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PowerPoint makeover: Import Mishaps

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in The Office Tech Pro

Last week you learned about the best way to compose a PowerPoint presentation. I promised that we would troubleshoot a few of the common mishaps with that method. The first, and perhaps most frustrating one is the “one bullet point per slide” mishap.

This usually occurs when outline numbering is added manually, rather than by using the outline numbered or multilevel list options in Word. Rather than type the Roman numerals, tabs and capital letters, use the outline numbering function in Word 2003 or the Multilevel list button in 2007.

This insures that the heading styles needed by PowerPoint, which will be translated into slide topics and bullet points will be correct. Using any other bulleted style may yield unpredictable results. To fix the problem once it occurs, open your outline again in Word. Then:

Delete all previous numbering (I.’s as well as A.’s).
2.    Delete any added blank lines, tabs or spaces.
3.    Select all text and clear all formats. (On 2003: Edit – Clear – Formats. On 2007: Home Tab, Font Group, Clear Formatting button, above Font Color button)
4.    Reformat your list as an outline or multilevel list using the correct functions.
5.    Tab what you would like to see as the bullets for each slide.

Sticking to a strict outline/multilevel list format will guarantee that your slides will be laid out correctly. There is no need to do any additional formatting or layout work in Word, except to identify the presentation title as Title style.

Stay tuned next week for applying designs and slide layouts to achieve the finished product.

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