TeamSlide’s analytics capabilities provide valuable insights into your slide management process. From measuring user adoption, examining common search terms, or determining your most used slides, our reporting feature creates transparency for your slide library. Use this feature to maximize the value TeamSlide creates and focus your PowerPoint content strategy.
3. In the top section, you can view a visual representation of TeamSlide usage. The Reports section will allow you to run reports based on specific parameters.
4. In the Reports section, click the drop-down menu to filter your report by either User activity, searches, or downloads.
5. Further filter your results by choosing a predefined ‘Time period’ or adding custom dates. Click ‘Download data’ to import your report.
Double click the download file to open it in Excel.
User activity report: In the TeamSlide user activity report, you’ll find each user’s name, email, number of downloads, searches, and logins. This report is useful to assure adoption. If users aren’t active in TeamSlide, they may need additional help getting set up.
Searches Report: In the TeamSlide searches report, you’ll find a list of users, user emails, dates and times of searches performed, terms searched, and total results. This report will help you understand slides, images, and videos your users are looking for. For example, you might find users often search for specific terms that receive few results, highlighting a gap in your content.
Downloads Report: In the TeamSlide downloads report, you’ll notice many more columns than in the other report types. This report details each username, email, time of download, object description (typically title), file name, slide number, search terms, and position in results. The downloads report will communicate which content is most relevant to your team.
If you have customized metadata fields, they can also be included in the downloads report. This, for example, gives you an understanding of the most used slides by each field.
Feel free to contact us if you have custom reporting needs.
For those with an on-premise implementation
of TeamSlide, slide library usage records are continuously added to
your SQL Server database. You can connect your favorite business intelligence
tool like Tableau or Microsoft’s PowerBI to build custom dashboards.
Taking a data-driven approach by using TeamSlide to measure your slide library analytics highlights opportunities to optimize your presentation management process.
TeamSlide, a PowerPoint slide manager, enables you to control access to your slide library. In this walk-through, you’ll learn how to add users, establish user groups, and configure library permissions in the TeamSlide portal. After logging in, you’ll notice the three tabs, ‘Users,’ ‘User Groups,’ and ‘Libraries’ grouped (see below). These are the tabs we will be working in. Note that you’ll need the appropriate global permissions to see these tabs.
Adding a User
1. Click the ‘User’ tab on the Main Menu panel.
2. Observe two tabs at the top where you can either ‘Manage existing users’ or ‘Add new user.’ Select ‘Add new user.’
3. Fill out the following fields:
Display name – Name displayed to other users.
Email – The email address you want to be tied to this TeamSlide account.
Login name – A unique ID used for logging in. We recommend using the email address for this.
There are optional checkbox options below ‘Login name.’ Ensure the ‘Send welcome message’ box is checked to send the user an email, enabling them to set their password and download the PowerPoint add-in.
Optional user settings:
Must change password: Forces users to reset their password on the next login. This is only used when you configure a password for the user.
Password never expires: When enabled, TeamSlide will never prompt you to change your password.
Send welcome message: Sends an email to a new user with installation instructions and a link to set their password. This is automatically selected when you add a new user. Unselect this option if you want to set a specific password for the user.
Technical account: An account that is typically not tied to a user and is often used for content replication.
Disable account: You can disable a user by enabling this setting.
Create library for new user: Creates a new library with read/write permissions only for this user.
Disable approval notifications: If checked, the user will not receive notifications about new content submissions or approval decisions.
Don’t update time zone: TeamSlide automatically updates your current time zone upon using the PowerPoint add-in. Check this box if you don’t want your time zone automatically updated.
Member of groups: Add a user to an available user group
4. Click ‘Save.’ View all users and edit current users under the ‘Manage existing users’ tab.
Creating a User Group
User groups help organize TeamSlide users, typically by role and the content they use. By organizing users into groups, you can quickly adjust permissions for many users at one time.
Under the Main Menu panel, click ‘User groups.’ Note two options at the top: ‘Manage existing groups’ and ‘Add new group.’
4. You can also search for a particular user that you’d like to add to the group within the search bar. You can always add users to groups at a later time.
5. Click ‘Save.’ You can view all existing groups under the ‘Manage existing groups’ tab.
Note: With single sign-on, you can automatically assign users to groups based on claims supplied by your authentication system (e.g., role, location)
Creating a Library
What are TeamSlide libraries? A library is a container for content (slides, images, videos) that primarily defines its access rights. Additionally, a library can be used in TeamSlide to filter search results and modify search relevancy.
