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Navigation for Module 3: Powerpoint
Page 6 of 25

  1. *Introduction
  2. *Tools You Need
  3. *Methods to Put Online
    1. "Save as Webpage" in PPT
    2. "Save as RTF" in PPT
    3. * Cut-and-Paste Method
    4. Third Party Tools
  4. *Make Webpage Method
  5. *Save Slides as Images
  6. *Template of Webpage
  7. *Title Slide
  8. *Bullet-List Slide
  9. *Multiple Column Slide
  10. *Embedded Video Slide
  11. *Table Slide
  12. *Image Slide
  13. *Drawing Shapes Slide
  14. *Notes Slide
  15. *Chart Slide
  16. *Non-Outline Text Slide
  17. *Sound Slide
  18. *Animation Slide
  19. *Publish to Blackboard
  20. *Publish to WebCT
  21. *Resources

Cut-and-Paste Outline Method

As discussed in Methods to Put Online, there are six methods for putting a PowerPoint presentation online. Although the "Make Webpage Method" is recommended to achieve an accessible PowerPoint presentation, another option is use the Cut-and-Paste Method to create a Word or text file from a outline of an existing PowerPoint presentation.

Drawbacks of the "Cut and Paste" Method

The resulting "Outline" file does not contain all the information from the PowerPoint presentation. This is because text that was added using the "Text Box" tool and non-textual elements (i.e. graphics, tables, video, audio) are unable to be converted. To be accessible, all the information from the PowerPoint presentation must be in the resulting file. Therefore, the "Outline" file will need to be compared to the original PowerPoint presentation and a textual equivalent of non-textual elements plus any "missing text" information will need to be manually added.

Note: Regardless of format, the "Outline" file needs to be accessible. For more information, read Module 6 of this tutorial: Making Word Accessible.

To make an "Outline" file of a PowerPoint presentation:

  1. Create folders to organize the files.
  2. Cut-and-Paste the outline of a PowerPoint presentation.
  3. Format the resulting "Outline" file.
     

Create Folders to Organize Files

It is recommended that you create one common folder, also known as a directory into which you place all the files associated with the PowerPoint presentation.

To create a folder:

  1. Go to the location on your computer where you want to create the folder. For this example, go to the desktop of your computer and select "My Documents."
     
  2. A new window called "My Documents" is displayed. Select "File" then "New" and then "Folder."
     
  3. A folder called "New Folder" is created; rename the folder with a descriptive name. For this example, name the folder "Mod3_PPT_Outline."

    Tip: File names containing spaces are not supported by many browsers. If a file name contains more than one word, use an underscore ( _ ) in place of the space or put the words together, capitalizing only the first letter of each additional word (even if the word is an acronym).


  4. Into the folder you created, copy the PowerPoint presentation for which want an "Outline" file. For this example, download the sample PowerPoint presentation, HCI (.ppt, 184 KB) into the folder, "Mod3_PPT_Outline."

A PowerPoint presentation may be associated with other files, such as images or audio. To provide further organization, files of the same type should be grouped into their own folder within the common folder; this is called a subfolder, also known as a subdirectory.

To create a sub-folder:

  1. Select the folder where you want to place the sub-folder. For this example, go to the desktop of your computer, select "My Documents" then "Mod3_PPT_Outline."
     
  2. A new window called "Mod3_PPT_Outline" is displayed. Select "File" then "New" and then "Folder."
     
  3. A subfolder called "New Folder" is created; rename the subfolder with a descriptive name. For this example, no subfolder is needed; select "Cancel."
     

Cut-and-Paste the Outline of a PowerPoint

Specifically, this Cut-and-Paste Method involves copying the text in the "Outline View" of an existing PowerPoint presentation into a word processing application or text editor to create a Word or text file.

To cut-and-paste the outline of a PowerPoint:

  1. Open your PowerPoint program.
     
  2. Go to the "File" menu and select "Open."
     
  3. An "Open" dialog box appears; browse to the location of the PowerPoint presentation that you want to convert. For this example, open the sample presentation (HCI.ppt) within the "Mod3_PPT_Outline" folder of "My Documents."
     
  4. Select "Save" to close the window and load the selected PowerPoint presentation.
     
  5. Go to the "Outline View which is adjacent to the display of a slide in the presentation (see Image 53 and Image 54).

    Description ofImage 53: If the outline view is not visible, select "Normal View" in the lower left corner of the PowerPoint program to make the "Outline View" visible.


    Description of Image 54: Outline View of a PowerPoint presentation

  6. Highlight all the text in the "Outline View" of the PowerPoint presentation by:
    • Using the keyboard shortcut of "Ctrl" (or Alt) + "A" keys.
    • Or, go to "Edit" then choose "Select All."

  7. Copy the selected text in the "Outline View" of the PowerPoint presentation by:
    • Using the keyboard shortcut of "Ctrl"(or Alt) + "C" keys.
    • Or, go to "Edit" then choose "Copy."

  8. Open your preferred word processing application (i.e. Microsoft Word) or text editor (i.e. WordPad, NotePad).

    For this example, the word processing application, Microsoft Word will be used. To open Microsoft Word, go to your "Start" menu then select "Programs" and then "Microsoft Word."
     
  9. After your word processing application or text editor opens, create a new file. For this example using Microsoft Word, a new file is automatically started (or go to "File" and select "New").
     
  10. Paste the copied text from the "Outline View" of the PowerPoint presentation into the word processing application or text editor by:
    • Using the keyboard shortcut of "Ctrl" (or Alt) + "V" keys.
    • Or, go to "Edit" then choose "Paste."

  11. To keep from losing your work, periodically save this "Outline" file to the desired location.

To save the "Outline" file:

  1. Go to the "File" menu and then select "Save" or "Save As", or use the keyboard shortcut by selecting the "Ctrl" (or Alt) key + "S" key.
     
  2. A new window called "Save As" is displayed; browse to the desired location. For this example, go to "My Documents" and select the "Mod3_PPT_Outline" folder.
     
  3. In the "Save as type" dropdown box, select "Word document."
     
  4. In the "File name" text box, enter the name of the file. For this example, use "outline_HCIppt.doc" as the name.

    Tip: File names containing spaces are not supported by many browsers. If a file name contains more than one word, use an underscore ( _ ) in place of the space or put the words together, capitalizing only the first letter of each additional word (even if the word is an acronym).


  5. Select "Save" to close the window and return to word processing application or text editor.
     
  6. The name of the file will appear in the title bar of the word processing application or text editor.
     

Format the Resulting "Outline" File


Description of Image 55: "Outline" file in Microsoft Word



Description of Image 56: "Outline" file in WordPad



Description of Image 57: "Outline" file in Notepad


Depending upon which word processing application or text editor is used, the format in which you save the copy-pasted "Outline" of an existing PowerPoint presentation will vary (i.e. text, Word, Rich Text Format).

Examples of how the "Outline" file will display are provided for the three most common word processing applications or text editors including:

In the end, the Cut-and-Paste Outline Method may not be the best solution for making a PowerPoint accessible.

The next page will discuss using Third Party Tools to convert an existing PowerPoint to a web-based presentation.

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Third Party Tools


 
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