PowerTOC v3 User Guide

Transcription

1 PowerTOC v3 User Guide The easiest way to add table of contents and agenda slides to your PowerPoint presentation!

2 PowerTOC v3 User Guide by Mom Soft, a ll righ ts reserved All rights reserved. No pa rts of this w ork ma y be reproduced in a ny form or by a ny mea ns - gra phic, electronic, or mecha nica l, including photocopying, recording, ta ping, or informa tion stora ge a nd retrieva l systems - w ithout the w ritten permission of the publisher. Products tha t a re referred to in this document ma y be either tra dema rks a nd/or registered tra dema rks of the respective ow ners. The publisher a nd the a uthor ma ke no cla im to these tra dema rks. W hile every preca ution ha s been ta ken in the prepa ra tion of this document, the publisher a nd the a uthor a ssume no responsibility for errors or omissions, or for da ma ges resulting from the use of informa tion conta ined in this document or from the use of progra ms a nd source code tha t ma y a ccompa ny it. In no event sha ll the publisher a nd the a uthor be lia ble for a ny loss of profit or a ny other commercia l da ma ge ca used or a lleged to ha ve been ca used directly or indirectly by this document.

3 Table of Contents 1 Introduction 1. What is new on this version Uninstalling PowerTOC Using PowerTOC 1. General concepts Working... with PowerTOC Adding a table of contents or agenda Updating tables of contents and agendas Removing tables of contents or agendas Formatting Formatting tables of contents Formatting agendas Styles Locking a table of contents or agenda Controlling indent levels Controlling what gets included on a table of contents Using custom titles 3 User interface 1. Ribbon Tab Table of... contents properties dialog box Ignore rules dialog box 3. Add agenda dialog box Agenda... properties dialog box Style gallery dialog box Presentation properties dialog box Configuration dialog box Troubleshooting 1. PowerTOC doesn't appear on PowerPoint i

4 2. Table of... Contents runs off the slide Slide titles don't appear in table of contents Known issues and limitations Buying PowerTOC 1. Evaluating PowerTOC Entering... the license Key Upgrade... policy Licensing options End User... License Agreement 40 6 Contacting MomSoft ii

5 1 Introduction Version 3 PowerTOC solves one little annoyance of the otherwise great program, Microsoft PowerPoint PowerPoint doesn't easily create summary slides such as tables of contents or agendas for your presentation. PowerTOC quickly and easily creates them for your PowerPoint presentation. Creating and maintaining manually table of contents or agenda slides requires a lot of copy and paste, keeping up with slide numbers and formatting, and is prone to errors. PowerTOC completely automates the process of making table of contents and agendas with a few clicks. What used to be a tedious and error prone endeavor, now becomes a final touch that is easy to create, maintain and format. PowerTOC is also very easy and intuitive to use. Please refer to the following topics to learn its operation and configuration options. See also: What is new on this version Using PowerTOC User interface description Troubleshooting Purchasing PowerTOC Contacting MomSoft 1. What is new on this version Version 3 of PowerTOC has been completely rewritten and adds many enhancements over the previous version: Compatibility with Office 365 Only works with PowerPoint 2007 or later (2007, 2010, 2013 and 2016) Fully upgraded user interface Uses PowerPoint layouts to format tables of contents and agendas Adds support to Section tables of contents Adds support to Agenda slides Uses three levels of slides to organize the table of contents, associated to the title, section and normal slide layouts Styles for table of contents and agenda styles store the formatting and options of the table of contents and agenda slides by MomSoft, all rights reserved 1

6 Important Note: Due to the different way of storing the format of table of contents, PowerTOC version 3 is not compatible with previous versions of PowerTOC. 2. Uninstalling PowerTOC Use one of the following methods to uninstall PowerTOC and completely remove it from your system: Click Start > All Programs > PowerTOC > Uninstall PowerTOC. Click Start > Control Panel > Add or Remove Programs. From the list, click PowerTOC. Open the folder where you installed PowerTOC and double-click unins000.exe. Please note that the location of PowerTOC on your system depends on your version of Windows and whether you select to install PowerTOC on a non-default location when you first installed it. 2 PowerTOC v3 User Guide

7 2 Using PowerTOC Please refer to the following topics for detailed instructions on using PowerTOC. General concepts Working with PowerTOC 1. General concepts To work effectively with PowerTOC it is important that you understand the following general concepts. Tables of contents and agendas PowerTOC creates and maintains the following tables of contents and agendas: Main table of contents: A main table of contents provides an overview of the entire presentation. It presents the titles and slide numbers of the slides and may optionally link to them for easy navigation during the slide show. A presentation can only have one m table of contents, but it can be anywhere within the presentation. An example table of contents is shown below: Figure: A main table of Contents slide Section table of contents: A section table of contents is almost identical to a main table of contents, but it will only include slides up to the next section table of contents. Therefore, a presentation can have as many section by MomSoft, all rights reserved 3

8 tables of contents as required. Agendas: Agendas provide the audience with an overview of your presentation and your advance through it. They contain all the different parts, or sections, of your presentation and are included right before the start of each part, with the current one highlighted. PowerTOC also creates links to easily navigate your presentation, jumping to any section directly from the agenda slides. An example agenda slide is shown below: Figure: An agenda slide on the second section of the presentation PowerPoint layouts PowerPoint includes built-in slide layouts and you can modify these layouts to meet your specific needs, and share your custom layouts with other people who create presentations by using PowerPoint. Please refer to PowerPoint documentation for more information about creating, modifying and using layouts. 4 PowerTOC v3 User Guide

