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How can I make text fit automatically on slides?



Printed From: 123PPT Video Backgrounds Studio Forum
Category: Fonts & Typefaces
Forum Name: Using Fonts & Typefaces In PowerPoint
Forum Discription: How to use fonts and typefaces in PowerPoint presentations
URL: http://www.123ppt.com/video-backgrounds-studio/forum/forum_posts.asp?TID=177
Printed Date: 28 Mar 2024 at 07:48
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Topic: How can I make text fit automatically on slides?
Posted By: Katie
Subject: How can I make text fit automatically on slides?
Date Posted: 26 May 2011 at 02:47

I have a large Word document that I would like to simply "cut & paste" into PowerPoint, but it seems to be impossible.

It seems everytime I add some text I have to add just a few lines. Then Insert a new slide into my presentation. Then insert a few lines. etc. etc.

The process is very tedious and takes hours. Is there not a way to simply copy all my text from a document and have PowerPoint insert the correct number of slides that it needs to display the text within my PowerPoint template design?

Katie




Replies:
Posted By: Charles Henry
Date Posted: 26 May 2011 at 03:46

Hi Katie and welcome to the 123PPT Community.

The problem of adding large amount of text to PowerPoint has always been an issue for the serious presenter. Whilst many will argue that PowerPoint is not a medium to use large of amount of text in, there are certainly cases and times when one needs to add more text than a single slide will allow.

People often refer to adding a lot of text to PowerPoint that simply disappers off the slide as "overflow" text.  When the text reaches the end of the text holder it seems to "overflow" down and out of the holder into an invisible space.

In order to add as much text as you wish and have PowerPoint calculate the number of slides required adding all your text you will need to use what's known as a Macro.

This PowerPoint Macro evaluates the entire presentation, and is able to calculate the number of lines of text per slide, moving the text which overflows to the next slide, and so on. Inserting slides as necessary to house your text.

Firstly Katie, I suggest saving a copy of your presentation. So you keep your original file as a back up.

Make sure you have installed Microsoft Visual Studio Tools for the Microsoft Office System off your Office CD.

Then cut and paste the following code into the VBE (Microsoft Visual Studio Tools), and run this macro on the copy of your presentation.

Sub WrapOver()

    Dim SldCnt As Long
    Dim SldNum As Long
    Dim WrapCnt As Long
    Dim OldCnt As Long

    SldCnt = ActivePresentation.Slides.Count
    OldCnt = SldCnt

    WrapCnt = InputBox("'Wrap' text in placeholder " & _
        "if they exceed how many lines?", "Wrap after" & _
        "input", "6")

    If WrapCnt > 15 Or WrapCnt < 2 Then
        MsgBox "Please enter a number between 2 and 15" & _
        ", when you re-run this macro", vbCritical + _
        vbOKOnly, "Input range error"
        Exit Sub
    End If

    SldNum = 0
    With ActivePresentation

NextSlide:
        SldNum = SldNum + 1
        If SldNum > SldCnt Then
            GoTo EndRoutine
        End If

        ' Ignore slides with no second placeholder shape
        On Error Resume Next
        If .Slides(SldNum).Shapes.Placeholders(2) _
            .TextFrame.TextRange.Lines _
            .Count <= WrapCnt Then
                GoTo NextSlide
        End If
        On Error GoTo ErrorHandler

        .Slides(SldNum).Duplicate
        SldCnt = SldCnt + 1
        With .Slides(SldNum).Shapes.Placeholders(2).TextFrame.TextRange
            .Lines(WrapCnt + 1, .Lines.Count).Delete
        End With
        .Slides(SldNum + 1).Shapes.Placeholders(2) _
            .TextFrame.TextRange.Lines(1, WrapCnt).Delete
        GoTo NextSlide

EndRoutine:
        End With
        MsgBox "Task complete.  " & SldCnt - OldCnt & _
            " slides were added.", vbOKOnly, WrapCnt & _
            " line max. macro"

NormalExit:
    Exit Sub
ErrorHandler:
    Resume NormalExit

End Sub

You'll now find that all your text formats to the number of lines you defined (less than 15) per slide and PowerPoint has added all the additional slides necessary to hold all your text content.

Hope this helps.

-------------
Charles Henry,
Creative Director, www.123ppt.com


Posted By: Katie
Date Posted: 26 May 2011 at 03:49

Thank you so much Charles.

This does look a bit tricky, but I will install the tools and let you know how I get on.

Katie



Posted By: Charles Henry
Date Posted: 26 May 2011 at 03:53

Using Macros in Microsoft Office is not usually something the average user is forced to encounter or required to use, so I understand that it may seem a little daunting. I am here to help, so if you have any problems at all do let me know.

Microsoft has made it extremely simple to create and add Macros with the Visual Studio Tools, so you can simply cut and paste the code in my earlier post into the form field to generate your macro without needing to do anything more and this will then allow you to fit long text documents into PowerPoint.



-------------
Charles Henry,
Creative Director, www.123ppt.com



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