Click the ‘Libraries’ tab on the Main Menu panel.
2. There are two tabs at the top where you can either ‘Manage existing libraries’ or ‘Add new library.’ Select ‘Add new library.’
3. Fill out the ‘Name.’ Other optional settings:
Display position: To order our libraries numerically, change the ‘Display position’ (e.g., 1,2,3) for each library. Pro Tip: keep a gap between numbers (e.g., 5, 10, 15) so that later you can easily add a new library between existing ones
Search relevance: To increase search relevance of a library, increase the value to be higher than zero. For example, you may want to do this for content that you know is “client-ready” and make libraries that are not “client-ready” less relevant.
Add read/write permissions for me: Here, you can give yourself permission for this library.
Adjusting Library Permissions
TeamSlide allows you to set permissions within libraries on a user or group level.
1. Click the ‘Libraries’ tab on the Main Menu panel.
2. You’ll notice two tabs at the top where you can either ‘Manage existing libraries’ or ‘Add new library.’ Select ‘Manage existing libraries’
3. Identify the library that you want to adjust and select ‘Edit permissions’
4. Within the permissions view of the specific library you selected, you’ll notice a few rows of users/groups. Each section of rows has permission options. Here, you can add or hide users.
A search bar at the bottom allows you to look up users or groups to add to the list.
5. After adding users and groups that you want to manage, adjust permissions for each.
None: Users/groups cannot see the library
Read: User/group can only view and download the library contents but cannot make changes.
Add/edit own: Users/groups can only add slides and edit the content they own (Only for content that is uploaded through PowerPoint or through Batch Upload. This does not apply when connected to a CMS which is a read-only interface.)
Add/edit all: Edit anyone’s content (Only for content that is uploaded through PowerPoint or Batch Upload. This does not apply when connected to a CMS. This does not work when connected to a CMS which is a read-only interface.)
Admin: Read/write access for all content, allow changes in permissions, take ownership of content, and access deleted content from the history.
Edit custom: Custom options allow you to adjust permissions on a more granular level and mix and match options.
6. To customize permissions further, click ‘Edit Custom.’ In the pop-up window, adjust the settings, then click ‘Ok.’
7. If you have some users with ‘Read’ access, consider checking ‘Enable submitting updates for approval.’ This setting allows those users to submit new and updated content for approval in the library selected. Only for content that is uploaded through PowerPoint or Batch Upload. When connected to a CMS, users can suggest updates through an email that TeamSlide facilitates.)
8. Click ‘Save changes.’
Have more questions? Please send us a message at firstname.lastname@example.org
In any industry, keeping slides up to date is essential. In financial services, it is especially critical to maintain SEC compliance, which can be tedious when you have multiple people creating presentations and working on PowerPoint decks. TeamSlide recognizes this compliance struggle and offers a solution: automated PowerPoint version control. Updating performance numbers and managing version control doesn’t have to be a headache.
PowerPoint automation: How TeamSlide solves version control concerns
We know how vital version control is, so we’ve made it easy for you. When you open a PowerPoint presentation, TeamSlide checks your slides against the slide repository for changes.
TeamSlide will automatically alert you if it finds that a newer version of the slide is available.
If your slide does need to be updated, simply choose from a handful of options.
Update: With a click, your slide will be updated to the latest version
Insert copy: If you’re skeptical over the changes made and want to compare slides, insert a copy
Remove TeamSlide link: Disassociates the slide with the library; you will no longer receive notifications about updates
Mark as updated: Let’s you skip the current version; you won’t get a notice until a newer version is available
TeamSlide will also alert you if you’ve edited a slide that is not updated to the latest version
You can then insert a copy and determine if any local edits you made need to be carried over. For example, if you add a client name to the slide, you will want to ensure the name is also added in the updated version.
We added a fantastic new feature to TeamSlide: videos. Now, in addition to PowerPoint slides and images, you can easily add videos to your presentation. While we typically call TeamSlide a slide management tool, we have extended our content to reach well beyond. With this new capability, you can search, preview, and insert a video from your CMS (e.g., SharePoint, Box, Google Drive) into your PowerPoint presentation with a click.