9 Figure - PowerPoint layouts Use of Layouts by PowerTOC PowerTOC uses layouts in two ways: To determine the indent level of the slides of the presentation: To create the indent levels of table of contents PowerTOC will use the layout of each slide. Note that you can override this behavior by using Custom Levels. To store and manage the formatting of table of contents and agendas: PowerTOC stores the format and options of table of contents and agendas in custom layouts named PowerTOC-Main TOC, PowerTOC-Section TOC and PowerTOC-Agenda. Thus, to adjust the format of table of contents and agendas you will modify these custom layouts. See also: Working with PowerTOC Controlling indent levels Formatting 2. Working with PowerTOC Please refer to the following topics for detailed instructions on the most common functions of PowerTOC. Adding a table of contents or agenda Updating tables of contents and agendas Removing tables of contents or agendas Formatting tables of contents Working with styles Locking a table of contents or agenda Controlling indent levels by MomSoft, all rights reserved 5

10 Controlling what gets included on a table of contents Using custom titles 2.1. Adding a table of contents or agenda PowerTOC adds a table of contents or agenda to a PowerPoint presentation as a new slide. To insert a table of contents or agenda into your PowerPoint presentation, follow these steps: 1. Go the slide just before the table of contents location. PowerTOC inserts a new slide after the currently displayed one; therefore, be sure that you are looking at the slide just before the intended placement of the table of contents. 2. On the ribbon, click the PowerTOC tab. 3. Click the Main TOC, Section TOC or Agenda buttons on the PowerTOC ribbon tab. 4. Depending on whether you are adding a table of contents or an agenda, the Table of contents properties or the Add agenda dialogs will open, select the options to use to create the table of contents or agenda. Note: A presentation can only have one Main table of contents. Therefore, the Main TOC button will become unavailable if the presentation already has a main table of contents. See also: Ribbon Tab Table of contents properties dialog box Add new agenda dialog box 2.2. Updating tables of contents and agendas There are two methods to update tables of contents and agendas: Manual update If the current presentation already includes a table of contents or agenda created by PowerTOC, click the Update TOCs button on the ribbon tab. Automatic update PowerTOC automatically updates all tables of contents and agendas before saving the presentation. PowerTOC automatically updates all tables of contents and agendas before printing the presentation. PowerTOC automatically updates the appropriate table of contents or agenda when applying a new style or modifying its properties. Note: If a table of contents or agenda has been locked it won't be updated either manually or automatically, until you unlock it again. See also: Locking a table of contents or agenda 6 PowerTOC v3 User Guide

11 2.3. Removing tables of contents or agendas To remove tables of contents or agendas from your presentation, proceed as follows: Manually Go to each slide containing a table of contents or agenda and delete it. Automatically Click on the Delete TOCs item of the PowerTOC ribbon tab and select the appropriate item to delete the current table of contents or agenda or all of them. Figure - Delete TOCs menu See also: Ribbon Tab 2.4. Formatting PowerTOC uses three custom layouts to store the options and formatting information of the tables of contents and agendas used in a presentation. These custom layouts are called: PowerTOC-Main TOC PowerTOC-Section TOC PowerTOC-Agenda Access the custom layouts To access these custom layouts, go to a slide containing the table of contents or agenda you want to format, and: Click the Slide Master button on the standard View tab of the ribbon. Click the View design button on the PowerTOC tab of the ribbon. Layout task panes Whatever the method used to display the PowerTOC layouts, a task pane will be shown at the right of the PowerPoint window containing some buttons to help on the design of tables of contents or agendas by MomSoft, all rights reserved 7

12 Figure - Task pane for the main table of contents layout Figure - Task pane for the agenda layout Note: The task pane for the section table of contents layout is exactly the same as the one for the main table of contents, but the title of the task pane will change to Section TOC Design for your reference. The following table explains the function of the different buttons of the task panes. 8 PowerTOC v3 User Guide

13 Button Function Close Master View Closes the Layout view, and updates the relevant table of contents or agenda. Restore TOC placeholders If for some reason some of the table of contents placeholders have been deleted or become invalid, click the Restore TOC placeholders button to restore the two placeholders that are used to create tables of contents. Please refer to the Formatting tables of contents topic for an explanation of these placeholders. Note: Restoring the TOC placeholders will revert to the "Basic" formatting and options. Use the Manage Styles button to restore the style you want to use. Compute spacing Centers the Spacing placeholder around the TOC placeholder and recalculates the extent of a two column table of contents using the current widths and positioning of the TOC and spacing placeholders. Note: The Compute spacing button will not change the column options of your table of contents, it will only show how would a two-column table of contents look, if it was selected. Restore Agenda placeholders If for some reason some of the agenda placeholders have been deleted or become invalid, click the Restore Agenda placeholders button to restore the four placeholders that are used to create agendas. Please refer to the Formatting agendas topic for an explanation on how are these placeholders used. Note: Restoring the agenda placeholders will revert to the "Basic" formatting and options. Use the Manage Styles button to restore the style you want to use. Arrange placeholders Restores the Z-Order of the four agenda placeholders so that you can better appreciate how will your agendas look, i.e. placing the Number placeholders on top of their respective Item placeholders and the Current placeholders over the Other placeholders. Manage Styles Open the Style gallery dialog box to manage table of contents or agenda styles. Open Help Open this help file. See also: Formatting tables of contents Formatting agendas Styles by MomSoft, all rights reserved 9

