Overview:
Import of a PowerPoint file
Step 1: File selection
Step 2: Slide selection
Step 3: Font assignment
Step 4: Preview
Step 5: Location selection
Step 6: Data upload
Step 7: Done
What happens during the import & what to consider
Export of a PowerPoint File
Option 1: Export as images
Option 2: Export as PPTX (editable)
What happens during the export & what to consider
In presono it is now possible to import PowerPoint files and export presono Presentations to PowerPoint! How this works, what you can use this feature for and what is important, you will learn in this article!
This feature is a paid module, which is not automatically included. If you are interested in this feature, please contact us at info@presono.com or get in touch with your contact person at our company regarding the activation!
Permissions
To enable the import or export of a presentation, the following permissions must be configured:
Import
In order to import a file, the following two steps are required:
1. the group permission
2. the option to save the created files in one or more workspaces
A user must be assigned to a group that has been given the following permission:
In addition, the user needs permission to create the resulting Presentation as well as the Slides, Media and Templates. This does not necessarily have to be the case in the same workspace, it can of course also be the person's private workspace, but the controls must at least be set to "Create".
Export
In order to be able to control exactly which presentations can be exported as PPT, this permission is linked to the corresponding workspaces. As this is a type of sharing, this option can only be selected if the sharing of Presentations and Sessions is permitted in this workspace. The following setting is the minimum requirement to be able to export the content as PPT (at least presentations in this workspace must be able to be read).
Import of a PowerPoint file
When importing, individual PPTX files can be uploaded to presono. The following will be created during this process:
- a presentation including all Slides to be imported,
- all Slides,
- a Template Set with one Layout Template per Slide and a Background Template for all Layouts and
- all media files are also uploaded.
For the Slides/Presentation/Templates/Media files you can then individually control where they will be saved to in presono (workspace) and how they will be categorized. They are then available for further use in presono as usual.
The imported Presentation can either then be further edited in presono or the import can be used to bring the content (texts and media) into presono and from there work further with already existing Templates. In both cases it should be mentioned that a certain amount of post-processing will be necessary, as a PPTX file and a presono presentation are very different. It strongly depends on the file that will be uploaded.
Here you can find the import shortly explained in a video:
Step 1: File selection
Once the feature has been activated and you have permission to use it, you will find the option "Import PowerPoint" in the content structure at the "New" button. Please note that in order to import a PPTX file, you need to have permission to create Slides, Presentations, Template Sets and Media (not necessarily in the same workspace). More about the permissions can be found here: Manage rights & groups
You will now be guided step by step through the upload process. You can switch back and forth between the steps at any time. If you abort the process (back arrow in the upper left corner), you have to restart. Please do not close the app or tab until the upload is complete.
Now you can drag a PowerPoint file directly into the section outlined in gray or click and select a file on your device.
Now the file is checked. Only PPTX files are suitable for upload. Then click Next.
Step 2: Slide selection
In this step you already have a first preview of your slides available.
Here you can select the Slides you want to import. Of course you can use your mouse and click on several Slides one by one while holding down the Ctrl key. You can also enter the pages you want to import in the upper left corner manually or use the quick options "select all" and "select none".
At the top right you can still change the view so that you can either see the Slides larger to see more of the content, or smaller to see more Slides at once.
Once you have selected the Slides you are going to import, click Next to go to the next step.
Step 3: Font assignment
Now the font must be assigned. For all the different styles and fonts found in your PowerPoint file, an existing font must now be selected in presono. Please note, that the font must be uploaded upfront.
Click on Next to go to the preview screen.
Step 4: Preview
Now you have the preview of your Slides to import, but this time already with the correct font. Of course you can always go back to the third step and change your font assignment again, your preview will be updated.
Click Next to proceed to the next step.
Step 5: Location selection
Now choose a Workspace and at least one Category for the Presentation, Slides, Template Set and Media Files. Please note that your permissions here may differ for the different types of content.
Also please choose the language in which you want to assign to your Slides.
Click Next to proceed to the upload.
Step 6: Data upload
Now you get an information what will happen during the upload specifically. You can see how many Presentations, Slides, Templates and Media Files will be created/uploaded. Click "Start Creation" to start the upload process.
You can now monitor the progress. Please note that, depending on the size of your files, the creation will take some time and requires a stable internet connection. Please do not close the tab or app while the import is in progress.
Step 7: Done
Now you can either import another file (1) or switch to the Presentation (2).
Now you will find in the corresponding workspace (or workspaces) the created Presentation, the created Slides as well as the Template Set and all Media Files that were uploaded.
All Media Files have been uploaded now and named automatically. If a Media File was used multiple times in your Presentation, it will be uploaded only once. Your Slides have one Layout Template each, which you can find in the created Template Set. Of course, you can either edit these Templates and continue to use them, or you take your Slides and change them to an existing Templates and delete the Layout created during the import. In the layouts themselves, all content is allowed, which of course you can then restrict in presono afterwards, just as usual.
From now on, you can use, adapt and adjust all created content in presono as usual.
What happens during the import & what to consider
Your Slides contain the texts and Media and can be edited as usual in presono. As far as possible, basic formatting for text such as bold, italic, underlined, color, size, etc. will be applied, as well as lists (sorted and unsorted). However, highly individual configurations may form non-displayable exceptions here. Fonts must be uploaded separately and upfront to presono so that they can be assigned during the upload process.