We love using videos in PowerPoint for these reasons:
Brings your story to life: storytelling doesn’t only have to utilize words and images. By using videos, you can break up the text and keep your audience’s attention.
Says more with fewer bullets: there is a limit to how much text is practical on slides. Videos help your audience quickly understand complex concepts and messages.
Evokes emotion: the best, most engaging presentations evoke emotion in the audience. Videos can establish the tone of your message, whether that be serious, inspirational, or comical.
Let’s dive in and see what our developers have rolled out:
Insert videos: preview and insert videos into your presentation… without leaving PowerPoint.
Search your CMS: seamlessly search videos in your content system (e.g. SharePoint, Box, Google Drive, Dropbox)
Here’s how to bring your videos (and images) into TeamSlide from your CMS:
When considering a purchase, buyers want to know how a product or
service is going to benefit them. Marketers
have been selling benefits on websites for years. However, your pitch decks and
other PowerPoint presentations can mirror these concepts of benefit selling.
Before you try benefit selling, take time to understand the difference between a feature vs. benefit to be able to differentiate them in your communications, and effectively captivate your audience. In this article, we will identify the differences between features and benefits and provide 3 actionable steps to make sure your slides are showcasing benefits.
Features vs. Benefits
Let’s explore the difference between features and benefits:
What is a feature? Features are generic elements that anyone can gain from a product/service. It is something that your product has or is, and eventually, are the details that attract prospects.
What is a benefit? A benefit is a personalized perk of using a product/service, usually applying to a subset of customers. They are the results that users will experience, and ultimately, persuade people to buy.
Examples of features vs. benefits
Let’s walk through a few website examples of benefits and features that translate to slides as well.
How to describe the features and benefits of a service
Zoom, a video conferencing and communications company, highlights a benefit that their customers highly value – security.
How to describe the features and benefits of a product:
Beautycounter, a safer beauty brand, emphasizes that their sunscreen will not only protect your skin but is also created with safer ingredients.
Apple’s AirPods market the benefits of how you’ll look and sound without having to worry about battery life.
3 actionable steps to make sure your slides are effectively showcasing benefits
1. Focus on the customer
The potential customer does not care about your product, only how the product will benefit them. By keeping your slides focused on the client’s needs and desires, you can effectively capture their attention.
2.Convert features to benefits by asking, “so what?”
Verify that you’ve presented benefits by asking yourself, “so what” or “what’s in it for them?”. Be sure to leave out benefits that aren’t relevant to your buyer. By creating quality benefits, you can then use features as “proof” of the claims. You can even turn features into quality benefits by simply asking yourself, “Which means?”.
3. Cut your adjectives and adverbs in half
Keep your slides simple and uncluttered by cutting your adjectives in half. Most of the time, adjectives and adverbs don’t contribute valuable information. Instead, they take up space and can clutter your message. By communicating only essential components of your product/service, you get your point across directly.
Although they are the largest words on a PowerPoint slide, slide titles are often overlooked. Learning how to title a PowerPoint slide is a critical skill to build impactful presentations that engage audiences. When worded and formatted properly, slide titles can help with storytelling and quickly convey your key message. Audiences want to clearly know what you’re trying to say. Use PowerPoint slide titles to make your message stand out and help them understand the value you bring. In this article, we detail 5 tips to help you create better slide titles.
Top 5 Tips to Create Better PowerPoint Slide Titles
#1: Use action titles to convey the key message of your slide
Most PowerPoint slide titles tend to describe the contents of the slide rather than the takeaway message. As a result, they do not engage the audience and fail to convey your message. Slide titles are most effective written as an action title, which spells out the ‘so what’ of the slide rather than a written description of the content.
Action title meaning
An action title is a slide title that’s worded to reflect the key takeaway or ‘so what’ of the slide. If written effectively, the audience should only need to read the action title, and not the rest of the slide, to understand the primary message.
By quickly conveying your message, you can create an engaging and creative PowerPoint presentation that your audience will
appreciate. Action titles are critical to creating slides that sell. Your
audience’s attention is highest when they are reading the first item of your
#2: Create a storyline for your presentation
Before you begin using PowerPoint, write out an outline for the story you’re telling. Setting up a story framework prior to creating slides will give your presentation more organization. One way to check if your PowerPoint slides have effective action titles is to stack your slide titles and see if they make a story. Is there a clear message here surrounding the story you are selling?