14 2.4.1 Formatting tables of contents To format tables of contents you will use the two special placeholders present on the table of contents layouts shown on the following figure: Figure 1 - The table of contents layout TOC placeholder: This placeholder controls the format (paragraph and font) of the three indent levels of the table of contents as well as the size, format and effects of the shapes that will contain the final table of contents on your presentation. Spacing placeholder: This placeholder controls the spacing between the two columns of a two-column table of contents and provides a visual indication of what will be the extent of the table of contents on your slides if the Use two columns option is selected. Controlling the text format of the table of contents The TOC placeholder contains three lines that correspond to each of the indent levels used by PowerTOC Figure 2 - Formatting the TOC item shape on the table of contents layout Figure 3 - The resulting table of contents In addition to the text formatting, PowerTOC will use any format or effect applied to the TOC Placeholder including 10 PowerTOC v3 User Guide

15 the background or border colors, shadows, etc. Controlling the size and position of tables of contents For one-column tables of contents, the size and position of the table of contents on the slide is controlled by the TOC placeholder. PowerTOC will place the table of contents exactly in the same position and with the same size as the TOC placeholder. For two-column tables of contents, the size (as well as the format) of each column of the table of contents will also be the equal to the TOC placeholder but the two columns will be spaced in accordance to the width of the central section of the Spacing placeholder. Note that the two arrows at both ends of the Spacing placeholder provide a visual indication of the extents of the two columns of the table of contents once they are placed on the table of contents slides as can be shown on the following figures. Figure 4 - The table of contents layout Figure 5 - The resulting two column table of contents See also: Formatting Table of contents properties dialog box by MomSoft, all rights reserved 11

16 2.4.2 Formatting agendas To format your tables of contents you will use the two special placeholders present on the table of contents layout that are shown on the following figure: Figure 1 - The agenda layout Current item placeholder: This placeholder controls the format of the current item of each agenda slide, i.e. PowerTOC will place a current item placeholder at the appropriate position on each agenda slide. Other item placeholder: This placeholder controls the format of the other items of each agenda slide, that is all the items except the current one. PowerTOC will place one other item placeholder at the appropriate places on each agenda slide for each of the other agenda items. Current item number placeholder: This placeholder is used to number the current item, as explained below. Other item number placeholder: This placeholder is used to number the other items, as explained below. Controlling the positioning of the agenda items PowerTOC will create the agenda slides by copying the four agenda layout placeholders, duplicating the Other item and Other item number placeholders as many times as required and positioning the Current item and Current item number placeholders at the appropriate place. Please note the following rules that will be used when placing these placeholders: The horizontal position of all the placeholders on the Agenda slides will be the same as in the Agenda Layout. The first placeholder will be placed vertically, in the same position as the Current item placeholder on the Agenda Layout. The distance between item placeholders will be equal to the distance between the Current item placeholder and the Other item placeholder on the Agenda Layout. Therefore, if there is no gap between these placeholders on the Agenda Layout, there will be no gap between the agenda items on the Agenda slides, and if there is a gap on the Layout, the same gap will be used on the Agenda slides between each pair of item placeholders. The two numbering placeholders will be placed at the same relative distance to their corresponding item placeholders on the Agenda slides as there is in the Layout. 12 PowerTOC v3 User Guide

17 When all the placeholders are positioned, the Current item number placeholder will be placed on top of all the placeholders, with the Current item placeholder immediately below. On the figures below it can be seen an example application of the positioning rules used by PowerTOC. Note that the first item is exactly at the same height on the Agenda slide as in the Layout and the gaps between items are maintained even though the Current item placeholder height is bigger than the Other item placeholder height. Also the Current item number is vertically aligned to the top while the Other item numbers are vertically aligned to the botom: Figure 2 - Agenda Layout Figure 3 - Resulting Agenda slide Note: The best way to understand the positioning rules is to examine the styles provided with PowerTOC, looking at the Layouts and the resulting Agenda slides. Controlling the numbering of agenda items PowerTOC allows numbering the agenda items, using the Current item number and the Other item number placeholders. Numbering is optional and you can use a different scheme to number the Current item and the Other items. To select a numbering scheme, replace the default # symbol with the appropriate code, or leave it empty if you do not want to add any numbering. PowerTOC allows the following numbering schemes: Symbol Numbering scheme # A single digit, i.e. 1, 2, 3,... ## Two digits, with leading zeroes, i.e. 01, 02, 03,... A Upper case alphabetical, i.e. A, B, C,... a Lower case alphabetical, i.e. a, b, c,... Table - Agenda items numbering schemes Note: In addition to the codes above, you can enter other characters which will be maintained on the Agenda slides. For example, '#." will produce 1., 2., 3,... and 'a)' will produce 'a), b), c),... See also: Formatting 2.5. Styles Saved styles provide a convenient way to create consistent presentations using the same options and graphic design when creating tables of contents and agendas. If you find that you are using the same options for different presentations, it makes sense to define a style containing these options that suit your style, rather than having to manually recreate them every time, after creating a new table of contents or agenda by MomSoft, all rights reserved 13

