Working with Sides and Notes to Build a Facilitator Guide
LeaderGuide Pro transforms how you work with PowerPoint. Import slides, slide notes, even the text on the slides. Create PowerPoint sides from within your leader guide. Replace imported slides after changes are made to your PowerPoint file.
If you plan to use a PowerPoint files as the basis from which to build out a facilitator guide or participant guide...
Open the PowerPoint file you want to use before you start your guidebook. With LeaderGuide Pro you will have options to import your slide images, your slide notes, and even copy the text on your slides and place it into your guidebook so that you can work with it in Word.
If you are also george! any TOC labels you add to your slide file will be picked up by LeaderGuide Pro and your imported slides and notes will be placed into modules and lessons accordingly.
Learn more in the TOC Markers Tutorial.
The same and more holds true for the Script PPT function in Zapps Pro The Collection.
Learn more in the Script PPT Tutorial.
As you start your new guidebook, say "Yes" to the question "Are you ready to add images now?" Then, mindfully move through the series of four dialog boxes you will be presented with to set your import preferences. All four dialog boxes are described and shown farther down this page.
Of course, you can add PowerPoint at any time by clicking on Special on the LGPro ribbon and selecting the option to ADD under the PowerPoint heading.
Dialog boxes include embedded videos and written instructions. Take the time to acquaint yourself with the options and features offered.
Once you start the slide import take you hand off your mouse and do not do anything else on your computer until the import is complete. Importing is pretty fast, but the time it takes is impacted by:
- How long it's been since you last turned off your computer.
- How many other applications are running on your computer.
- The size of your PowerPoint file.
- How much you are adding: just the slides, or slides and notes, the slide text, additional content blocks.
You will see your screen jump and flash as the import takes place, this is normal. You will also see the progress of what LGPro is doing in blue text above the LGPro logo in the import dialog box.
Once the import is complete you will see a message telling you that. Click OK.
You will be on your cover page. You can use the LGPro "Go To" function to "Go to Next Projection". This will take you to your first imported slide.
Working with PowerPoint or Keynote Style Images
This Special function makes it possible to interact with PowerPoint from Word to:
- Add, Replace and Create slides
- Transfer Notes to PPT
- Update TOC Outline tags.
The Keynote functionality is limited to Adding and Replacing Keynote slide images.
To Add Slides
- Open the PowerPoint file you want to import and minimize it.
- In your LGPro document in Word, click on Special on the LGPro ribbon and use the drop down menu to click on ADD under the PowerPoint or Keynote heading.
- Move through the 4 dialog boxes presented to complete this task.
Best Practice: Open the PowerPoint or Keynote file you want to Add before you start this process, to ensure you import the correct file. Conversely, if you have a lot of slide files open consider closing the ones you do not need, to eliminate confusion.
Click on Add and make your selections in the Add Images dialog box.
- Select the type of file you are importing.
- Select the column you would like the images placed in. They will all go into the same column.
- Select the Column where you would like the PowerPoint notes placed. A selection must be set for this option even if your slide file does not have notes or you do not plan to import the notes.
- Click OK.
Select the PowerPoint file you want to import and click OK.
- If your PowerPoint file is open it will be showing in the white box.
- If you have multiple PowerPoint files open, they will also be showing.
- Click on the one you want to use.
- If the file you need is not open, click Cancel.
- LGPro will default to your LGPro Local Library folder, which has a subfolder for PowerPoint files. If your file is elsewhere, navigate to it.
- When you find the file you need click once on the file name to select it; do not open it.
Completing this dialog is not required. It provides the option to add Module and Lesson name tags to the slides that signal the start of each module and lesson. This results in the Module and Lesson names being added to your file as the slides are imported, with the slides sorted into the modules and lessons as specified, and the Table of Contents set up.
- Use this dialog box to enter or edit Module and Lesson names
- For brief written instructions use the steps described in TO ADD PPT TOC OUTLINE TAGS at the bottom of this page.
- Click Update if you have made changes in this dialog.
- Otherwise click Close to proceed to the last step of the ADD process.
For a walk-through of how to work in this dialog box watch this video. It is also embedded in the dialog box. And it can be accessed from the Help button on the LGPro ribbon by clicking on "Import Pictures and Slides Part 3"
This dialog box populates with the file path to the slide file you are importing and fills with recommend settings. Review and adjust the settings.
Quality is about the printed image quality. Based on where you are placing the slide, LGPro picks the recommended PPI setting.
Format also impacts the printed image quality, and again LGPro picks a recommended setting. The built in instructions provide detail about the PPI and Format settings.
ADDING FIRST TIME
Adding First Time will be checked by default. Change this to Append if you already have content in your guidebook and are adding slides after the exiting content.
Transfer is about what will be imported.
- "Both" is checked by default. Both will bring in the slides and the slide notes. Select your preference.
- "Format" will attempt to maintain the formatting associated with the slide notes. PowerPoint styles are different than Word styles so the formatting will not come over exactly the same.
- To ensures style consistency we recommend that you leave leave Format unchecked. This will allow the notes to come in as LGP Text, which you can then work with easily.
"Add" will be checked by default. If you were running the Replace function then Replace would be checked.
If you do not want to import all of your slides click Selective.
- The Selective box will light up.
- Type in the numbers of the slides you want to import. Separate individual slide numbers by comas; indicate a sequence by separating the start and end numbers with a dash.
- Note that the LGPro slide blocks number automatically, starting at "1". This means the slide numbering in your LGPro document will not match the slide numbering in your PowerPoint file. To make updating easier to manage you may want to consider creating an "import" version of your PowerPoint file that will match your LGPro file.
