User Guide. UpSlide V.4

User Guide UpSlide V.4. Table of contents 1 Create a presentation 3 1.1 Start a new presentation 3 Access your presentation templates Headers ...
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User Guide UpSlide V.4.

Table of contents 1

Create a presentation

3

1.1

Start a new presentation

3

Access your presentation templates Headers and footers

3 4

Organise the presentation

5

Sections Subsections Table of contents Outline mode

5 6 7 8

2

Insert standard content from libraries

9

2.1 2.2

Navigate your libraries PowerPoint libraries

9 10

Shape library Slide library Update slides and shapes

10 10 11

1.2

2.3 2.4

Excel library 11 Word library 12

3

Create and format charts and tables

13

3.1

Format charts and tables in Excel

13

Smart format Custom styles Cycle through different formats

13 14 14

Waterfall and Marimekko charts

15

Sheet example Waterfall chart Update charts

15 15 16

3.2

4

Export Excel data into PowerPoint or Word

4.1

Export data 17

4.2

17

Export or Resize and export as image Export as text Hide text export

17 18 18

Update

19

Find the source Update / Update all

19 20

5

Additional features

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5.1

In PowerPoint

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Smart painter Copy/Paste dimensions Swap Arrange Language E-mail

21 21 21 22 23 23

In Excel

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E-mail Smart print Operations Label

24 25 25 26

5.2

6

Appendices

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6.1

Tips

27

Tooltips Keyboard shortcuts

27 27

Help

28

UpSlide help Signal an issue Propose a new feature

28 28 28

6.2

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1 Create a presentation 1.1 Start a new presentation Access your presentation templates UpSlide gives you a direct access to your presentation templates. Click Template in the UpSlide tab to display the list of available templates. Then select the one you need to create a new presentation with the selected template basic structure.

Figure 1: Insert template To insert a new slide click New slide in the Home tab or in the Insert tab. To apply a different layout on your slide, right click and click layout to display the list of available choices.

Figure 2: Change slide layout 3

Headers and footers UpSlide automatically updates the headers and footers from data retrieved on the cover slide. For example, on the template presented on Figure 3, fill in presentation title, subtitle and date on the cover slide. Click Refresh to update the footer on all slides.

Figure 3: Update headers and footers

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1.2 Organize the presentation Sections To insert a section click Section in the UpSlide tab, write the name of the section in the popup window, and click OK.

Figure 4: Insert section A divider slide will be inserted after the current slide. This slide is completely customized to your template.

Figure 5: Example of section divider Important Tip: Please note that you can’t rename a section directly on the divider slide. To rename it, use the Outline mode (cf. Figure 13). To help navigation, the name and/or number of the parent section are displayed on each slide (the information reminded depends on your template).

Figure 6: Example of section reminder 5

Subsections To add a subsection click Section then Insert Subsection.

Figure 7: Insert subsection If, in your template, subsections are not materialized by a slide divider, the following message will pop up:

Figure 8: Message displayed when trying to insert a subsection divider when the active template has none. In this case, to insert a subsection click Outline to open a navigation pane on the right. Then, right click the first slide of the subsection, and click Insert, Subsection (before).

Figure 9: Insert subsection from the Outline window

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Table of contents To add a global table of contents click Section then Insert Table of Contents.

Figure 10: Insert table of contents

Figure 11: Example of table of contents The Table of Contents will be inserted after the current slide. When you add, rename or move a slide, you can update the Table of Contents by clicking Refresh. The page numbering is also automatically updated.

Figure 12: Update table of contents and slide dividers

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Outline mode The outline pane gives you a global view of your presentation. Here you can rename, remove or add sections and subsections and move entire sections. To open the outline pane click Outline, the pane will open on the right side of the PowerPoint window.

Figure 13: Open the Outline window To rename a section or a subsection, right click it in the pane and click Rename. Then click Refresh to update the name on your presentation. To move a full section, drag and drop it. Then click Refresh. (cf. Figure 13)

Figure 14: Move a full section

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2 Insert standard content from libraries To provide quick access to frequently used content (slides, shapes, sheets, books, etc.), UpSlide contains libraries customized for your company.

2.1 Navigate your libraries In PowerPoint click Shapes to open the Shapes Library window on the right. The library is organized in folders and subfolders that you can expand by clicking the small arrows on the left.