18 To use default styles: PowerTOC allows establishing a default style to be used when creating a new table of contents or agenda. To setup the default styles proceed as follows: 1. Open the PowerTOC configuration dialog box. 2. Click on the Select style button corresponding to Main TOC, Section TOC or Agenda as appropriate. 3. Select the style you want to set as default. To apply an existing style: There are two ways to apply an style to a table of contents or agenda. In both cases you should first go to one of the slides containing the appropriate table of contents or agenda: Using the table of contents or agenda properties dialog boxes 1. Click on the Edit TOC or Edit Agenda buttons on the Ribbon Tab. 2. On the Table of contents properties dialog box or the Agenda properties dialog box click on the Select style button, select the style you want to use and click Ok to close the properties dialog box. Using the style gallery dialog 1. Click on the TOC Style or Agenda Style buttons on the Ribbon Tab. 2. On the Style gallery dialog box, select the style you want to use and click on the Apply button. 3. The style gallery dialog will close and the style will be automatically applied. To create a new style: 1. Go to one slide of the table of contents or agenda containing the options and design that you want to save as a style. 2. Click on the TOC Style or Agenda Style button on the ribbon tab, depending on whether you are saving a table of contents or agenda style. 3. On the Style gallery dialog box, click on the Save button. 4. Enter the name to the new style and a short description to identify the style. 5. Click OK. Note: Use only letters (A to Z), numbers, hyphens ('-') and spaces when naming the style. See also: Ribbon Tab Style gallery dialog box Formatting Configuration dialog box 2.6. Locking a table of contents or agenda Note: This feature is not available on the evaluation version. Every time PowerTOC updates a table of contents or agenda, it recreates each table of contents or agenda slide on your presentation using the special shapes contained in the PowerTOC layouts. Also, if you have made manual changes to the table of contents or agenda slide, for whatever reason, you will lose 14 PowerTOC v3 User Guide

19 those changes when PowerTOC updates. To prevent loss of special formatting or other changes made during an update, you can lock the tables of contents or agendas. A locked table of contents or agenda is not updated by PowerTOC, either manually or automatically. To lock a table of contents or agenda: 1. Click the Lock TOCs button on the PowerTOC ribbon tab and select the appropriate item. 2. If you click on the Lock TOCs button again, you will see that the item's caption will have changed to Unlock Main TOC, Unlock Section TOCs or Unlock Agendas depending on the item you selected. 3. When a table of contents or agenda is locked, the Edit TOC Agenda and TOC Agenda Style buttons on the ribbon tab will be disabled. To unlock a table of contents or agenda: 1. Click the Lock TOCs button on the PowerTOC ribbon tab and select the appropriate item. 2. If you click on the Lock TOCs button again, you will see that the item's caption will have changed to Lock Main TOC, Lock Section TOCs or Lock Agendas depending on the item you selected. 3. Also, you will notice that the Edit TOC Agenda and TOC Agenda Style buttons on the ribbon tab will be enabled again when you move to the corresponding table of contents or agenda slide. Note: You can only lock or unlock all section tables of contents and agendas collectively, not individually Note: You can also lock and unlock tables of contents and agendas in a similar way on the Presentation properties dialog box. See also: Ribbon Tab Presentation properties dialog box Updating tables of contents and agendas 2.7. Controlling indent levels To structure your table of contents, PowerTOC uses up to three indent levels on the tables of contents it creates, as shown on the following figure: Figure 1 - PowerTOC indent levels Default indent levels By default, PowerTOC uses the layout applied to each style to determine the indent level of each slide on the table of contents. The following chart shows the automatic indent level applied to the different standard layouts: by MomSoft, all rights reserved 15

20 PowerPoint layout PowerTOC indent level Title Slide Level 1 Section Header Level 2 All other layouts Level 3 Table - PowerTOC indent levels Overriding and resetting indent levels PowerTOC provides two ways to override (change the default indent level) or reset (revert to the default indent level) indent levels of slides. The first method is appropriate if you want to change the indent level of only one slide, or a limited number of slides on your presentation, while the second is recommended if you want to change the indent level of many slides at once. 1. Changing the indent level of the current slide To change the indent level of a slide of a PowerPoint presentation, follow these steps: 1. Open the PowerPoint presentation. 2. Go the slide you want to change. 3. On the ribbon, click the PowerTOC tab. 4. To override the default level, click on the caption of the Slide Level button. A menu will appear in which you can select the custom indent level you want to use for the slide. 5. To reset the slide to the default level you can either click again on the caption of the Slide Level button and select the item Reset level on the menu, or directly click on the icon of the Slide Level button. Note: PowerTOC will mark slides that have a custom level by highlighting the Slide Level button of the ribbon tab when the current slide has a custom indent level (see figure 3 below). The following figures show the Slide level button and menu when a slide with a default indent level 3. When you first click on the caption of the Slide Level button, the Reset level button will be disabled, because the slide has not yet a custom level (see figure 2 below). If a custom level of 2 has been selected (see figure 3 below), the custom level will have a check mark and the Reset level item will be enabled, letting you reset the level to the default value. In both cases, the default level (Level 3) is disabled. Note that the Slide level button is highlighted on figure 3, signaling that the slide has a custom level applied. 16 PowerTOC v3 User Guide

21 Figure 2 - The slide level menu for a slide with a default level of 3 Figure 3 - The slide level menu when a custom level of 2 has been applied 2. Changing the indent level of several slides using the Presentation Properties dialog To change the indent level of several slides 1. Open the PowerPoint presentation. 2. On the ribbon, click the PowerTOC tab. 3. Click on the Deck Info button on the PowerTOC ribbon tab. 4. To override the default level, click on the Level column of each slide you want to change. On the edit box, enter the new custom level you want to use. 5. To reset a slide to the default level you can either enter the default value on the edit box, or click on the small X button at the right of the edit box. Note: PowerTOC will highlight the level column of slides with custom levels and will show the original default level in a tool tip (see figure 4 below) Figure 4 - The presentation properties dialog showing some slides with a custom level and the tool tip showing the default level of the second slide See also: Ribbon Tab Presentation Properties dialog box by MomSoft, all rights reserved 17