Media is also imported into presono and, where possible, placed correctly. Of course, the usual upload conditions apply - images must be either PNG, JPEG or GIF files and must be no larger than 20MB. Highly customized representations such as graphs, smartarts or the like cannot be imported. Here we recommend a manual export from PPT as an image, so that the PNG/JPEG can then be uploaded to presono and placed in the Slide. PowerPoint's crop function can also trigger a visual change, as the entire image is displayed in presono.
The import of videos will follow in an expansion stage.
Animations, web links and other hyperlinks are not imported. This can be edited manually by the user during the revision after the import.
Diagrams (charts & graphs) cannot be imported as an element to be edited in the first module versions; placement as an image or PDF is planned as part of an expansion stage.
Tables are imported depending on their complexity (editable table is planned for the expansion stage).
Graphic formatting (frames, shadows, etc.) can be imported only partially and conditionally.
Other objects (SmartArts, mindmaps, flowcharts, 3D objects, inserted Office documents, etc.) cannot be imported for the time being.
Notes on Slides will be imported too.
Individual aspect ratios (deviating from 16:9) are adopted.
Please note that in order to perform an import you need permission to create Templates, Slides, Presentations and Media (in at least one workspace, not necessarily all in the same workspace).
Export of a PowerPoint File
A presono Presentation can be exported either as an image or as an editable PowerPoint file. The export can be triggered either directly from the Content Structure in the three-dot menu of the Presentation, or by clicking the Share button in a Presentation or Session.
Here you can find the export shortly explained in a video:
Option 1: Export as images
A presono Presentation can be exported in a way that all Slides (and Overlays as it comes to Sessions) are included, but only as a screenshot. This means that no editable Slides are created in PowerPoint, on each Slide there is then a screenshot of the Slide, whereby no interaction with the Slide is possible. Links are not adopted, texts and media are not editable and animations etc. are not adopted either. The Slides will look exactly like they do in presono and can be presented in PPT.
The export can be triggered either directly from the Content Structure in the three-dot menu in the presentation, or by the Share button in a Presentation or Session.
A dialog will appear next. Here you can select the following options:
- the language in which you want to export your Presentation
- that your Presentation should be exported as an editable file or
- export your Presentation as images.
If you click on (3) export as images, your Presentation will be created and downloaded.
You can now open the file in your download folder and present it. Please note that the Slides are not editable in PowerPoint - for this you can choose the second option when exporting. More about this in the next part.
All Slides included in the Presentation will be exported as a screenshot. When you export a Session, the open overlays will also be included, just like when exporting as a PDF.
Please note that both export and import are only possible in online mode.
Option 2: Export as PPTX (editable)
If you want to export an editable PowerPoint file, you can export your Presentations or Sessions with another option. This creates a file that you can further use and adapt in PowerPoint. The content is also provided and exported as far as it can be mapped via PowerPoint.
The export can be triggered either directly from the content structure in the three-dot menu in the Presentation, or via the Share button in a Presentation or Session.
A dialog will appear next. Here you can select the following options:
- the language in which you want to export your Presentation
- that your Presentation should be exported as an editable file or
- export your Presentation as images.
If you click on (2) export editable, your Presentation will be created and downloaded.
Please note that the creation of the file may take some time, depending on the content, as media files such as videos must also be exported. Please do not close the tab or app during this process.
All Slides included in the Presentation will be exported as individual Slides. When you export a Session, the opened Overlays will also be included, just like when you export as PDF.
What happens during the export & what to consider
In the case of an export as an image, only screenshots are exported and placed in a PPT Slide. No content can be edited and no media etc. will be exported.
If you export as an editable file, the following applies:
Your Slides (and Overlays when exporting a Session) contain the texts and media and can be edited as usual in PPT. There will be no slide master, but individually designed slides. Confidential Slides are excluded from the export and the export can be started individually for each language version or the language can be selected in the course of the export.
There is no automatic resolution of all links and paths in Presentations, but only the actual content (directly on the Slide) is exported. Overlays are only exported with the export of a Session.
As far as possible, basic formatting for text such as bold, italic, underlined, color, size, etc. is also exported, as are lists (sorted and unsorted). However, highly individual configurations may make non-displayable exceptions here. The font must be installed on the device so that it can be assigned during the download.
Media is also exported from presono and placed correctly where possible. However, not all media settings can be applied (video options, view in fullscreen, etc.). Depending on the design, however, rework in PPT may be necessary.
- Images and videos are displayed and inserted directly in the Slide.
- For PDFs, the preview image of the file and a download link for the file are inserted in the Slide.
- For Object Viewers, only the preview image is exported.
- For Web Content, the link is displayed in the Slide and remains clickable.
- Media Journeys are exported as a preview image.
- Media galleries cannot be exported or only to a very limited extent. They are always arranged as a grid gallery section and the text from the caption is exported to the alt text of the images.
PDFs:
Object Viewer:
Web Content/iframes:
Highly customized visualizations can only be exported to a limited extent. No CSS animations and settings can be displayed in PPT and so only the sections are imported. Graphic formatting (frames, shadows, etc.) can only be partially and conditionally transferred.
Animations can also not be adopted. This can be edited manually by the user during the post-import revision process.
Tables are exported depending on their complexity.
Notes on Slides are adopted.
Individual aspect ratios (deviating from 16:9) will be applied.
Please note that both export and import are only possible in online mode.
You might also be interested in:
What are limited functions in the offline mode of presono apps?