How to use george!
Use Create to build branded, formatted Word documents from your PowerPoint files.
To Create a george!
Word Document from PowerPoint
Open your PowerPoint file in Normal view with slide 1 showing.
Click Create on the george! ribbon.
The TOC Outline Markers dialog box will appear in the middle of your screen.
Review and edit your TOC markers if needed. Or add them now, using this dialog box.
Click the Save Changes icon in the TOC dialog and then and click the X in the top right corner to close the TOC dialog box.
Use the Create a New Document task pane that will be open on the right side of your screen to set up your document. Click
Continue in the lower right corner of the task pane.
You will see a progress bar as george! starts to build your Word document.
Save your new document when prompted. You must save the file. george! defaults to the george! folder that was added to the Documents area of your computer when george! was installed. Save there or navigate to any other location you prefer.
After you Save you will see the Finishing Up progress bar.
Click OK when you see a message letting know your new document is ready.
Word will be open and your new george! document will be showing, or in the tray along the bottom of your screen.
The first thing you will see when you click on the Create button is the Add TOC Markers dialog box. If you haven't added your Table of Contents markers yet, use this dialog to do so now.
If you have already set your TOC markers, make any adjustments that might be needed, click on the Save Changes icon in the dialog box, and then close the dialog box by clicking on the X in the top right corner. For more guidance on how to work in the TOC Markers dialog box see the TOC Markers tutorial.
SET UP YOUR NEW DOCUMENT
Create a new document Task Pane
Look along the right-hand side of your screen for the Create a New Document task pane. Use this to set the specifications for the Word document george! will create for you. Click the Question Marks to bring up relevant help while using this form.
Cover Page Title & Subtitle
These two areas will populate with the title and subtitle from your title slide if you have one. Edit the title and subtitle by typing in the white boxes. This will not change your title slide. This is only about what will appear on the cover page of the document george! is about to create for you.
Select the page orientation you prefer. For documents that will be viewed online, the Landscape layout is nice, because the pages nicely fit horizontal screens.
If you have added TOC Markers, "George's TOC outline" will be checked. The Adjust button will open the Add Markers dialog box so that you can make changes to the TOC Markers.
Topic and Subtopic Markers are Expected
If you don't add them george! will add the first new topic and subtopic markers as the Word file is created, simply naming them "New Topic" and "New Subtopic".
Topic Markers are needed because george! is building a formatted Word document that has three sections and the topic markers are used to format the document.
Section 1 contains the Cover Page and Inside Cover Page.
Section 2 contains the Table of Contents.
Section 3 contains the main body of the document. This is where the images of your slides, your slide notes and capture space are placed.
The Topic Markers allow george! to properly format the Heading 1 and Heading 2 styles that dress up and organize the pages and feed the Table of Contents.
Choose Layout Options
The settings you choose here determine how the slide images, notes, and optional writing space are inserted into the document george! creates.
The Default is to print 1-Slide per Page with the Slide Notes and Writing Space inserted below the slide image. This layout will apply to all of the slides in the PowerPoint file.
The Default layout is easily changed. Whichever page layout is chosen, it will apply to all of the slides in your PowerPoint file. But, you can add as many different layouts as needed for selected slides in your PowerPoint file using the Selective Slides Layout option.
To change the Default layout
- Choose a new layout using the Layout selector tool.
- Scroll vertically through the 18 page layout alternatives.
- If you scroll horizontally you will see the image Code Id george! uses for each specific page layout.
- Click on the layout you want to use. It will turn blue to indicate selection.
- Click the Change button to apply your new layout. This layout will apply to all of the slides in your PowerPoint file.
- To change the page layout for certain slides within your file, use the Selective Slides Layout option.
- You can add as many selective layouts as needed.
Selective Slides Layout
To change how specific slides layout in the final document, click Selective Slides Layout and three controls enable to allow you to…
- Type in the numbers of the slides you want to layout differently.
- Select a layout and Add it to the chosen slides.
- Remove the layout from the chosen slides.
About the box where you will enter the slides numbers
- Enter the numeric slide numbers.