22 2.8. Controlling what gets included on a table of contents PowerTOC allows for a perfect control of what slides get included on Main or Section table of contents through options that can be selected on the Main TOC or Section TOC properties and the ignore options dialogs. The following criteria will be applied to decide whether a particular slide will be included in a table of contents. You will setup them on different places: Table of contents properties dialog You can select to include or exclude slides that have a particular level on the table of contents properties dialog. If the slide has a custom level, it will be taken into account to include or exclude the slide. Ignore rules dialog You may want to ignore the First slide of your presentation since it usually just contains the name of the presentation. If two contiguous slides have the same title, you might want to ignore repeating slides. Slides that have been marked hidden on PowerPoint should normally not be included. Slides that do not have the Title placeholder, or it is empty, should also usually be ignored. You can select to ignore all slides containing tables of contents or agendas created by PowerTOC. You can enter any text that will cause PowerTOC to ignore any slide that contains the text. This is typically used to ignore slides that are just a continuation to the previous one and therefore conceptually similar to repeating slides or you can use it for any other purpose. Ribbon tab and Presentation properties dialog You can have any slide ignored, even if it does not comply with any of the above rules by simply clicking on the Ignore button of the PowerTOC ribbon tab or checking the checkbox on the Ignore column of the slide on the Presentation Properties dialog box. This method is called Manual Ignore (as opposed to the previous ones that are based on rules). PowerTOC will highlight the Ignore button on the ribbon tab when the current slide has been manually ignored. The best way to check the effect of the various include/exclude settings is using the Presentation Properties dialog, where you can see what will be included and the reason for excluding particular slides, as shown on the following figure. Figure - The Presentation Properties dialog showing ignored sldies 18 PowerTOC v3 User Guide

23 NOTE: Main and Section table of contents can use different ignore rules, but all Section table of contents will share the same settings. Also, manually ignored slides will be ignored on both Main and Section tables of contents. See also: Ribbon Tab Table of contents Properties dialog box Ignore rules dialog box Presentation Properties dialog box 2.9. Using custom titles PowerTOC uses the contents of the default Title placeholder contained on the slide Layout to determine the text that will be included on the tables of contents (see the topic Slide titles don't appear in table of contents for more information). Sometimes you might want to use a different text on the table of contents, such as a reduced version of the title of the slide. In these cases, you might use a custom title. Setting a custom title for a slide To set a custom title for a slide on your presentation, follow these steps: 1. Go the slide you want to modify. 2. On the ribbon, click the PowerTOC tab. 3. Click the Custom title button. 4. Enter the custom title on the Custom title edit box of the Set Custom Title dialog box. For your reference the color of the edit box will change and the original title of the slide will be shown on a tool tip when you hover over the edit box (see the figure below). 5. Click Ok to close the dialog. Figure - Using a Custom Title to shorten the length of a slide Title Note: PowerTOC will highlight the Custom title button on the ribbon tab to show that the current slide has a custom title. Note: PowerTOC will use the custom title as if it were the original title of the slide for all purposes; i.e. placing it on the tables of contents and applying the ignore rules. For example if you repeat the title of the previous slide and Ignore repeating slides is selected, the slide will not be shown. Resetting the original title of a slide To remove a custom title on your presentation, follow these steps: 1. Go the slide you want to modify. 2. On the ribbon, click the PowerTOC tab. 3. Click the Custom title button by MomSoft, all rights reserved 19

24 4. Click on the x button at the right of the Custom title edit box Set Custom Title dialog box. The original title of the slide will be shown on the Custom Title edit box. 5. Click Ok to close the dialog. See also: Ribbon Tab Controlling what gets included on a table of contents Ignore rules dialog box 20 PowerTOC v3 User Guide

25 3 User interface Please refer to the following topics for a complete explanation of the user interface. Ribbon Tab Table of contents Properties dialog box Ignore rules dialog box Add new agenda dialog box Agenda configuration dialog box Style gallery dialog box Presentation Properties dialog box PowerTOC configuration dialog box 1. Ribbon Tab PowerTOC creates its own tab on the PowerPoint ribbon bar. The following illustration shows the PowerTOC ribbon tab. Figure: PowerTOC toolbar (as shown on PowerPoint 2016) The Ribbon Tab is the main way of interaction with PowerTOC and from it you get access to all the functions of the add-in. For your convenience it is divided into four sections in which related functions are grouped. The following table explains the Ribbon Tab buttons and menu items. Insert TOCs section This section enables the creation of tables of contents and agendas on your presentation. Button Function Main TOC Create a new main table of contents on the presentation, after the current slide. Note: Since there can only be one main table of contents in any presentation, this button will become disabled if the presentation already has a main table of contents. Section TOC Create a new section table of contents on the presentation, after the current slide. Agenda Create a new agenda slide on the presentation, after the current slide. Manage TOCs section This section gives access to functions related to the operation and appearance of existing tables of contents and agendas on your presentation by MomSoft, all rights reserved 21

26 Button Function First Go to the first table of contents or agenda on your presentation. Prev Go to the previous table of contents or agenda on your presentation. Next Go to the next table of contents or agenda on your presentation. Update TOCs Updates all tables of contents and agendas on your presentation. See the topic Updating tables of contents and agendas for more information. Edit TOC Agenda Open the Table of contents properties dialog box or the Agenda properties dialog box to configure the current table of contents or agenda. Note: This button will change its name to Edit Agenda when the current slide contains an agenda, and will become disabled if the current slide does not contain a table of contents or agenda. Delete TOCs Open a menu to select tables of contents or agendas to be deleted. You may choose to delete the Main table of contents, the current or all Section table of contents, the current or all the agendas or all the slides created by PowerTOC. See the Removing tables of contents or agendas topic for more information. Lock TOCs Opens a menu to lock or unlock tables of contents or agendas. A locked table of contents or agenda is not updated, either manually or automatically by PowerTOC. See the Locking a table of contents or agenda topic for more information. TOC Agenda Style Open the Style gallery dialog box to apply a different style, save the current design as a new style (or replace an existing one) or manage the collection of styles. See the topic Working with styles for more information. Note: This button will only be enabled if the current slide is a table of contents or agenda slide. View design Show the custom layout created by PowerTOC to modify the formatting of the current table of contents or Agenda. See the Formatting tables of contents and Formatting agendas topics for more information. Note: This button will only be enabled if the current slide is a table of contents or agenda slide. Note: This whole section will become disabled if your presentation does not contain any table of contents or agenda. Manage Slides section This section gives access to options for all the slides of your presentation, not only the table of contents or agenda slides. 22 PowerTOC v3 User Guide

