How to Use Zapps Pro
Pro Media Controls: Script PPT
Use Script PPT to write the text elements of PowerPoint slides and notes within Word.
For existing PowerPoint files, use Script PPT to build out the notes. You can specify who the notes are for and even add instructional cues that will carry over into george! and LeaderGuide Pro documents created from your Script PPT documents.
To Start the Script PPT Process
- Click on Script PPT to open the Script PPT dialog box.
- Select the PPT Scripting Template option you require.
- Select the Slide Size you require if starting new from Word.
- Click Start.
The PPT Scripting Template Options
The Scripting Template provides three starting point options:
- Start New from Word
- Start New from PowerPoint
- Edit Existing
Start New from Word sets up a new scripting template and opens the Script PowerPoint task pane along the right side of your screen. You will be prompted to Save your new file, which we recommend. The purpose of this function is to create a new PowerPoint file. The template gives you the first slide block and its corresponding notes. Add the content. When done with the first slides use the task pane to add the next slide. When done use the task pane to create your new PowerPoint file. When you first start new from Word your screen will look like this:
Start New from PPT File allows you to navigate to a PowerPoint file you want to use and sets up a new scripting template in Word. It is populated with images of your slides and any existing slide notes. You will not be able to alter your slides in the scripting document; do that in PowerPoint. The purpose of this function is to build out your slide notes. For example, to storyboard or to lay in detailed scripting for a virtual classroom session.
Edit Existing Template allows you to navigate to one of your saved PPT Scripting documents that you want to edit. This function opens your scripting document and the Script PowerPoint task pane is also opened and placed on the right side of your screen. The purpose of this function is to edit and continue working in an existing Scripting document.
Remember to Save your work.
About the PPT Scripting Table
After you click Start a PowerPoint Scripting document opens in Word. The document contains a 3-row, 2-column table that provides the first slide block and the associated notes block for the first slide. You will work in the table blocks to script your slides and notes.
The first row of the table is a header row that repeats on each page as you build out your slide script file.
The second row is reserved for the specific slide you are scripting.
- Column 1 contains red text that you should not alter.
- Column 2 is where you enter a slide title and any text you want to appear on the slide.
The third row is used for the notes associated with this slide, which you will add in Column 2.
Important: The red text in the first column of the scripting table automatically displays the slide number that is associated with each block of script. Please do not alter the red text or type over the slide numbers. To update the slide numbers simply click on Refresh Slide # in the Script PowerPoint task pane. All slide and note numbers will refresh.
And as you add markers for Title Slide , New Topic, New Subtopic, and Time on Slide these markers will be added into Column 1 in red text. To remove or edit these markers use the marker buttons in the task pane. Do not manually alter the red text.
To Add a new slide to your script
Place your cursor at a logical insertion point, either in a note block or at an empty paragraph mark at the end of the document
Click the Add Slide button. A slide block row and a notes block row are added.
Do not delete the notes block row.
Every slide block in your script must have a notes block that follows it.
Even if you are not going to add notes, the notes block must be in the script. Just leave it empty.
To add a slide in between existing slides
Place your cursor anywhere in the note block for the slide that immediately precedes the one you want to insert
Click the Add Slide button.
Click the “Refresh Slide #” button to re-sequence the numbering.
The Script PowerPoint Task Pane
Use the Text Formatting buttons to format your slide and notes text.
To apply a style simply place your cursor in a line of text or at a paragraph mark ad click the text formatting type you require.
Except for the slide title, all other slide text will transfer onto the PowerPoint slides as bulleted text because that is way PowerPoint works - it expects all text on a slide to be a list, either bulleted or numbered.
To build a bulleted or numbered list use the Bullet or Number formatting buttons. Promote and Demote will change the list levels. Restart will start a new numbered list at 1.
To add a new slide click on Add Slide. This action will also add a slide notes block because every slide block must be followed by a slides note block, even if you don't intend to add notes for that particular slide. You must leave the slide notes block in place.
To add a slide in between two existing slides, place your cursor in the Notes block of the slide preceding the spot where you want to add and then click the Add Slide button.
To refresh the slide numbering click the Refresh Slide # button. Do not manually alter the slide numbers.
Your first slide is most likely your title slide. Click the Title Slide button to mark it as such. The marker will appear in column 1, below the slide number.
To add a marker for a New Topic or a New Subtopic
- Click the appropriate button.
- The markers will appear in column 1, below the slide number.
Best practice: After adding a New Topic marker add a New Subtopic marker to the same slide.
To remove a marker
- Place your cursor in the marker text.
- Click the appropriate marker button.
- The marker buttons work like toggle switches.
Slide Note Actions
If you are planning to use george! to produce handouts from your slide presentation, or LeaderGuide Pro to build facilitator guides and participant workbooks from your slides, you can add notes audience markers to separate your notes into groups based on who the notes are intended for. This will tell george! which notes to include in the handout.
In LeaderGuide Pro documents the markers will carry over with your slide notes making it easy for you to distribute the notes into the appropriate Content Blocks. As you are probably aware, PowerPoint does not natively support the ability to do this, so we have designed a method to provide this important feature.
To mark notes to indicate who the notes are for
- Click on the notes audience marker.
- Type the notes in between the the Start and End markers.
- Keep everything for the Presenter within the Presenter markers. Do the same for Participant notes and Producer notes.
- You can use more than one notes audience marker type within the same slide notes area.
If the notes already exist
- Select the paragraph(s) you want to mark
- Click the appropriate notes audience marker button.
- The marker tags will automatically be inserted.
The Producer only notes will automatically be placed into column 3 of a virtual classroom facilitator guide created with the new LeaderGuide Pro version 12 software, which will be available later this Spring 2016.