- Use commas to separate individual slides. Use dashes to indicate a series of slides.
- For example: 6, 9, 15-20. This would result in slide 6, slide 9 and slides 15 through 20 being assigned to the same chosen different page layout.
- If you wanted slides 6 and 9 to have one layout and slides 15 - 20 to have another layout you would do the Selective Layout process twice; once to select and set the layout for slides 6 and 9; and once to set the layout for slides 15 - 20.
About the ADD button
- First, scroll through the 18 layouts with the Layout Selector Tool to find a desired layout for the slide numbers you have entered.
- Click on the layout you would like to use to select it.
- Click Add to apply the layout to your selected slides.
About the REMOVE button
First, look down in the bottom of the task pane.
- In the box labeled “Your print instructions for George” locate and highlight the reference to the selected slide numbers whose layout you want to remove.
- Then go back up to the Remove button and click Remove. This only removes the selective page layout treatment, it does not remove the slides
Choose What to Include in your New Document
By default george! will place small icons in the first column of the documents you create, to indicate Slide, Notes, and Capture space. The Icons are used to dress up the page.
An example is provided in the image; click on the image to see a larger view.
george! provides the option to hide the icons to prevent them from printing.
Hiding the icons leaves column 1 blank when the document is printed, viewed in Print Preview mode, viewed with Word's Paragraph Marks turned off, or when converted to a PDF. In fact, the icons are still on the page because they are simply converted to non-printing characters to hide them.
To hide one or all of the icons click the box next to the icons you wish to hide. Clicking Hide will hide all icons of the type selected.
If you have chosen one or more document page layouts that include slide notes then by default george! will transfer all notes associated with every slide that has notes.
To use the NEW options to extract only Presenter Notes or only Participant notes:
- First use the Script PPT function in Zapps Pro The Collection to mark your slide notes for the intended audience.
- Use your marked PowerPoint file with george!
- george! will recognize the Zapps Pro markers and honor your selection to include notes are for Presenter only or Participant only.
Choose your Image Quality and Format
The image quality choices are about controlling the PPI (Pixels Per Inch) setting of the images in the document.
96 PPI is fine for online viewing and draft prints but usually not final production printing.
150 PPI is the minimum acceptable level for printing.
220 PPI is the recommended level for printing.
300 PPI might be useful in very special circumstances with high resolution photographic level printing or if custom paper sizes that reach Word's maximum of 22 in. (55.88 cm) are being used and the image needs to fill the 22" wide page.
In performing the Create function george! creates picture files of the items being extracted and then inserts these files into a Word document.
As with the PPI setting, the format type of the extracted picture file is also important for quality of the final inserted image.
A JPG format is best for photographs and provides the most compression so the file size will be the smallest. In terms of image sharpness, the JPG format does not do as well with text and line drawings.
PNG is a great choice for line drawings and text objects though its file size will be much larger than a JPG format.
TIFF is the best all-around format for text, line drawings and photographs. Like the PNG format though the TIFF format will produce a substantially larger file size.
Finally keep in mind... the image PPI setting and the file format you choose also impacts the time it takes to extract the slide images from PowerPoint and as noted above it impacts the extracted document’s ultimate file size.
Verify your Print Instructions
YOUR PRINT INSTRUCTIONS FOR GEORGE
Look down in the bottom of the task pane to see your print instructions for george!
- This information details all of the settings that you have chosen.
- The string of characters next to Default Layout is the layout id.
- Use the Layout Selector Tool to verify tat you have chosen to layout you prefer.
- To remove Selected Layouts from specific slides, highlight the selected slides and go back up in the task pane and click the Remove button.
When you are all done with selections from the task panel, scroll down to the bottom of it and choose the “Continue” button.
- Click Continue
- You will see progress bar
- You will be prompted to Save
- The progress bar will return as the document finishes setting up for you
- You will see a message letting you know that your document is ready to view
- Click OK ad your document will be open in Word
If you chose the “Close” the panel will close, all selections are ignored and a printed document will not be created.