27 Button Function Deck Info Open the Presentation properties dialog box to see an overview of the presentation. Ignore slide Ignore the current slide or stop ignoring the slide. See the topic Controlling what gets included on a table of contents for more information about how PowerTOC includes and excludes individual slides. Note: This button will become highlighted if the current slide is being ignored. Slide level Select a custom indent level to the current slide, or remove an existing custom indent level. See the topic Controlling indent levels for more information about indent levels. Note: This button will become highlighted if the current slide has a custom indent level. Custom title Set a custom title to the current style or remove an existing custom title. See the topic Using custom titles for more information about custom titles. Note: This button will become highlighted if the current slide has a custom title. General section This section gives access to general functions of the add-in. Button Function Config Open the Configuration dialog box to setup the default styles to use for your tables of contents and agendas. Help Open this help file. About Open the About dialog box with information about the installed version of PowerTOC and the licensing status. Buy Open the default web browser and navigates to MomSoft's web site to buy the software. Register Open the Registration dialog to enter the registration details. See also: Working with PowerTOC 2. Table of contents properties dialog box The Table of contents properties dialog box opens when you create a table of contents or you edit its properties. It contains several options for setting up the look and behavior of the tables of contents. Most of the options available are the same for main and section tables of contents by MomSoft, all rights reserved 23

28 Figure: Table of Contents Properties dialog box The following table explains the configuration options available: Table of Contents options 24 PowerTOC v3 User Guide

29 Option Description Select Style Click on the Select style button to select the table of contents style to use. Its name will be shown on the Style edit box. Select the title of the TOC Slide(s) Enter the title of the table of contents slide(s). The behaviour of this options works slightly different for Main and Section tables of contents: Main table of contents: Since there is only a Main table of contents, the title will be unique. In case that you are spanning the table of contents on multiple slides you might want to use the current and total numbers to create the title. Use the Slide number and Total slides buttons to insert the necessary codes. For example to create a title like: Table of Contents (1 of 3) you would enter the following text on the TOC Style edit box: Table of contents (<num> of <tot>) Section table of contents: Each Section table of contents on the presentation might have a different title (usually the title of the corresponding section). Note: The Slide number and Total slides buttons will not be visible on a Section table of contents properties dialog. Select what slides to include/exclude Check the Include Level x slides check boxes to control if the slides of a particular indent level will be included and the corresponding Include slide number check box to control whether the slide number of slides of that level will be shown on the table of contents. Promote level of slides Check the Promote level of slides check box to promote the level of slides when there are no slides of a higher level. For example, if your presentation does not have any Level 1 slides, slides of Level 2 will be shown as Level 1, and slides of Level 3 will be shown as Level 2. Please refer to the Formatting tables of contents topic for an explanation of the Indent level formatting of tables of contents. Note: The promoted level affects only to the display of the table of contents. For example, if you have selected not to include Level 1 slides, but Level 2 slides get promoted to Level 1, they will be shown using the first indent level of the table of contents. Ignore rules Click the Ignore rules button to access the Ignore rules dialog box in which you may select different criteria to include or exclude slides on your table of contents. Slide number format If slide numbers are included on the table of contents, check the Place slide number before title checkbox to insert the slide number before the title on the table of contents, separated by a comma. If the Place slide number before title checkbox is not checked, numbers will be inserted after the titles. Select one of the three radio options to decide how to separate the title and number. The options are: Use a comma Use a tab, keeping all numbers right aligned with the TOC placeholder Use a line, also right aligning the numbers with the TOC placeholder Add links Use two columns Check the Include links on titles and Include links on numbers check boxes to add links on the titles and numbers of the table of contents items respectively. When the links are enabled, clicking on the title or number will jump to the corresponding slide on your presentation while the presentation is in mode (while inall edit mode,reserved use presentation by MomSoft, rights ctrl+click). Check the Use two columns checkbox to have the table of contents be distributed on 25

30 See also: Adding a table of contents or agenda Ribbon Tab Working with styles Controlling indent levels Ignore rules dialog box 2.1. Ignore rules dialog box Use the Ignore Rules dialog box to determine which slides will appear in the table of contents. To access the Ignore Rules dialog box, click the Ignore Rules button on the Table of contents properties dialog box. Figure: Ignore Rules dialog box The following table explains the Ignore Rules options. 26 PowerTOC v3 User Guide

