Content Updates

Available from Version: - 

Operating System: Windows 

empower® Add-in: Brand Control

In PowerPoint, you can be notified about changes that have been made to single slides.

In Word, you can be notified about changes that have been made to content such as content blocks and elements or profile and company data in use.

In Outlook, you receive a notification on your screen if there have been changes to the profile or company data contained in your signature (Figure 171, “Update Notification in Outlook”).

After the data has been loaded successfully, the screen disappears.

Figure 171. Update Notification in Outlook

Update Notification in Outlook

In Excel, there are no update notifications.

Note

For further information regarding update groups, see Update Groups.

Updates in PowerPoint

In PowerPoint, empower® offers a comprehensive update function that can be adjusted to your individual needs and the needs of your company.

The update function does not only apply to elements in the empower® Library but also to locally stored elements that originate from the empower® Library.

There are three actions that are taken into account for this update function:

  • Adjusting content such as text on a slide

  • Deleting an element

  • Changing master templates

If there are updates to elements in the empower® Library, you will be notified.

The notification mode has been defined by your empower® Administrators. However, you can change your default notification mode.

To do so, follow the following steps:

  1. Navigate to the group Start in the empower® Ribbon.

  2. Click on the lower part of the split button Library (Figure 172, “Button Library”).

Figure 172. Button Library

Button Library

  1. Click on the arrow next to the option Updates (Figure 173, “Arrow Symbol for Option Updates”).

Figure 173. Arrow Symbol for Option Updates

Arrow Symbol for Option Updates

  1. Choose one of the notification modes (Figure 174, “Update Notification Modes”).

    1. Show Update Wizard – The update wizard opens if you insert or open an element that has been updated.

      Show Notification Bar – A notification bar appears in the PowerPoint window after you insert or open an element that has been updated.

      Change Ribbon Icon Only – A red dot appears next to the option Updates under the split button Library.

      No Update Notification – You are not notified about updates at all.

Figure 174. Update Notification Modes

Update Notification Modes

The chosen notification mode will be used for future updates.

In addition, a red dot is displayed in the thumbnail of elements with open updates in the empower® Library (Figure 175, “Thumbnail for Updated Element”).

Figure 175. Thumbnail for Updated Element

Thumbnail for Updated Element

Important

The notification mode Show Update Wizard should always be preferred.

Note

If you add a slide to a presentation, this update is only shown for presentation that have been saved to your device, OneDrive or SharePoint. In the empower® Library, updates are only checked on slide level.

For further information regarding the presentation mode of the Update Wizard, see Update Presentations Saved on Your Device.

Note

For presentations that are opened from OneDrive or SharePoint, empower® does not automatically check for updates. Here, a notification bar is displayed and you can execute an update check manually.

To check your presentation for updates manually, click on the option Updates under the split button Library (Figure 176, “Option Updates”).

Figure 176. Option Updates

Option Updates

empower® checks your presentation for updates. If there are updates in your presentation, the Update Wizard opens.

Note

If a single object such as a shape which has been used on your slide is deleted from the empower® Library, you will not be notified automatically.

To check a slide or presentation for deletion updates for single objects, check for updates manually.

Update Wizard

In the Update Wizard, you can manually decide how to deal with an update.

If you have selected the option Show Update Wizard, the Update Wizard opens automatically if you insert or open an element.

If you have selected the option Show Notification bar, click on the button Show updates in the notification bar to open the Update Wizard (Figure 177, “Notification Bar”).

Figure 177. Notification Bar

Notification Bar

If you have selected the option Change Ribbon Icon Only, check the presentation for updates manually (Figure 178, “Changed Ribbon Icon”). If there are updates, the Update Wizard opens.

Figure 178. Changed Ribbon Icon

Changed Ribbon Icon

In the Update Wizard, you can see an overview of all elements that are part of an update group as well as their respective versions (Figure 179, “Update Wizard”).

Here, you can manage the updates for the whole presentation in bulk or individually.

On the left-hand side, you can see all slides contained in your presentation for which there are available updates.

On the right-hand side, you can see the updated versions of the respective slide.

Figure 179. Update Wizard

Update Wizard

To compare the versions, hover over the thumbnail of one of the versions and click on the magnifying glass symbol (Figure 180, “Magnifying Glass Symbol”).

Figure 180. Magnifying Glass Symbol

Magnifying Glass Symbol

The older version is displayed on the left and the updated version is displayed on the right (Figure 181, “Comparison”).

Figure 181. Comparison

Comparison

To highlight the differences, switch the toggle button for Show differences between versions to On (Figure 182, “Toggle Button Show differences between versions”).

Figure 182. Toggle Button Show differences between versions

Toggle Button Show differences between versions

The differences between the versions are highlighted in yellow (Figure 183, “Comparison with Highlight”).

Figure 183. Comparison with Highlight

Comparison with Highlight

Select Preferred Version

In the Update Wizard, you can decide which of the two versions of a slide you want to keep.

You can either make your decision for each slide individually or for all slides at once.

To keep the older version of an individual slide, tick the checkbox next to Keep this version and disconnect in library for the respective slide (Figure 184, “Options for Updated Slides” (1)).

To update the older version of an individual slide to the newer version, tick the checkbox for Update Slide in this presentation and in library for the respective slide (Figure 184, “Options for Updated Slides” (2)).

Figure 184. Options for Updated Slides

Options for Updated Slides

To keep all older version in the presentation, click on the button Select All next to Your Presentation (Figure 185, “Buttons Select All” (1)).

To update all slides in the presentation to the newer versions, click on the button Select All next to Available Updates (Figure 185, “Buttons Select All” (2)).

Figure 185. Buttons Select All

Buttons Select All

When you have finished, click on the button Apply (Figure 186, “Button Apply”).

Your changes are applied on the presentation.

Figure 186. Button Apply

Button Apply

Important

If you choose to keep the older version, the slide is removed from the update group and will therefore no longer receive any updates.

Important

Automatic update notifications do no longer apply for a SharePoint presentation you have opened, rejected the update for and saved back to SharePoint. You will not receive any update notifications when you open this presentation afterwards.

To make sure you are aware of content updates, check the presentation for updates manually.

Deletion Updates

If an element that is used in your presentation is deleted from the empower® Library, you can also decide whether to keep the element or to delete it.

If an element is deleted, you have the option to keep the element on your slide or to remove it.

To keep the element on your slide, tick the checkbox for Keep this version (no more updates) for the respective version (Figure 187, “Options for Deleted Object” (1)).

To delete the element from the slide, tick the checkbox for Delete Object for the respective version (Figure 187, “Options for Deleted Object” (2)).

Figure 187. Options for Deleted Object

Options for Deleted Object

If a slide is deleted, you have the option to keep the slide or to remove it from your presentation and the library.

To keep the slide, tick the checkbox for Keep this version and disconnect in library for the respective version (Figure 188, “Options for Deleted Slides” (1)).

To delete the slide from the presentation and from the library, tick the checkbox for Delete Slide in this presentation and in library for the respective version (Figure 188, “Options for Deleted Slides” (2)).

Figure 188. Options for Deleted Slides

Options for Deleted Slides

Update Presentations Saved on Your Device

If you have saved a presentation that has been created with empower® on your device or in the cloud, you also receive update notifications.

For presentations in the cloud, the notification bar is displayed.

For presentations on your device, the default notification mode is used.

If you open a presentation that has been saved on your device, the Update Wizard opens in presentation mode.

Here, you can decide if you want to apply all updates in the presentation or if you want to keep the older version of the presentation.

To keep the older version of your presentation, tick the checkbox for Keep this version (no more updates) (Figure 189, “Options in Presentation Mode” (1)).

To update your presentation, tick the checkbox for Update presentation (Figure 189, “Options in Presentation Mode” (2)).

Figure 189. Options in Presentation Mode

Options in Presentation Mode

If you have finished, click on the button Apply.

If you choose to keep the older version of your presentation, you can still open the Update Wizard again to view the updates for the individual slides and objects.

Here, you can select your preferred version for each slide individually.

For further information regarding the Update Wizard, see Select Preferred Version.

Note

If you accept an update for a presentation stored on your device, the presentation stored on your device is closed and the new version of the presentation opens from the empower® Library or from SharePoint.

If you want to overwrite the presentation stored on your device with this new version, overwrite the presentation manually.

Updates in Word

In Word, you are notified about changes that have been made to your profile or company data.

In addition, you are notified if there have been changes to content blocks or pictures you are using in a document.

Updates of Profile and Company Data

If there have been changes to your profiles or to the company data, you will be notified by empower®.

If you open a Document Template and your profile or company data that you have set as a default has been deleted, a dialog box opens.

empower® prompts you to select another profile and/or location for the current document template.

If you want to set new default values, click on the button Manage defaults.

Important

You are only notified if your default profile or company data is missing because it has been removed.

If there have been changes to the data for a profile or a company or if your default has been changed, there is no notification. The changes are synchronized in the background.

If you have already filled in the template and your profile data changes in the meantime, a dialog box opens (Figure 190, “Changed Profile Data”).

In this dialog box, you can decide if you want to apply the changes.

Figure 190. Changed Profile Data

Changed Profile Data

Updates of Content Blocks And Pictures

If you open a Document Template which contains content blocks or pictures that have been updated in the meantime, a dialog box opens.

In this dialog box, you can decide if you want to update the content blocks and pictures in your Document Template or not (Figure 191, “Update Notification for Elements”).

To update all content blocks and pictures in the document, click on the button Yes.

Figure 191. Update Notification for Elements

Update Notification for Elements

If you have opened a Document Template or a document that has been created with empower®, you can also check manually if there are outdated elements.

To do so, click on the lower part of the split button Library and then choose the option Update elements (Figure 192, “Option Update elements”).

Figure 192. Option Update elements

Option Update elements

If there are outdated elements, the same dialog box opens.

To update all elements in the document, click on the button Yes.

Note

You can only decide to accept all updates that are available for your document at once. It is not possible to select individual updates to be applied.

Was this article helpful?

/

Comments

0 comments

Article is closed for comments.