Figure 15: Open library Use your mouse to hover an item in the library and get its full-size preview. To insert it in your presentation double-click it.

Figure 16: Insert an item from the shape library To quickly find the content you want to insert, use the search bar at the top of the pane.

Figure 17: Library search bar

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2.2 PowerPoint libraries Shape library PowerPoint shape library can contain pictures, charts, table, maps, text boxes, groups of shapes… Double-click an item from the right pane to insert it on the current slide with a predefined position. You can then modify it as you would any PowerPoint shape (size, colour, position, ungroup…) To insert a shape on all the slides of your presentation, right-click the item and click Insert in/Remove from master. When you want to delete the shape click again Insert in/Remove from master.

Figure 18: Insert shape in master Slide library PowerPoint slide library can contain slides, groups of slides and full presentations. This library is specific to the template currently used. This means that, to access it, you need to work on a presentation created with UpSlide. First, open a template with UpSlide (cf. p2), then click Slides to open the pane.

Figure 19: Open slide library Double click a content in the library to insert slide(s) after the current slide. To insert an item in a new presentation, right click content in the library and click Insert (new presentation).

Figure 20: Insert slide(s) in new presentation 10

Update slides and shapes When the content of the libraries is modified by an administrator, UpSlide can update existing presentations to match this new content. To check that inserted slides and shapes are up to date click Update All. A windows will pop up, click Shapes or Slides to have a view of all contents inserted from the libraries. Tick the items you want to update and click Update.

Figure 21: Update contents previously inserted from libraries Note that when updating slides, any modification of the slide after the initial insertion from the library will be lost. UpSlide will simply replace the slide with the new one and discard all your modifications.

2.3 Excel library Excel library can contain single worksheets, multiple sheets or entire workbooks.

Figure 22: Open Excel library Double-clicking items with extension (.xlsx, .xlsm …) opens them as new workbooks. Whereas double-clicking items with no extension inserts them as last sheets in the current workbook.

Figure 23: Example of Excel library content

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2.4 Word library The Word library can contain shapes (pictures, charts, tables…), entire paragraphs and also entire documents. To open the pane click Library.

Figure 24: Open Word library

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3 Create and format charts and tables 3.1 Format charts and tables in Excel UpSlide is designed to speed up the process of formatting tables and charts according to the visual identity of your company. Smart format To format a chart in one click, select the chart and click Smart Format. The Smart Format feature applies predefined font, colours, legend and title location.

Figure 25: Apply smart format to a chart To format a table, highlight the table and click Smart Format. It applies predefined column width, row heights, number formats and line styles on each row of the table (see next section about custom styles).

Figure 26: Apply smart format to a table

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Custom styles Custom Styles gives you a quick access all the available line styles. To format a range of cells, select it and click Custom Styles to have a preview of the available styles. Then click the preview to apply it.

Figure 27: Apply custom styles Important Tip: Note that these styles can also apply a specific indentation and alignment to the first column. Cycle through different formats To quickly apply a custom style, select a range of cells and click Titles, Items or Results. Click several times these buttons to cycle through different formats before going back to the initial format. You can also apply predefined Number format, Background colour, Custom Borders, Column width and Row height.

Figure 28: Apply predefined formats (notice the drop down menu currently set on Finance. Changing the selected value, will change the active style set, and change the behavior of the smart format and all the other formatting buttons). Important Tip: Upslide can be customized with several style sets. For example one for the Finance department and one for the Sales team. Switching style sets will change the behavior for all the formatting buttons (cf. Figure 28).

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3.2 Waterfall and Marimekko charts UpSlide can generate customized charts such as Marimekko, Waterfall and stacked Waterfall in one click. Sheet example To create these charts you need to arrange your data in a specific way. To know how to arrange data, click the small arrow under Waterfall and click Examples. A pop-up window opens, chose a chart and click Insert example as a worksheet.

Figure 29: Access examples of UpSlide charts Waterfall chart To create a Waterfall chart (the process is similar for all the UpSlide charts), arrange your data in two columns, select them and click Waterfall. The first and last rows are always treated as results (not effects). If your data contains one or more intermediate result UpSlide will automatically detect it and use the appropriate colour to represent it. To automatically insert the chart title, insert it in the cell directly above the source data and select it when creating the chart.

Figure 30: Create a Waterfall chart

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Update charts When the source data is modified, your charts is automatically updated but not the axis scale. To update the axis scale click Update Charts in the Waterfall drop-down menu.