31 Rule Description Ignore slides containing PowerTOC will ignore any slide whose title contains the text entered in the edit box. To use different criteria separate each string with a semicolon (;) For example, to ignore spanned slides using usual ways of marking spanned slides, you might use the following ignore list: I;II;III; - 1; - 2; - 3;(Cont.) Note: Clicking on the little arrow button will open a list box to facilitate editing the different strings. Click again on the button or press the TAB key to close the list box. Ignore first slide Usually the first slide of the presentation contains the title of the presentation and thus it should not be included on the table of contents. Check this option to prevent the first slide of the presentation from appearing in the table of contents. Ignore repeating slides Check this option to if you don't want to insert a slide that has the same title as the previous one. Note: Even if this option is selected, PowerTOC will include a slide with the same title of the previous one if it has a different indent level. Ignore hidden slides Check this option to prevent slides marked as hidden to appear in the table of contents Ignore Main TOC slide Check this option to prevent the Main table of contents to appear in the table of contents. (s) Note: Even if the presentation contains spanned main table of contents, only the first one will be included. Ignore Section TOC slide(s) Check this option to prevent section table of contents slides to appear in the table of contents. Ignore Agenda slide(s) Check this option to prevent agenda slides to appear in the table of contents. Help Open this help file. Ok Save the changes made and close the dialog Cancel Close the dialog, losing all changes made. Note that no confirmation will be asked. See also: Table of contents properties dialog box Controlling what gets included on a table of contents by MomSoft, all rights reserved 27

32 3. Add agenda dialog box The Add agenda dialog box opens when you create an agenda item. Figure - Add agenda dialog box The following table explains the configuration options available: Agenda options Option Description Select Style Click on the Select style button to select the agenda style to use. Its name will be shown on the Style edit box. Agenda item Enter the name of the Agenda item, usually corresponding to the particular section of the presentation. Agenda slides title Enter the title that will be applied to the Agenda slides. Note: All the agendas share the same title. Therefore, if you change the Agenda slides title for one particular agenda item, it will be changed in all the agendas of your presentation. Help Open this help file. Ok Close the dialog and create the agenda item. Cancel Close the dialog and cancel the creation of the table of contents or maintain the existing settings of the table of contents being edited. Note that no confirmation will be asked. See also: Adding a table of contents or agenda Styles 28 PowerTOC v3 User Guide

33 4. Agenda properties dialog box The Agenda properties dialog box opens when you click on the Edit Agenda button on the PowerTOC Ribbon Tab. Figure - Agenda properties dialog box The following table explains the configuration options available: Agenda options Option Description Select Style Click on the Select style button to select the agenda style to use. Its name will be shown on the Style edit box. Agenda slides title Enter the title that will be applied to the Agenda slides. Modify the Agenda items The table shows all the Agenda items present on the presentation, allowing editing all the agenda items. Help Open this Help file. Ok Close the dialog and create the agenda item. Cancel Close the dialog and cancel the creation of the table of contents or maintain the existing settings of the table of contents being edited. Note that no confirmation will be asked. See also: Styles by MomSoft, all rights reserved 29

34 5. Style gallery dialog box The Style gallery dialog box opens when you click on the TOC or Agenda Style button on the PowerTOC Ribbon Tab. The gallery shows all the existing TOC or Agenda styles, depending on the slide that was selected on PowerPoint when the dialog was opened. It allows to apply a style to the presentation, save the current design as a new style or modify the existing styles. Figure - Agenda properties dialog box The following table explains the commands available. Different options will become enabled depending on the style selected: Style gallery commands 30 PowerTOC v3 User Guide

35 Option Description Apply Click on the Apply button to apply the currently selected style to the presentation and close the dialog box. Save Save the current design as a new style. Replace Replace the selected style with the current design of the presentation. Note: Replacing the style will just change the design and options, maintaining the name and description of the selected style. Edit Edit the name and description of the selected style. Note: Editing the style will just change the name and description of the selected style, but will not modify the options and design of the style. Delete Delete the selected style. Note: Deleting an style will not remove the styling from the presentations that had the deleted style applied. Help Open this Help file. Exit Close the dialog. See also: Styles 6. Presentation properties dialog box The Presentation properties dialog box opens when you click on the Deck Properties button on the PowerTOC Ribbon Tab. This dialog serves different purposes: 1. It can be used to see the state of your presentation to see which slides will be ignored and the reason for being ignored. Please refer to the topic Controlling what gets included on a table of contents for more information about the different options available to ignore individual slides. 2. It provides information about the custom indent levels applied to the slides of your presentation, allowing modifying or removing them. See the topic Controlling indent levels for more information about indent levels. 3. It provides information about custom titles applied to the slides of your presentation, allowing modifying or removing them. See the topic Using custom titles for more information about custom titles by MomSoft, all rights reserved 31

36 Figure - Agenda properties dialog box The following table explains the commands available. Presentation properties commands 32 PowerTOC v3 User Guide

37 Option Description Main Click on the Main button to apply the options of the Main table of contents. Note: This button will be disabled if the presentation does not contain a Main table of contents. Section Click on the Section button to apply the options of the Section table of contents. Note: This button will be disabled if the presentation does not contain a Section table of contents. Filter Click on the Filter button to hide all slides that will not be included on the relevant Main TOC or Section TOC. Note: If neither Main or Section are selected, only the manually ignored slides will be hidden. Otherwise, slides will be hidden accordingly to the options of the selected Main or Section table of contents. Reset Edit the name and description of the selected style. Note: Editing the style will just change the name and description of the selected style, but will not modify the options and design of the style. Lock Click on the Lock button to lock or unlock the Main TOC, Section TOC or Agendas. Note: Clicking on the menu will open a menu in which you can select the table or contents or agenda that you want to lock or unlock. If the presentation does not have a table or contents or agenda, the appropriate item on the menu will become disabled. Help Open this Help file. Ok Click the Ok button to close the dialog, performing all the changes made. Cancel Click the Cancel button to close the dialog, cancelling all changes made. Note that no confirmation will be asked. Apply Click on the Apply button to temporarily apply the changes made to the presentation and recalculate the slides that will be ignored. Note: Clicking on the Apply button does not change your presentation, it only causes PowerTOC to re-apply the ignore and include rules taking into account the changes made since the dialog was opened or the Apply button was clicked by MomSoft, all rights reserved 33