#3: Make sure title alignment is consistent
Make sure that all of your titles are aligned the same way slide-to-slide. You don’t want to distract the audience and reduce the professionalism of your PowerPoint presentation by having the title to “jump” when you change to the next slide. An easy way to do this for your whole presentation is to go into your slide master [link to our article on master slides] and format the title text boxes using placeholders.
#4: Keep text size the same
Maintaining a consistent font size can also help keep your PowerPoint presentation polished. Once you’ve captured the audience’s attention through storytelling with action titles, make sure the text size is the same from slide-to-slide in both the title and the body text. Manually change this or consider using the slide master again to format the presentation. The consistency of text sizes will add professionalism and uniformity to your presentation.
#5: Stay away from hanging words
Avoid having just one word on the second line of the title as it creates a visual interruption and draws unintended attention to the single word. You can add a manual break to force two or more words on the second line or add more words to the title. Additionally, consider giving your team examples of how to format titles that go on one line or two lines of text the correct way. This can also be easily formatted within the slide master view. When you create the slide master, make sure to format the title text size and color appropriately.
From health concerns to long commutes, there is an increasing number of reasons for employers to enable their staff to work from home. Working from home can be exciting. However, working from home can also be a little intimidating if you don’t have the right tools and processes to help create a successful and productive environment. If you are part of a team, you’ll most likely need more than just email to stay connected and on the same page with projects and deadlines. However, flying solo at home does take an adjustment. Social media and household chores can certainly be tempting distractions. By putting some boundaries around your day, you will easily be productive and efficient – without the commute!
At TeamSlide, we’ve had staff working remotely for five years. We understand the challenges you’re going to face but we also have a toolkit to share. There are many productivity solutions out there, so we have identified our favorite 9 to help you do your best work remotely.
9 Tools for Working From Home
Staying focused while you’re surrounded by things that need to be done around the house, your pets, and even kids can create a distracting environment. Find a place in your home that you can dedicate to getting your work done in. This could be a guest room, the kitchen table, or almost any desk you may have in your house. Clear it of possible distractions, like clutter, and get to work. Here are some tools you can utilize to help you stay concentrated:
MHaving some lyric-free background noise can help you stay focused while working from home but most importantly, it can lift your mood! Spotify has some great lyric-free playlists. Check them out here:
Freedom is an all-in-one distraction blocker. If you know that you may be more tempted to get distracted while working at home, whether it’s by social media, the news, or online games, you’ll want to have a tool in place to help you stay focused. Freedom allows you to block websites, apps or even the whole internet and you can sync these settings across all of your devices. Why Use Freedom?
Details: Freedom offers a FREE trial that includes 7 distraction-free blocking sessions. Their Premium plan is offered monthly for $7, yearly for $2.42/month (paid at once), or forever for a one-time rate of $64.50.
Since you’re now working in a completely different environment, one that’s typically centered around household needs and personal time, it’s important to have some time management solutions on hand so that you can stay focused. Luckily, there are numerous great time management and productivity tools available. We’ve narrowed down some of the best ones for you to take advantage of:
Toggl is a subscription-based time tracking software. With just a click of a button, you can easily start timing a task or project. The Toggl Desktop App reminds you when you’re not tracking, or it detects idle time, keeping you accountable. They have over 100 app integrations that put the Toggl button inside your favorite online apps in order to help you keep track of your time or you can opt to manually enter your time at the end of the day or week.
Details: They offer a free 30-day trial with full access to all of the features. They offer a starter plan for $9/month per user and a premium plan for $18/month per user, all billed yearly. Bonus: Toggl integrates with Todoist (read about this in the next section)
If you’re in need of the ultimate task manager that can organize it all, you’re in the right spot. This task list manager is especially helpful for creatives, developers, students, small businesses, and freelancers. Todoist creates tasks with due dates (even recurring due dates), organizes tasks into projects, delegates tasks, syncs to devices, and furthermore provides productivity visualizations. It even connects to Google calendar, Dropbox, and more.
Have you ever been overwhelmed by the emails bombarding your inbox? So you really only have time to respond to the urgent ones? Boomerang allows you to schedule emails to send at the perfect time, set up snooze messages, add a smart calendar assistant to schedule meetings, and get read receipts. Boomerang is available for Gmail, Outlook, and Mobile.
