Microsoft Office Tutorials and References
In Depth Information
Inserting New Slides from an Outline
Inserting New Slides from an Outline
All of the Microsoft Offi ce applications work well together, so it’s easy to move content
between them. For example, you can create an outline for a presentation in Microsoft Word
and then import it into PowerPoint. PowerPoint uses the heading styles that you assigned
in Word to decide which items are slide titles and which items are slide content. The top-
level headings (Heading 1) form the slide titles.
To try this out, open Word, switch to Outline view (View
Outline), and then type
a short outline of a presentation. Press Tab to demote, or Shift+Tab to promote, a selected
line. Then save your work, go back to PowerPoint, and follow these steps to import it:
1. On the Home tab, click the lower portion of the New Slide button to open its
2. Click Slides from Outline. The Insert Outline dialog box opens.
3. Select the file containing the outline text that you want to import.
4. Click Insert. PowerPoint imports the outline.
If there were already existing slides in the presentation, they remain untouched. (This
includes any blank slides, and so you might need to delete the blank slide at the beginning
of the presentation after importing.) All of the Heading 1 lines from the outline become
separate slide titles, and all of the subordinate headings become bullet points in the slides.
Tips for Better Outline Importing
Although PowerPoint can import any text from any Word document, you may not always get
the results that you want or expect. For example, you may have a document that consists
of a series of paragraphs with no heading styles applied. When you import this document
into PowerPoint, it might look something like Figure 3.4.
Figure 3.4 is a prime example of what happens if you don’t prepare a document before you
import it into PowerPoint. PowerPoint makes each paragraph its own slide and puts all of
the text for each one in the title placeholder. It can’t tell which ones are actual headings
and which ones aren’t because there are no heading styles in use. The paragraphs are too
long to fi t on slides, and so they overrun their placeholders. Extra blank lines are inter-
preted as blank slides. Quite a train wreck, isn’t it? Figure 3.4 also illustrates an impor-
tant point to remember: Regular paragraph text does not work very well in PowerPoint.
PowerPoint text is all about short, snappy bulleted lists and headings. The better that you
prepare the outline before importing it, the less cleanup you will need to do after import-
ing. Here are some tips:
Apply heading styles to the text that you want to import. Paragraphs formatted
using non-heading styles in Word do not import into PowerPoint unless you use no
heading styles at all in the document (as in Figure 3.4).
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