Processing Transparencies: A step-by-step guide Author: Michaela Marx, DESY Hamburg, Germany, April 2009, Version 1.0

Since 2005 slides were an additional element presented in the JACoW conference proceedings. They were published on the JACoW web site and on the conference CD for the following conferences and workshops:
DIPAC05
FLS2006, EPAC06, FEL06, RUPAC06, ICAP06
APAC07, PAC07, FEL07, COOL07, ICALEPCS07
EPAC08, PCaPAC08, RUPAC08 This manual gives a detailed description on how to process conference slides ready for publishing. It is assumed that an SPMS database has been set up before you start processing the transparencies. All provided screen shots and examples in this manual are taken from previous conferences and workshops.

Contents 1 - Step-by-step guide ……………………………………………………… page 2 2 - The PowerPoint “Capture Show” add-in ……………………………… page 5 3 – Examples ………………………………………………………………… page 8 4 - SPMS setup (for conference administrators only) …………………… page 10 5 - Remarks ………………………………………………………………….. page 11

1 Step-by-step guide The main work of processing transparencies is to convert the presented PowerPoint slides to the portable data format PDF. This work is pretty time consuming, because ppt files can be quite huge. Invited oral presentations may contain more than 50 slides. Step 1: Collect the slide files The preferred method to receive transparencies is by upload to the SPMS, similar to the upload of contributions to the proceedings but with the suffix _talk. Guidelines for the upload of transparencies should be prepared for speakers well in advance of the conference. Alternatively, they can be uploaded by staff from USB sticks.
PowerPoint (PPT) and PDF formats are allowed for authors but
only PDF files can be published in the proceedings Step 2: Convert the PowerPoint Slides (PPT) to the portable data format (PDF) Check the PPT slides for overlapping contents by running PowerPoint. If no overlaps, convert PPT transparencies to PDF by
using PDFMaker or
using the generic postscript driver + distiller Step 3: Upload the PDF slides to the SPMS database After the slides have been converted to PDF they need to be uploaded to the database server.
enter the appropriate Paper-ID in the search screen


click on Upload in the search result screen

The File Upload screen


select file type ‘Transparencies’


select file type ‘Transparencies‘ and upload the original PPT file provided by the author plus the new converted PDF file
click on Sort/File/Edit to label the transparencies as ok

The sort/file/edit screen to flag the slides as ok


flag slides here


Please note: Leave the Editor Status (green, yellow or red) as it is! This is the status of the paper and NOT the status of the transparencies. Do not reset the paper status!!!

2 The PowerPoint “Capture Show” add-in The “Capture Show” add-in is a nice tool to separate animated overlaps in slide presentations. The following example shows a slide containing 2 overlaps. After running the “Capture Show” the slide will be separated automatically into 3 slides:


Visit the website at the given URL to download the “Capture Show” add-in http://skp.mvps.org/cshow.htm
The website contains a detailed description on how to install and how to use the add-in
If you are unable to load the add-in check your macro security setting: Tools
Macro
Security …

Medium security level is ok!

The “Capture Show” add-in website http://skp.mvps.org/cshow.htm

Important

How to start the “Capture Show”


Hidden behind the Tools button


Use the default settings and click Begin

A few hints
After the “Capture Show” has been performed save the “new” PPT file and convert it to PDF
In case you need to make corrections on a slide do these fixes in the PPT file before “Capture Show” is run Note: Afterwards PitStop cannot be used !!!
Movies still cannot be displayed in PDF (Status April 2009)
Check the PDF slides carefully after conversion from PPT. Look for missing fonts or characters which do not display correctly.

3 Examples Example 1: PPT slide


“ f “ = missing FERMILAB logo

Example 2: PPT slide


“ f “ = FERMILAB logo

Example 3: Formula on a PPT slide


Equal sign did not display correctly in the PPT file
It seems that the author did not embed all fonts
To embed fonts in PowerPoint select Tools
Options
Save tab and flag “Embed True Type fonts” Example 4: Conversion to PDF PDF file generated with PDFMaker
in this case mostly all numbers disappeared

PDF file generated with the generic postscript driver


usage of the generic postscript driver instead of PDFMaker solved the problem See http://www.ep.ph.bham.ac.uk/general/printing/winsetup.html for postscript driver setup notes.

4 The SPMS setup (for administrators only) This chapter describes how to set up the SPMS ready for processing slides. A flag is needed in the local SPMS installation to file the successfully processed slides. The local SPMS administrator can add the flag under
Scientific Program Administration
Contribution Log Codes The following screenshot shows how the flag was set for COOL07:

 the new flag (“Transparencies ok”) was added here


the new flag “Transparencies ok” appears on the SPMS “sort/file/edit” screen

The JACoW Conference Proceedings The following screenshot shows where the slides link appears in the conference proceedings:

link to the transparencies in the proceedings
The SPMS database administrator needs to copy all slides from the SPMS to a folder named ./TALKS, see Volker Schaa’s manual “JACoW Proceedings Scripts” for details.

5 Remarks Comments, suggestions or daunting examples from future conferences and workshops are most welcome. Please send your refinements to [email protected]