Figure 31: Update axis scale

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4 Export Excel data into PowerPoint or Word UpSlide provides a safe and flexible link between Excel and PowerPoint or Word.

4.1 Export data Export or Resize and export as image To export Excel tables or charts, you need to: 

select in PowerPoint (resp. Word) a slide or a textbox (resp. a page, a table or a shape),



select in Excel the chart or the table and click PowerPoint (resp. Word).

Figure 32: Export data from Excel Your data has been imported as an image (enhanced metafile format) that can later be updated. To automatically resize your chart or table to match the selected box (resp. the width of the active area your document), click Re-size and export on the PowerPoint (resp. Word) dropdown menu.

Figure 33: Resize and export data from Excel Important Tip: Resizing a table adjusts the first column of the table only.

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Export as text To export Excel data as text, you need to: 

select in PowerPoint (resp. Word) a text range,



select in Excel a cell and click PowerPoint (resp. Word), a pop-up window opens, click Text.

Figure 34: Data pasted in Word as a Word Field.

Figure 35: Data imported in PowerPoint, materialized as hyperlink.

Hide text export To remove hyperlinks before presenting or printing, click Hide text exports. This will save the presentation, remove hyperlinks and mark the presentation as final.

Figure 36: Hide text exports If you need to edit the presentation further, simply click the Hide text exports button again to restore the hyperlinks. Note that editing the presentation without unhidding text exports may result in a link being broken. Important Tip: After exporting data, save the files (Excel and PowerPoint or Word). You can then rename, move or copy these files: the UpSlide link will be preserved.

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4.2 Update Find the source To find the Excel document to which a chart, a table or a text is linked to, select the data and click Find the source.

Figure 37: Find the source in Powerpoint (behavior in Word is identical) A window will open providing the following information about last update: the source file location, the user responsible and the date. If you wish to open the file, click Open. If different potential sources are opened (for instance, different versions of your Excel file), they are listed and can be previewed by clicking the corresponding line in the window. Select the one you wish to update your PowerPoint data with and click Use for Update. Click Refresh if you have opened other documents that you want to use as a source for your presentation. Finally click Exit to close the window when you are done.

Figure 38: The form is in two parts (1. Information about last update 2. List of potential sources) Important Tip: You can permanently assign a source, for instance if you link a chart and then make a copy of it in Excel, UpSlide will find two potential sources. To keep only one source, select it in the list and then click Permanently assign source (this button is only displayed when necessary).

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Update / Update all If data was modified in the Excel source, you can update it by selecting the linked item in PowerPoint or Word and click Update. Important Tip: Note: to update data in Powerpoint or Word, your Excel source file must be opened. If you want to update several items simultaneously or update your whole presentation click on Update All. A window will open, and list every Excel import in your document. By default, the currently selected items will already be ticked when the window appears. You can also tick the box of the elements you want to update or tick the Select/deselect all box to pick every element. Click Update to start the process. Then wait for the confirmation window to pop-up and for the result of the update data to appear on the source column. If all goes well, the source used for update will be displayed in green. If an error occurs (for example if the source workbook is protected), an error message appears in red in the source column. Alternatively, if UpSlide cannot decide between available sources, a conflict message is displayed in yellow. Conflicts occur for two reasons: 

More than one potential source is opened: to update your data close all files but the one you want to update the data with.



Only one Excel source file is opened but data in this file is outdated: if you wish to update your data anyway tick the box Ignore date conflicts

To learn more about the reasons of the conflict, double click the element to display the Find the source form (see Figure 38).

Figure 39: List of Excel imports

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5 Additional features 5.1 In PowerPoint Smart painter To copy dimensions, position or format of a shape, select it and click Smart Painter. A pop-up window opens where you can tick the options you want to copy. All the shape selected while the window is openned will be modified according to the selected parameters of the source shape. You can select shapes from different slides and even from different presentations. To end the process, simply close the window.

Figure 40: Copy dimensions, position or format Copy/Paste dimensions To copy a shape dimensions (width or height) and apply it to another shape, select several shapes and click one of the icons. It will take the width/height of the first shape (in the selection order) and apply it to the others.

Figure 41: Copy/Paste dimensions Swap To swap the position of two shapes, select them and click on either swap the center or the top left corner of the shapes.

