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In this lesson, we are going to see how we can incorporate slides from a PowerPoint presentation directly in our Captivate project. It turns out that Captivate can import slides in their entirety from a PowerPoint presentation. We can then use them as slides in our Captivate projects, complete with animations and all of the other features that you would expect inside of PowerPoint. It's a very elegant workflow, and we're going to show you this workflow from both the Macintosh perspective and from the Windows perspective, in another lesson. We are going to be using the Chapter 4_d Captivate file that we built in an earlier lesson.
If you don't have it open, please open it now, and then go to slide 1 in the Filmstrip. What I would like to do is to insert two slides from an existing PowerPoint file just after slide 2 here. Keep your selection on slide number 1 because I want to show you a particular feature. With slide 1 selected, choose Insert and then PowerPoint Slide. There is a key command for this action. It's Command+Shift+P on a Macintosh and Ctrl+Shift+P on a Windows computer.
This is one of those key commands that you're going to want to remember. We want to insert the PowerPoint slides after slide 2 of our Captivate project. So choose Slide 2 in the list here. Once you have got that chosen, click OK. Browse to the PowerPoint folder that's located in your Project folder, in your CH 04 folder, in the exercise files that we have provided. In it, you'll see a PowerPoint file. Choose it and click Open. Captivate will now read the PowerPoint file and make copies for itself in its library.
The next thing we have got to do is to choose which of the slides we want to import and how we want to advance those slides. By default, all of the slides in the presentation will be chosen, but I don't want all of the slides. There is only two that I want. So first thing I'm going to do is to say Clear All and then slide this to the right so that we can see slides number 4 and 5. These are the slides that I want in my project. Click the check boxes under slides 4 and 5, and you will see that we have two slides selected.
I want these slides to advance on a mouse-click rather than advancing on their own. So I'm going to leave this setting right here. You can see that we could allow the slides to advance automatically based on timings that may be present in the slide itself. Regardless of whether we choose advance On mouse click or advance Automatically, animations will still be maintained inside of that slide. We can choose to link the PowerPoint slides to the Captivate presentation. If we do this then we will be able to see in the library whether that PowerPoint presentation has changed.
If it has changed, then we will be able to update the presentation simply by clicking the red ball in the library. I'm going to leave it Linked. Now that I've got my slides chosen and my options selected, I will click OK. I'm getting a warning about the width and height of the PowerPoint presentation as compared to the Captivate project. I still want to import these files, so I'm going to say Yes and continue. You may be wondering, well, where are those slides? I thought that I imported them.
If you look on the left in the Filmstrip, what we're seeing is the master slide content on top of the slides that we have just imported. This happens because when the slides get imported into Captivate, they become the backgrounds for the slides where they're imported. Master page items sit on top of the background, so we have got to turn off the master page items for these two slides. Select the two slides in a Filmstrip, and on the Master Slide, choose None, and there are our PowerPoint slides.
Let's preview to see these slides in action. We will start on slide number 1, and we will preview the next 5. The first 2 slides will auto advance. Here comes the second one, and there is the third one, which will stop because we told that we want to click to advance the slide. To advance the slide, you can click anywhere on the screen.
This one will also stop, and there is the last of our preview. Great! Now let's take advantage of that workflow that I talked about that allows us to go back and forth between PowerPoint and Captivate. Let's make changes to these two slides here. The first thing I would like to do is to change the date to 2010, and there is the several ways that we can do this. I can right-click on the page, and at the very bottom, you'll see Edit with Microsoft PowerPoint. I have three choices on the Macintosh: I can edit the presentation; I can find the presentation in the LIBRARY; or I can export the slide as a Flash animation.
I would like to edit the presentation. On the Macintosh and in Windows, you need to have PowerPoint present in order to be able to edit these PowerPoint files from Captivate. I happen to be using Office 2007, but this also works with Office 2011. We want it to make changes to slides 4 and 5. In slide 4, I want to animate these two trees. Select the two trees, go to my Custom Animation panel, and I'll have them fly in from the bottom.
I would like them to start after previous, so they will come in one after the other but without interaction. Secondly, on slide 5, I need to change the date. Select the 09 and type a 10. Now we are done. We will save and close. Let's return to Captivate, and we will be asked, Do you want to import the updated presentation? Well, my answer is Yes.
Captivate knows that it's receiving new information from that PowerPoint file. Now, we've only used two of the slides in the PowerPoint file. There are still six other slides that we haven't used. Right now, we will be asked, Do we want to import the remaining six slides? I don't want to do that, so I'll clear them all and say OK. Interestingly, all of the slides are still in my library. There is one change: 2010. The second change is going to be more difficult to see unless we preview.
So let's go back to slide number 1, and we will preview the first 5. There is our first slide. It will disappear. Here comes our second one, and here is our third one with our animations, and it will stop. Wasn't that easy to be able to edit that slide in PowerPoint and then bring it right back into Captivate? Many of you have PowerPoint skills already, and this means that you can take advantage of those skills today to get really exciting Captivate projects without a whole lot of effort.
I would like to save this file now, and we'll call it Chapter 4_e. We have seen how we can edit the PowerPoint directly from the slide. Let's spend a moment to look in library. Down at the bottom of the list, we have our PowerPoint presentation, and it's been used in our project twice. Note that it has 0 as its size. The reason that it has 0 size is because it's linked to the Captivate project rather than embedded in the Captivate project.
I hope you can see that the connection between Captivate and PowerPoint is not only powerful but exciting, and makes it possible for you to be very, very productive with Captivate very, very quickly.
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