Time on Slide
The time information is designed to work exclusively with LeaderGuide Pro version 12, when creating virtual classroom facilitator guides. The Time on Slide will appear below the imported slide image. Time on Slide will not transfer into your george! documents.
To add the time the presenter is spend on any given slide
- Place your cursor in the notes block of the slide.
- Type the time, in minutes, into the white box below Time on Slide in the task pane.
- Click on the Clock icon.
- The time will be added into Column 1 of the Notes block.
To edit the time on slide
- Place your cursor in the Notes block
- Click the Clock icon in the task pane to remove the time
- Enter a new time into the white box i the task pane
- Click the Clock icon to add the new time.
For virtual classrooms and webinars there are nine special Instructional Cues for use in the notes area of your scripting document.
To add an Instructional Cue
- Click on the icon in the task pane that represents the action you require.
- A formatted directive will be added to the notes block
- Place your cursor in the gray text prompt and type or paste in the instructional cue content.
Note that this function does not add icons. It adds formatted text with the selected directive, as illustrated in the example.
Prior to sending your final script to PowerPoint we suggest you click the Validate button on the task pane. This will scan your script and look for the following issues, which you will need to fix before continuing. Each issue is described below.
TABLE CANNOT BE SPLIT
The scripting document can only contain one continuous table of slide and note rows. You cannot break the table rows apart and insert something.
INVALID TABLE FORMAT
You cannot add or delete columns in the table. The software expects a single two column table.
SLIDE NUMBER MISSING
The automatic slide numbering field in column one is missing. You must not type over this field. If you did, you will have to recreate the entire block.
NOTES NUMBER MISSING
The automatic notes numbering field in column one is missing. You must not type over this field. If you did, you will have to recreate the entire block.
TOTAL SLIDE AND NOTE ROWS DO NOT MATCH
All slide block rows must have a corresponding note block row.
START MARKER MISSING OR CORRUPTED
There is a special “End” notes tag (Presenter Only, Participant Only, etc.) for the content but the “Start” marker is missing or wrongly formatted.
END MARKER MISSING OR CORRUPTED
There is a special “Start” notes tag (Presenter Only, Participant Only, etc.) for the content but the “End” marker is missing or wrongly formatted.
If you are updating the notes on an existing slide presentation the following error might be reported by the Validate function:
The number of slides in the PowerPoint file do not match the number of slide blocks in your scripting document – before proceeding, you will need to reconcile the differences and correct the problem by adding, removing, and rearranging slides in the PowerPoint file.
The Final Actions are either to Create a new PowerPoint file from your scripting document or to Update the slide notes in an existing PowerPoint file. Select the action you need and click Go. The PowerPoint icon will be flashing in the tray along the bottom of your computer screen. Click on it to open your PowerPoint file.
This function starts a new PowerPoint file and creates each slide from the Slide Block and Note Block script that you have built.
- The content of the slide that is created comes from the text of the slide block script.
- If you have included non-text items in that script block, for instance shapes and images, they are ignored.
- The formatted text from the notes block script is transferred to the new slide’s notes page.
- When the transfer is complete a message appears on the task pane. You then can Save close the scripting document.
- Your new PowerPoint file will be open and ready for you to add your theme design and graphics. Remember to Save your work.
This function only works with existing PowerPoint files that you have imported into a script document using the Script PPT function. In this case your script includes a picture image of the actual slide and the formatted notes that you have updated.
Only the slide notes are altered during this updating process.
- The function does not change existing slide content, nor will it:
- add or change any topic or subtopic tags that currently exist on the slides, or
- add or insert any new slides into the existing PowerPoint file.
This function only performs a one-for-one full replacement of the slide notes.
About Script PPT
Zapps Pro converts your content into one of two slide layouts, Title Slide or Bulleted Text Slide. You can change to other slide layouts once the PowerPoint slides have been created. Usually your first slide is the Title Slide.
When scripting the text that will appear on a slide we recommend that you begin with the slide’s title. Use the Title Text button to mark the title. Title Text should only be used to indicate the slide’s title because when doing the conversion to PowerPoint Zapps Pro looks for Title Text and inserts it into the Slide Title Placeholder on the PowerPoint slide.
All other Slide content
Use either the Bullet or Number text formatting buttons for all other content on your slides.
To build a multilevel list on the slide, use the Promote and Demote buttons to move the bulleted or numbered items to the correct outline level in the list.
You can use the Body Text button but this will be converted to a Bulleted list when doing the conversion to PowerPoint. After the slides are created in PowerPoint you can of course alter the formatting for any of the text as needed.
When scripting a “Title Slide”
Your text marked with Title Text will become the title for the slide and all other text in your script for that slide will become the subtitle when doing the conversion to PowerPoint. We recommend that you mark your title slide’s subtitle as “Body Text.”
Mixing bullets and numbers
Mixing bullets and numbers in the same list is not supported. If you include numbers in any list, the entire list is converted to a numbered list when transferred to PowerPoint. Of course as mentioned before, once all of your script is transferred to PowerPoint you can reformat any of the content by using PowerPoint’s text editing features.
PowerPoint and Word do not share formatting styles. When scripting the notes for each slide, we recommend simply using the Text Formatting buttons on the PowerPoint Scripting task pane. While you can enhance the text using any of Word’s text formatting controls such as Bold, Italic, etc. once the notes are transferred to PowerPoint the formatting will not be absolutely the same. So wait to do any special formatting enhancements until after your PowerPoint slides are created.
If you are also using george! for PowerPoint or LeaderGuide Pro
The Script PPT function provides special controls that will enhance your user experience when creating documents from your scripted PowerPoint slides.