Details: They offer a free 14-day trial of Boomerang Professional. They do have a FREE basic plan with limited access to features as well as a few other plans ranging from $5/month to $15/month.
If your whole team is working from home, you’ll undoubtedly need a communication or knowledge sharing tool. Communication solutions today have a vast array of helpful features such as messaging, video calling, file sharing and much more to help you stay connected. Here are some of the most helpful communication platforms:
This platform offers one organized place for projects, teams, and communication. Basecamp eliminates messy email chains that let attachments consequently fall through the cracks. It allows you to create “Projects” and within each project. You have a lot of features to get work done productively: Message boards, to-dos, schedules, documents, files, group chat, and auto check-in questions. A pretty neat feature is the ability to minimize interruptions by adjusting notification settings to only receive notifications during specific times of the day. That’s a great work-life balance feature! Basecamp also has dozens of app integrations, such as Toggl.
Details: You can try Basecamp for FREE with a 30-day trial. They offer 2 plans – Basecamp Personal and Business. The Personal plan is free but only allows for up to 3 projects to be created. The Business plan is $99 per month and includes unlimited users, projects and clients. Learn more
Asana helps you build projects, coordinate tasks, and hit deadlines with your team. It features a Gantt chart timeline, portfolios, workload, forms and automation. Asana helps you visualize your work using boards that are organized into stages, lists, timelines, and calendars. Even more, you are able to assign tasks and even group tasks into sections to match workflows. Asana also provides powerful reports to help you to understand what’s happening in your business. Many well known, large businesses take advantage of Asana.
Details: You can try Asana for free and then decide if you want to commit to the Basic (Free with limited functionality), Premium ($11/mo), Business ($25/mo) or Enterprise version. Learn More
One component of remote work that you may not have considered is background noise. Krisp removes the background noise going from you to other call participants and coming from the call participants to you, allowing everyone to have a productive call. Krisp uses the best innovative noise cancellation technology that adds an additional layer between your physical microphone and conferencing apps.
Details: Krisp offers four different plans. The FREE plan is great for professionals who occasionally work remotely. You can purchase the Pro plan for $5/month and Teams plan for $5/user/month. Krisp’s Enterprise plan is great for call centers and enterprises.
Microsoft Teams allows you to chat, have meetings, call and collaborate with your team. It’s a great solution for remote work that you can have on all of your devices. Even more, it’s an effective way to host a demo for your potential client as you can easily share your screen over a web conference.
Details:Teams has a FREE plan (limited functionality) and is $5/user/month with Office 365 Business Essentials, $12.50/user/month with Office 365 Business Premium, and $20/user/month with Office 365 E3.
Working remotely can propel you into increased productivity and efficiency but it can also hinder you if you aren’t prepared to be in a completely new environment. Using tools for time management, concentration, and communication are essential to your success remotely or at home. We hope you can take advantage of some these fantastic tools to boost your productivity when working remotely.
If you create presentation slides or even manage presentations for your company, you’ve likely wanted to find a slide or graphic in an old presentation that you or a colleague has created. Reusing slides versus creating new ones helps drive productivity, promotes knowledge sharing, and aligns communication across your team.
However, scanning through dozens of files in a variety of locations (e.g Box, email attachments, SharePoint) to finally find the slide you want to use only to copy-and-paste it into your new PowerPoint presentation is extremely frustrating. Depending on the number of presentations you have and how sharp your memory is (like you could remember the exact location of the Gantt chart you created 3 years ago), this process could waste a significant amount of time.
Thankfully, it’s no longer necessary to copy-and-paste slides from a previous presentation into the new one you’re working on. PowerPoint offers a “Reuse Slides” feature to appease this issue.
In this article, we will evaluate the pros and cons of PowerPoint’s Reuse Slides tool, show you how to use it, and highlight a few other Microsoft features.
Benefits of Reusing Slides in General
It’s no secret that it’s a waste of time and energy to duplicate efforts. There are a few benefits of reusing the PowerPoint slides that you’ve already created.
Don’t Waste Your Time – Work Smarter not Harder
Reusing slides that you already took the time to create is a no-brainer. Don’t duplicate efforts.
Align Communication Across Your Team
By using SharePoint and OneDrive you can make sure your whole team is able to access presentation slides and PowerPoint templates easily in one place. Sharing slides helps ensure your team is using a consistent voice when communicating internally and externally.