Check "Extract Text" if the slides have a lot of text on them and you would like to add the text into your LGPro document so that you can built it out.
- LGPro will copy what it can off of the slides
- The slide text will be placed into an Empty Block below your slide block, and below the slide notes block if they are also being imported.
Opens a form that shows all of the LGP Content Blocks.
- Check the ones you want to add and click OK to exit the form.
- The blocks will be added in the order listed on the form, placed below each imported slide, and below the slide notes and the extracted slide content if those elements are being imported.
- For every slide in your file a block of the selected type(s) will be added.
Once everything is set to your specifications, click OK.
After you click OK take your hand off your mouse and wait for the import to complete.
To Replace Slides
Replace is a one for one process. It replaces whatever is currently in your slide blocks with the slide images you bring in during the Replace. If you have added text into your slide blocks the text will be replaced. If the text is important, move it into its own block.
Replace moves you through the same 4-step process as ADD.
An extra question you will be asked is which column the slides to be replaced are in, so make sure you know the answer to this before you begin.
Before you Replace
Check the number of slides in your LGPro file and compare it to the number of slides in your PPT file. To check the number of slides in your LGPro file:
- Click Update All Fields on the LGPro ribbon.
- Go to the end of your file, or the place where your last slide is located.
- Compare the last LGPro slide number to the number of slides in your PPT file.
SAME. If the number of slide images in your facilitator or participant guide is the same as the number of slides in your PowerPoint file, your job is easy... Unless slides have been moved around, in which case you will need to compare the files side by side and make the necessary adjustments in your LGPro file.
MORE. If your PPT file has more slides than your LGPro file, go into your guidebook and add slide blocks as placeholders for the new slides. Put them where they belong within the context of your training program and then click Update All Fields. The number of slides in your LGPro file should now match the number of slides in your PPT file.
LESS. If your PPT file has less slides than your LGPro file, go into your guidebook and remove the slide blocks for the slides that have been removed from your PPT file. Then click Update All Fields. The number of slides in your LGPro file should now match the number of slides in your PPT file.
- Open the PowerPoint file you intent to use and minimize it.
- In your LGPro document in Word, click on Special on the LGPro ribbon and use the drop down menu to click on REPLACE under the PowerPoint or Keynote heading.
- Move through the 4 dialog boxes presented to complete this task.
To Create from Text
This function allows you to add slide blocks and script your slides as you build your facilitator guide. After you have added all of your slide blocks LGPro will send them to PowerPoint where you can add images and a slide design template. Then, use the LGPro Special Replace function to replace the text in your slide blocks with images of your slides from PowerPoint.
Create from text
- Add a slide block from the ribbon.
- Type in the slide title and the text you would like on the slide.
- Do not add images.
- Do make a note on the slide of any images you are thinking of, as a reminder for yourself once you send the slides to PowerPoint.
- Once all your slide blocks are ready, Update All Fields and then click on "Create from text" on the Special drop down menu.
- PowerPoint will open and your slides will be dropped into a plain PowerPoint template.
- Add your slide template design and images.
- SAVE your new PowerPoint file.
- Use Special > Replace to bring your finished slides into your LGPro document. The text in your slide blocks will be replaced with your slide images.
To Transfer Notes to PowerPoint
This function sends the text in your LGPro Speaker Notes blocks into the Notes area of your PowerPoint file, allowing you to work in Word to write and format the notes associated with a given PowerPoint slide. Transferring the notes to PowerPoint allows you to use them in other projects.
Like Replace, Transfer is a one for one process. This function will overwrite any exiting notes in your PPT file with the notes you are transferring in to update your PPT file.
Best Practice: Open the PowerPoint file you intend to transfer notes into before you run the Transfer. Make sure it is the correct file and that there are no critical notes in the PPT file notes areas because they will be overwritten.
If you are using the Mac version of PowerPoint 2011
The text notes brought over from Word do not maintain all of their formatting characteristics when displayed from PowerPoint. Character attributes such as bold, italic, etc. are maintained but paragraph formatting and style naming do not. Thus what does not get displayed properly in the PowerPoint slide notes area or in the Notes View of PowerPoint are things like hanging indents, tabs, and paragraph spacing such as points before or after. This impacts bulleted text in particular. The bullet symbol displays properly but not the indenting. The formatting characteristics are there, you can view them, but PowerPoint 2011 ignores them when displayed via PowerPoint.
To Update PPT Tags
This function allows you to update the TOC labels associated with your PowerPoint file.
- Open and minimize the PowerPoint file you want to update.
- In your LGPro document, click Update PPT Tags on the Special drop down menu.
- Select your open PowerPoint file.
- Use the Modify Topic Outline dialog box to make your changes. If the PPT file already had TOC tags you will see them. Otherwise, add them. Follow the guidance below.
- Click Update.
- Your PowerPoint file TOC Outline tags will be updated.
This function assumes you know which slides start your modules and lessons.
Tip: Before you start this process print out your Table of Contents and note the slide numbers next to the Module and Lesson names.
To Change existing PPT tags
- Highlight the one you want to change in the list.
- The selected module or lesson name will populate "The label is" box.
- Edit the name.
- Click Replace Selected Module or Lesson.
- You will see your change in the list.
- Repeat until done.
- Click Update.
- That's it!
TO ADD PPT TOC Outline TAGS
Do this is a logical order. Remember that every slide that starts a new module also starts a new lesson.
- Type in a slide number.
- Type in a Module or Lesson name.
- Click on Add as Module or Lesson.
- The module or lesson name will populate Outline Viewer box.
- Repeat until done.
- Click Update.
- That's it!