Figure 42: Swap position

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Arrange To optimize elements on a slide, select them and click Arrange, a window pops up.

Figure 43: Arrange items To choose the area where to arrange the shapes, click Container and select one from the list. By default, UpSlide will compute a container by removing the space necessary for headers and footers from the slide. Click Solutions and chose between the different possible arrangement computed by UpSlide.

Figure 44: Chose area where to display shapes

Figure 45: Chose a disposition

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Language To switch the spell check language for a designated item, select the item, then reach for the drop-down Language menu and pick the language you wish. Important Tip: You can apply it to a full slide or to the entire presentation by selecting it/them in the left pane and execute the previously described process.

Figure 46: Spell-checking language

E-mail To send a subset slides from your presentation by email, go to the left panel, select the thumbnails of the slides you wish to send (“Ctrl” or “Shift” to select many). Then click E-mail. A window pops up, allowing you to change the name and/or the file type, as well as other options such as, saving a copy (and where to save it), compressing the file and/or sending the entire presentation instead of the slides you picked. Click Send to open an e-mail opens with the file already attached.

Figure 47: E-mail options

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5.2 In Excel E-mail To send a table, a chart or a subset of your workseehts by email, select the content you wish to send. Then click E-mail.

Figure 48: Send by e-mail A window pops up to choose whether you want to send just your selection, the entire worksheet or a set of worksheets. The different options allow you to change the name and/or file type. You can send: 

as attachment, in this case, you can save a copy and compress the file.



or as an image or Html format directly into the mail body (for tables only).

Click Send to open an e-mail with the file already attached or the image already included in the body.

Figure 49: E-mail options

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Smart print Use Smart print to quickly print the selected part of your document. The selected content is automatically centered, adjusted and set up with your company logo, headers and footers.

Figure 50: Access Smart Print feature For further customization, the printing options are available directly through the native button.

Figure 51: Print format

Operations To change the sign, multiply or divide by 1.000, select the range of cells you need to edit, and select the desired operation from the drop-down Operations menu. The values are directly modified.

Figure 52: Operations button

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Label To insert, change or move all of your data labels in a chart, select the chart. In the drop-down Waterfall menu click on Labels. A window opens with two different tabs.

Figure 53: Labels button 

Add data labels

To add a series of data to your chart, under Data labels address write down the address of the series or select directly by clicking the small icon on the right. You can select the Labels position drop-down menu to rearrange the data (centered, inside end or inside base). You can also: -

Edit Label pointwise. This option gives you access to the right part of the window where you can select a point in the series and replace the figures by a text/figure of your choice.

-

Keep source formatting. This option allows you to refresh the data labels in case of any change of formatting in the source cells.



Move data labels

To move your data labels in a chart, first select then the series, pick one of the five predefined position (above, below, right, left, centered). Click on Apply to see the result in Excel. You can also use the arrows and select the increments by which to move the labels. The Select a single label option allows you to apply those same changes to a single label. Once you are done, close the window.

Figure 54: Add labels window

Figure 55: Move labels window 26

6 Appendices 6.1 Tips Tooltips To get a short summary about what a button does, place your cursor on the button for a second, a window will appear right under your cursor showing information about the feature and the keyboard shortcut (if any) to use it. Keyboard shortcuts To add or view UpSlide shortcuts, click the Settings button (cf. Figure 57). You can activate (or deactivate) each one of those shortcuts by ticking (or unticking) the left box. If you wish to reassign of shortcuts, select the action in the list, then enter an available shortcut. Click on Assign to end the process. You can reset all your changes by clicking the Reset all button.

Figure 56: Settings

Figure 57: Shortcuts window

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6.2 Help UpSlide help If you face any unanswered question after reading this guide or to access more information about installation & activation guidance, F.A.Q. or Administrator features, select the dropdown Help menu and click on UpSlide Help to access the UpSlide Help & Support website.

Figure 58: UpSlide Help

Signal an issue Help us improve our software. If you face any unresolved issue, please select the drop-down Help menu and click on Signal an issue to support. A pre-configured mail will appear in your mail box. Follow the written instructions and send. We will try to resolve the issue as soon as possible.

Figure 59: Signal an issue to support

Propose a new feature If you come up with any relevant new feature, please select the drop-down Help menu and click Propose a new feature to access a request form that will be directed to our dev team.

Figure 60: Propose a new feature

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