How to Use PowerPoint’s Reuse Slides Feature
In PowerPoint, open the presentation you want to work on.
2. Whatever slide you want to insert will be inserted after the slide that is selected. Click on the appropriate slide.
3. Under the ‘Home’ tab, click the ‘New Slide’ dropdown menu
4. At the very bottom of the menu, click ‘Reuse Slides’. A new pane will open on the right-hand side
5. PowerPoint offers a basic version of Reuse Slides and an enterprise version. The basic version will only allow you to choose a file. The enterprise version will allow you to actually search for the slide you are looking for.
For the basic version,
Click ‘Browse’ and choose if you want to ‘Browse Slide Library’ or a file. If you use SharePoint and have a slide library set up, then this may be the best option to select. If you don’t use SharePoint, then you can browse the PowerPoint presentation files on your computer
Select the PowerPoint presentation file that you want to search and click ‘Open’
For the enterprise version,
Search for any slide on your PC, OneDrive, or SharePoint. The Reuse Slides pane will show you a preview of the first slide in the presentation that has slides that match your search. Select the title slide for the file you want to explore further.
Note: Reuse doesn’t surface the exact slides that match your search. It only provides the first slide in the file/presentation. You have to follow the steps below to manually find the slide
6. The file that you selected will be opened within the Reuse Slides pane and will be displayed as slide previews. Click on the slide you want to insert.
Note: If you want to keep the source formatting of the slide you are inserting, check the box at the bottom that says ‘Keep Source Formatting’. Otherwise, the inserted slide will take on the formatting of your current presentation.
7. Right-click on a slide to see more options
Ta-da! You have now utilized PowerPoint’s Reuse Slides feature and have saved a bit of time. Now Let’s take a look at the Pros and Cons of Reuse Slides. Was it really worth your time?
What are the Pros of PowerPoint Reuse Slides?
There are certainly some obvious pros of using Reuse Slides but let’s spell them out:
Search & Save Time The enterprise version of Reuse Slides allows you to search for slides and presentations, which is much more helpful than the basic version where you have to manually browse and open a presentation.
Slide Search Connections Reuse Slides can connect to SharePoint & One Drive so you don’t necessarily have to have the file on your computer.
What are the Cons of PowerPoint Reuse Slides?
Not a Slide-level Search Tool When you search for a term, let’s say “sales”, Reuse Slides will show you the title slide of the presentation file that matches the search term NOT the actual slide in the Reuse Slides pane. So you have to actually click into that file to see the slide previews and determine if it contains the “sales” slide that you were looking for.
No Filters You are very limited in your search by only being able to search for a term. There are no filters for date, SharePoint columns, or other metadata (e.g. author).
It Doesn’t Always Work Sometimes the “Browse” option on Reuse Slides will completely go away, most commonly after updates. A common search on Google is “PowerPoint reuse slides not working” – red flag alert! Microsoft moderators state that the reason people can’t select files or browse files is that you have to have Office 365 for the enterprise version of Office. A workaround “solution” is to run PowerPoint in Safe Mode.
It Only Connects to Microsoft solutions The enterprise version of Reuse Slides only connects to solutions created by Microsoft – so that leaves you with SharePoint and OneDrive. If you don’t use either of those solutions and use Box, Egnyte, Dropbox, etc. you are out of luck if you want to use PowerPoint’s Reuse Slides.
Access Rights On the enterprise level, Reuse Slides does not take into consideration who has access to different files which can cause difficulties in finding the slides you’re looking for.
Images You are unable to search for images in Reuse Slides, only PowerPoint presentation slides.
Changes to Microsoft Products
No More Slide Libraries
In 2013, Microsoft discontinued slide libraries in SharePoint due to a “Design limitation in SharePoint Server”. As a workaround to this inconvenience, Windows suggests that PowerPoint users insert slides from PowerPoint files using their Reuse Slides feature.
Microsoft Tap feature
In 2016, Microsoft rolled out a new feature for Microsoft Word and Outlook called Tap. Tap lets users quickly select documents, presentations, and spreadsheets that are frequently used by you or your coworkers so you don’t have to leave Word or Outlook to find them. This feature is not yet available to use in PowerPoint.