38 7. Configuration dialog box The Configuration dialog box opens when you click on the Config button on the PowerTOC Ribbon Tab. Figure - Agenda properties dialog box The following table explains the configuration options: Configuration options Option Description Select style Click on the Select style buttons to setup the default style to be used for new Main TOCs, Section TOCs or Agendas. 34 Help Open this Help file. Ok Close the dialog and save the new default styles. Cancel Close the dialog, losing all changes made. PowerTOC v3 User Guide

39 4 Troubleshooting View these topics for help on issues you might experience. PowerTOC doesn't appear in PowerPoint Table of contents runs off the slide Slide titles don't appear in table of contents Known issues and limitations 1. PowerTOC doesn't appear on PowerPoint There are a number of circumstances that might prevent PowerPoint from loading correctly PowerTOC. Please refer to the page How to setup Office Add-ins in our website to learn more about the possible causes and how to solve them. 2. Table of Contents runs off the slide Probable cause: Span TOC multiple slides option is not selected. Cure: Select this option and update the TOC. 1. Go to the slide that holds the table of contents 2. Click the Edit TOC button on the PowerTOC ribbon tab. 3. Check the Span TOC multiple slides check box on the TOC Properties dialog. Figure: Span TOC multiple slides checkbox 4. As an alternative, check the box Use two columns. 5. Click OK. 6. The following figures show the table of contents before selecting Span TOC multiple slides and after by MomSoft, all rights reserved 35

40 Figure: Before checking the Span TOC multiple slide option Figure: After checking the Span TOC multiple slide option See also: Ribbon Table of contents properties dialog box 36 PowerTOC v3 User Guide

41 3. Slide titles don't appear in table of contents Probable cause: Title text frames were deleted and replaced with a generic text box. Cure: Use PowerPoint's templates as they are delivered. PowerTOC ignores slides that don't have what it considers a title. If you enter text outside of the appropriate text frame, it will be ignored. For example, if you delete a frame that says "Click to add title"; PowerTOC won't find any titles and, therefore, can't put add them to the table of contents. Regardless of the slide type, click in the title text frame to enter the text you want included in the table of contents. Alternatively, use the Custom Title button on the Ribbon Tab to enter the text that should appear on the table of contents. Figure: Title slide Figure: Normal slide See also: Ribbon tab Using custom titles 4. Known issues and limitations PowerTOC has the following known limitations which are due to problems of PowerPoint: The performance of the add-in degrades every time it is executed, due to PowerPoint keeping undo information of the changes made by PowerTOC when recreating table of contents and agenda slides. As a workaround, PowerTOC will suggest to save, close and reopen the presentation after detecting that an update has taken more than 5 seconds to complete. Usually accepting the suggestion will solve the performance problem by MomSoft, all rights reserved 37

42 5 Buying PowerTOC To purchase PowerTOC online 1. Go to our Web site at and click the Buy Now button to enter your order. 2. Your personalized key will be generated and sent to your account within minutes. To enter the key and register your product, see Entering the license key. If you are planning on purchasing more than one license, please be sure to check our volume discounts. We provide substantial discounts for corporate users wanting to integrate PowerTOC within their organization. 1. Evaluating PowerTOC The evaluation version of PowerTOC is a shareware license which entitles you to use PowerTOC for 45 days. After this time you are required to do one of the following: Buy PowerTOC Purchasing your registered copy of PowerTOC entitles you to continue using the product, and restores full functionality to any disabled functions. Also, the Registration Reminder screens will be removed! In addition, you will also have access to our technical support. Remove PowerTOC If for any reason you decide that you don't want to purchase a copy of PowerTOC, you are required to delete the program from your computer. NOTICE: Continued use of the unregistered version of PowerTOC past the 45 day evaluation period is a violation of federal and international copyright laws. See our Licensing Agreement. 2. Entering the license Key When you buy PowerTOC you will receive a key that removes all limitations of the evaluation version. Keys for PowerTOC have the following format: 2D1G-Y5JK-A472-EBC2. This is an example number; do not try to enter it as it won't work. To enter the key 1. Open the message containing the purchase information and registration key. 2. Locate the lines containing the User Name and Key, select them completely, and copy the text (Ctrl + C). 3. Open PowerPoint 4. Click the Register button on the PowerTOC ribbon tab. 5. PowerTOC will identify the text and will place it in the fields Name and Key. If for some reason it does not, please ensure that you have selected and copied to the clipboard both lines containing the Name and Key and click on 38 PowerTOC v3 User Guide

43 the Clipboard button to try again. 6. If the above procedure fails, you can manually copy just the Name and Key exactly as they appear on the message. 7. After entering Name and Key, click OK. 8. PowerTOC will detect and inform you on any problem with the registration information you enter. 9. Close and restart PowerPoint. Figure: Dialog box for registering PowerTOC 3. Upgrade policy Our upgrade policy is as follows: Free major product upgrades within one year of any purchase Free minor version upgrades at any time Discounts on any non-free upgrade For example, if you buy version 3.0 of one of our products, any version beginning with a 3, such as 3.0.1, 3.2, and so forth, will be free, and version 4.0 will be free within one year of your purchase, afterwards you will be able to upgrade to the latest version with a discount. 4. Licensing options MomSoft provides four types of licensing plans. Select the one that is right for you. Single license The single license allows a single person to use the software on any number of computers, or it allows many people to use the software on a single computer by MomSoft, all rights reserved 39