. This can be used for just the Lev1 slide [or you can create another set as above]. This is ugly.

    2. created the TOC as above. selected the TOC and converted the field to plain text (CTRL+SHIFT+F9). Selected this and sent to ppt. I got 2 sets of slides (working in Offc 97). One as above (with all headings even higher than 3; don't understand this at all) but one with only 3 levels of headings. (Maybe if I copied and pasted this to a new word doc first and did the send-to ppt from there, I wouldn't get the first set.) Deleted the first set. From here, you can either duplicate the second set, proceeding as above, or just iterate on the theme with TOC and send-to ppt.

    Hope this helps. Better yet, Jefferson's solution must be better.

    Fred

  5. #5
    BAM
    Guest

    Re: Sending an Outline to PPT (Word 2000)

    If I follow what you want, this can be done with a couple of Word files.

    First use SaveAs and save a copy of your Word document. In the copy, Find/Replace All Heading 3 Styles with any other style. Heading Styles would be the exception of course. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    To Replace Styles, use <Ctrl H> and then click the "More". You'll find Styles under the Format command button. Once this is complete Save the file.

    - In PowerPoint, Insert/Slides from Outline for the file you just created
    - Switch to either Outline or Slide Sorter View, and select all slides <Ctrl A>
    - Locate "Summary Slide" command on the Toolbar. This will create a slide for all Heading 1 text
    - Insert/Slides from Outline and insert your original file

    I hope this is what you were looking for! <img src=/S/smile.gif border=0 alt=smile width=15 height=15>
    ~~~~~~~~~~~~~~~~~~
    Cheers!

  6. #6
    5 Star Lounger
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    Re: Sending an Outline to PPT (Word 2000)

    Bingo! My thought's exactly. <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>
    Karen

  7. #7
    Super Moderator jscher2000's Avatar
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    Re: Sending an Outline to PPT (Word 2000)

    > but when I clicked on attachment on his email, it brought up his document in IE

    For future reference, you can turn off this behavior in the File Types dialog or in the Registry, as described in <A target="_blank" HREF=http://support.microsoft.com/support/kb/articles/q162/0/59.asp>MSKB Q162059</A> and illustrated below (Win98):
    Attached Images Attached Images

  8. #8
    dgziegler
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    Re: Sending an Outline to PPT (Word 2000)

    Thanks to you and others who have been most helpful.

    Sorry to take so long in replying, but I've had an unexpected editing job come over the transom (I'm a technical writer and editor), so the Word to PPT project is on the back burner for a while.

    I did find, in Ed Bott and Woody's Spec Ed Using Office 2000, a clear statement that using level 1 headings will result in titles of new slides, and level 2 headings become second-level bullet points. Following that advice was beneficial to a point, but, as soon as I can, I'll have to get back to the suggestions you and others have made.

    Thanks again.

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