Creating an Outline View within Powerpoint

[Chris]

I am trying to create an outline view within Powerpoint similar to the format
in word. Meaning I would like the option to expand or collapse information
from a given title. I can do this in word but it does not allow the option to
change the backround color. Any ideas?

 

[Lucy Thomson]

Hi Chris

I don't think PowerPoint can do this natively - not without some really
nasty/complex entrance/exit & motion animations on *lots* of text boxes that
IMO would be more trouble than it was worth. However, there are two ways I
might tackle this: use hyperlinks from the list of titles to slides
containing the extra info or use Excel.

If you let us know a little more detail - what are you trying to achieve? Is
it for a live audience presentation or something else? What version do you
use? - then I'm sure we can come up with something.

Lucy

 

[Chris]

This is actaully for a presentation for my boss, and the issue with the
hyperlink to other slides is I already have the titles hyperlinked to a
certain website. What I am doing is providing local knowledge for some of the
restaurants, attractions, and hotels for clients that plan to visit our area.
The Outline I made includes a hyperlink to the website the place is
associated with and I can expand/collapse a brief description of the place.
What I would also like to do is add color to the backround to match the color
of our business unit. Unfortunately, I can do everything else listed above
within word Outline View but I cannot add a backround color, which is why I
thought of turning to powerpoint.

 

[Lucy Thomson]

Thanks for the explanation

So, I think we can do this in 2 ways: a slightly different approach in
PowerPoint or use Excel. Ooooo, wait a minute. How about using the document
map in Word? Turn it on through your view menu/tab.

If document map won't work for you, post back and I'll go into more detail
about using PowerPoint/Excel. Please include your version of Office to save
me typing "in 2003 do x, in 2007 do y"

Lucy

--
Lucy Thomson
PowerPoint MVP
MOS Master Instructor
www.aneasiertomorrow.com.au

 

[Chris]

It doesnt look like Document Map does what I need it to. Though it provides a
menu to expand and collapse it brings to to the side, almost like a Table of
Contents. I am also using Microsoft 2003 at work but 2007 at home. But
continue to give me support 2003 to keep confusion to a minimum. Though I may
try some of the examples you give me at home because I wont be in the office
again until the weekend lol. I also have an example of the format I am using
in word.

+ HOTELS
+ Hyatt Regency
- features
- features
- features

I know that we can import the outline view into Powerpoint but I will no
longer be able to collase/expand the features.

 

[Lucy Thomson]

Right. 3 levels. Let me have a think and I'll be back soon

Lucy

--
Lucy Thomson
PowerPoint MVP
MOS Master Instructor
www.aneasiertomorrow.com.au

 

[Lucy Thomson]

OK. I'm going to run with Excel & subtotals. This could get a bit harem
scarem but stick with it and I'm sure we'll get there

Step 1: set up your spreadsheet
1. Create 3 columns called 'Category', 'Name' and 'Features' - be sure to
format these differently than the rest of the cells e.g. larger font. Trust
me, it will stop Excel whinging on later.
2. Add your info to the rows - all columns 3 must be used. So row 2 = Hotel
: Hyatt Regency : Feature 1 and row 3 = Hotel : Hyatt Regency : Feature 2
etc. Autofill should make filling columns 1 and 2 a quick job.
3. Ensure data is sorted by 'Category' and then 'Name' (which will probably
happen by default as you fill in your info)

Step 1.5: set background colour
1. Make sure your corporate colour is available in the workbook by adding it
to Tools -> Options -> Colour -> select any box -> modify -> custom -> add
rgb values
2. Select all cells (ctrl+a) -> format -> cells -> patterns -> select your
colour

Step 2: subtotal twice
1. Click any cell in your data and Data -> Subtotal
2. Select 'Category' from the 'at each change in' drop down, 'Count' from
the 'use function' drop down and tick 'Features' in 'add subtotal to' box
3. Click OK - we know have our first level
4. With the selection still selected again go to Data -> Subtotal
5. Select 'Name' from the 'at each change in' drop down and untick 'replace
current subtotals'
6. Click OK. Now we're cooking with gas
7. Click the '2' in the outline pane thingo (if you can't see it go to
Tools -> Options -> View -> tick 'Outline symbols' in the 'Windows options'
group
8. Click the pluses and minuses to your heart's content

Step 3: get rid of 'Count' written everywhere
1. Go to Edit -> Replace (ctrl+h)
2. In 'Find what' type Count and leave 'Replace with' blank then click
'Replace all'

Step 4: make it look less like Excel (optional)
1. Select row below the last row of data -> ctrl+shift+down arrow -> ctrl+9
2. Select column to the right of last column of data -> ctrl+shift+right
arrow -> ctrl+0
3. Go to Tools -> Options -> View and untick all the stuff you don't need
(like headers, grid lines & scroll bars)

What do you think?

Lucy

--
Lucy Thomson
PowerPoint MVP
MOS Master Instructor
www.aneasiertomorrow.com.au

 

[Chris]

OK wow, Im good at Excel but even this may take me a little bit lol. I will
try this out and see what happens and get back to you soon.

 

[Chris]

Ok so I am about to try this out and I admit at first I didnt quite get your
vision but after reviewing these options further I can see your view. So here
goes

 

[Chris]

Lucy, I tried your Excel idea and it is working beautifully. Its somewhat of
a chore to get the exact color of my business unit but that is just a minor
adjustment. All the way down to making the document look like its from Excel.
This is absolutely perfect. Thank you again and you are a genious!

 

[Lucy Thomson]

Hi Chris

Glad to hear the solution will work for you

What's the problem with adding your colour? If you aren't sure of the rgb
value there is a great free tool that gives you the rgb value of anything
you point at on the screen: http://nattyware.com/pixie.html

Lucy

--
Lucy Thomson
PowerPoint MVP
MOS Master Instructor
www.aneasiertomorrow.com.au

 

[Chris]

The issue I had was getting it exact but after some work I ended up getting
it. Thank you again