The bottom line is this: If you don’t have a ton of PowerPoint presentations on your computer or in a drive, reuse slides could be a helpful solution if you have the enterprise version. The basic version is not really a helpful tool. But in the case of large marketing and sales teams that have thousands of presentation slides, this feature may be more of a pain than it’s worth. Especially since there are other, better slide management solutions out there.
Are your corporate PowerPoint templates out-dated or just messy? Do your teams waste time formatting presentations to spruce them up before client meetings? Updating your presentations using PowerPoint’s Slide Master tool will not only ease your frustrations and save you a lot of time, but aligns your team in the process. A concise, up-to-date template also helps create uniform messaging and a common identity. In this post, we’ll explain how to update your master slides and layouts using PowerPoint’s Slide Master.
What is a Slide Master?
Microsoft describes a Slide Master as “The top slide in a hierarchy of slides that stores information about the theme and slide layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and positioning”
How to update your master slides in PowerPoint
Open PowerPoint and choose the presentation you need to update
2. In the View tab, click “Slide Master”
In this view, you’ll see the master slide at the top, with the layout slides beneath it
3. To make changes to all layout slides, edit your master slide. For example, you can change the background, logo, fonts, and place holders
Microsoft describes a slide layout as containing the “formatting, positioning, and placeholder boxes for all of the content that appears on a slide. Slide layouts also contain the colors, fonts, effects, and the background (collectively known as the theme) of a slide.”
Deleting & Renaming Layouts
1. To remove any layouts that you don’t need in this presentation, simply right-click the slide and select “Delete Layout”
2.Where possible, try and maintain a layout naming convention across your masters. As layouts are shared across masters (or used with newer and older masters), if PowerPoint cannot match the layout name, a specific layout in one master will be replaced with a generic layout in another – this may not be ideal.
To name or rename a layout slide, right-click on the layout and click “Rename Layout”
For example, you could rename your layout “Table of Contents” instead of a generic term like “Layout 1”.
1. To edit the placeholders on a layout slide, click the layout you want to edit.
In the Slide Master view, click the “Insert Placeholder” dropdown arrow
You will see a variety of different placeholder types to choose from. Select the placeholder you’d like to add to your layout
2. Drag the mouse in the area of your slide that you want the placeholder to be. You can insert placeholder text in the box to clearly communicate what the placeholder should be used for
3. To apply the layout updates to a presentation that you are currently editing, click “Close Master View” to go back to the normal view
4. Select the slide in your presentation that needs an updated layout
5. Under the “Home” tab, click “Insert Layout” and select the layout that should be used
The layout should be selected from the “Master” section
Once you choose the layout you want to use, click it. The slide in your presentation will be updated accordingly
By keeping your master and layout slides up-to-date, your team is more likely to abide by visual identity standards and preserve your brand’s integrity.
Establishing your PowerPoint template as the default option allows it to be easily accessible to your team and propels efficiency. Communicating with your customers with a consistent brand voice and visual identity can support your growth. Whether you are in sales or marketing, keeping your approved templates a click away will ensure you utilize it. Plus, if you find it difficult to get your team to use your templates, this will make it just that much easier for them. In just a few steps, we’ll explain how to make your company’s template your default in PowerPoint.
What is a custom template?
A custom template in PowerPoint allows people and organizations to create uniform, on-brand slides. Through PowerPoint’s Slide Master, creators can easily apply headings, fonts, and colors to all slides. This is a great way to maintain slide organization and consistency.
How to make your custom PowerPoint templates accessible
Create your custom template using Slide Master and save it as a PowerPoint Template (.potx). It will automatically be saved in the “Custom Office Templates” folder
2. Let’s set this custom template as your default when you open PowerPoint. Select “New” and click the “Personal” tab
3. Click the template you want to set as your default
4. In a new window, you’ll see a preview of the template. Click “Create”
5. In the “Design” tab, select the “More” arrow in the “Themes” group and a list of themes will appear
6. Right-click your custom theme under the “Office” section and select “Set as default theme”. Every time you open PowerPoint, this will be your theme
Whether you’re just starting out in the world of PowerPoint or you’re an experienced pro, making sure your custom templates are right at your fingertips will boost your efficiency and uniformity. In addition, take into account the size of your template as well. Large templates weigh down your files, so creating a separate library of slides that are not included in your base template can help simplify your template. Consider a slide library solution to manage slides that you want to share with your team but don’t belong in your template.
As you are exploring how to step up your PowerPoint game, consider checking out the following articles: