Manage Content in empower®

Available from Version: - 

Operating System: Windows 

empower® Add-in: Slides

In empower®, you can manage your content in one location.

When you have created new content such as presentations, you can save this content to the empower® Library.

Once you have saved content to the empower® Library, you can move the content by using the cut, copy and paste actions, rename the content or delete it from the library again.

You can execute these actions if you have the required permissions.

Note

For further information regarding the permission concept, see Permission Concept.

For further information regarding the creation of content in the empower® Library, see Create New Content in Library.

For further information regarding the creation of new presentations, see Create a New Presentation.

Save Content to the Library

Once you have created new content in PowerPoint, you can save it to the empower® Library.

To do so, follow the following steps:

  1. Select the elements you want to save.

    If you want to save a single object, select the object.

    If you want to save a single slide or a slide set, select the respective slides.

    If you want to save the entire presentation, skip this step.

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

  3. Click on the lower part of the split button Library (Figure 1, “Button Library”).

Figure 1. Button Library

Button Library

  1. In the drop-down menu, click on the option Save (Figure 2, “Option Save”).

    A menu opens.

Figure 2. Option Save

Option Save

  1. In the menu, choose what element type you want to save.

  2. Then, click on the button Save as (Figure 3, “Button Save as”).

    The library opens.

Figure 3. Button Save as

Button Save as

  1. In the library, navigate to the folder in which you want to save the element.

  2. Change the element name.

  3. Click on the button Save (Figure 4, “Button Save in Library”).

Figure 4. Button Save in Library

Button Save in Library

If you want to overwrite the existing version of the element, navigate to its original location and click on the button Overwrite (Figure 5, “Button Overwrite in Library”).

Figure 5. Button Overwrite in Library

Button Overwrite in Library

If enabled by your empower® Administrators, a Corporate Design Check will be executed automatically when you save an element from PowerPoint to the empower® Library.

For further information regarding the empower® Corporate Design Check, see empower® Corporate Design Check.

Important

Files that are bigger than 500MB cannot be saved to the empower® Library.

Note

Files that are protected either by the Office built-in document protection or by Microsoft Purview Information Protection cannot be processed by empower®.

Files with Microsoft Purview Information Protection labels similar to Public can be processed.

For further information regarding Microsoft Purview Information Protection, see Protect your sensitive data with Microsoft Purview.

Note

If you save a slide, you can navigate into a presentation to save the slide directly to the presentation.

Note

If you use the button Save as to save single objects, the library always displays the library folders as being empty. However, the content has not been deleted, it is only hidden during the saving process.

Save empower® Elements

Label_For_Administrators.svg

If you are an empower® Administrator, you can save empower® Elements to the library.

To do so, select the element you want to save and then follow steps 2 to 4 under Save Content to the Library.

Then, select the option empower Elements from the list.

Here, you can choose which type of empower® Elements you want to save.

If you have finished, click on the button Save as (Figure 6, “Save empower® Elements”).

Figure 6. Save empower® Elements

Save empower® Elements

All empower® Elements must meet specific requirements to be uploaded to the empower® Library.

Therefore, if you edit an empower® Element, always use the original template that is already stored in the empower® Library as a basis.

If you have selected an element type that your selection does not comply with, a message appears (Figure 7, “Dialog Box for Invalid Element Selection”).

Figure 7. Dialog Box for Invalid Element Selection

Dialog Box for Invalid Element Selection

Note

empower® Elements are always saved to the subsection empower Elements. If you have created design folders for your empower® Designs you can add them to these design folders.

There can only be one Harvey Ball template, one set of traffic light templates and one set of checkbox templates per design folder.

Note

If a user uses an empower® Elements such as a stamp, a traffic light, a checkbox or a Harvey Ball, the element is always inserted at the position where it was saved at.

Overwrite Content

To overwrite an element, follow the following steps:

  1. Click on the lower part of the split button Library.

  2. Click on the option Save.

  3. In the menu, choose what you want element type to save.

  4. Then, click on the button Save (Figure 8, “Button Save”).

Figure 8. Button Save

Button Save

If the content originates from the empower® Library, the element will be overwritten without opening the library.

If the content does not originate from the empower® Library, the library opens.

This means the content is saved to the library for the first time. To do so, follow the steps to save a new element.

Note

If you overwrite an element which is part of an update group, a dialog box might open. In this dialog box, you can decide if you want to share, force or not distribute the update at all.

Depending on the setup of your empower® Environment, the dialog box might not open at all.

For further information regarding update groups, see Update Groups.

Advanced Settings

When you save an element in the empower® Library, you can make further adjustments using the advanced settings.

To do so, click on the button More Settings… (Figure 9, “Button More Settings…”).

Figure 9. Button More Settings…

Button More Settings…

Here, you have three options (Figure 10, “Advanced Settings”):

  • Change Detection – To deactivate the automatic change detection, switch this toggle button to Off.

    The change detection checks if an element has really been changed since its last upload. If this is not the case, empower® will not create a new version of the element.

  • Automatic language detection – To deactivate the automatic language detection, switch the toggle button to Off.

    The automatic language detection is used to assign a language to an element once it is saved based on its content. It works for all languages that have been enabled by your empower® Administrators.

  • Version comment – Type in a comment if you want to tell other users what has changed for this version.

    This comment will be shown in update notifications and in the version history.

Figure 10. Advanced Settings

Advanced Settings

Note

For multilingual slides, the automatic language detection works reliably if 2/3 of the content consist of one language.

Note

The automatic language detection first checks all text placeholders to detect the language. Then, it checks the title placeholder.

Notes that have been added to slide are not taken into account during the language detection.

Note

For further information regarding the assignment of languages, see Assign Languages.

If you overwrite an element in the empower® Library, there are additional options for sharing updates.

The following options are available (Figure 11, “Update Settings”):

  • Updates – To treat the element as an update, switch the toggle button to On. If this toggle button is switched to On, the default update mode is used to distribute updates.

  • Share Update – To make sure updates are shared with other users when they open an element that is part of the same update group, select this option.

  • Force Update – To force the update and update all elements in the same update group without asking for confirmation, select this option.

Figure 11. Update Settings

Update Settings

Note

The settings Share Update and Force Update are only available for root elements of update groups.

For further information on update groups, see Update Groups.

Cut, Copy and Paste Content

You can use the cut, copy and paste actions to create duplicates or to move content from one location in the library to another.

You can cut and paste elements and folders but folders cannot be copied.

You can also select multiple elements at once. However, the selection of elements and folders at the same time is not possible.

To cut out an element, select the element and navigate to the group Clipboard. Then, click on the button Cut (Figure 12, “Button Cut”).

Figure 12. Button Cut

Button Cut

The element is marked as cut out until it is pasted again.

To copy an element, select the element and navigate to the group Clipboard. Then, click on the button Copy (Figure 13, “Button Copy”).

Figure 13. Button Copy

Button Copy

As soon as you have either used the cut or the copy action, the paste action becomes available.

To paste an element to a location in the empower® Library, navigate to this location. Then navigate to the group Clipboard in the navigation bar and click on the button Paste (Figure 14, “Button Paste”).

Figure 14. Button Paste

Button Paste

The element or the folder is pasted to the location.

Note

Alternatively, you can access the options Cut, Copy and Paste via the context menu of elements or folders or use the following keyboard shortcuts for Copy and Paste:

Copy – Ctrl + C

Paste – Ctrl + V

Note

If you paste an element to a folder in which another element with the same name is present, a number in brackets is added to your copy's name.

If you paste a folder to a location in which another folder with the same name is present, both folders keep this same name.

Important

You cannot cut, copy or paste the subsections of the section Corporate Design Templates as a whole. However, you can copy and paste content from these locations to other locations.

Rename Content

To rename an element or a folder, select it in the library. Then, navigate to the group Organize in the navigation bar and click on the button Rename (Figure 15, “Button Rename”).

Figure 15. Button Rename

Button Rename

Type in the new element name (Figure 16, “Rename Element”).

Figure 16. Rename Element

Rename Element

To finish the renaming process and save the new name, either press Enter or select another element.

To cancel the renaming process, press ESC.

If you rename an element in a folder in which another element with the same name is present, a number in brackets is added to the element name.

If you rename a folder in a location in which another folder with the same name is present, both folders keep this same name.

Note

Alternatively, you can access the option Rename via the context menu of elements or folders.

Important

You cannot rename the content of integration folders such as Unsplash, Icons8 or SharePoint but you can rename the integration folder itself.

You cannot rename the subsections of the section Corporate Design Templates. However, you can rename content inside these subsections if you have the required permissions.

Delete Content

To delete content, select it in the library. Then, navigate to the group Organize and click on the button Delete (Figure 17, “Button Delete”).

Figure 17. Button Delete

Button Delete

A dialog box opens.

If you have selected a folder, an automated template or a master template, you will not be asked about deletion updates.

To confirm the deletion process, click on the button Yes (Figure 18, “Dialog Box for Folder Deletion”).

Figure 18. Dialog Box for Folder Deletion

Dialog Box for Folder Deletion

If you delete an element that is not part of an update group or that is a linked copy of a root element, you will be asked if you want to share a deletion update (Figure 19, “Dialog Box for Slide Deletion”).

If you want to share the deletion update, tick the checkbox.

Then, click on the button Yes.

The deletion update is shared with presentations that contain the slide and have been stored locally. It is not shared with other slides in the same update group.

For further information regarding this behavior, see Update Slides in Update Group.

Figure 19. Dialog Box for Slide Deletion

Dialog Box for Slide Deletion

If your selection contains elements that are part of an update group or of a translation group, a dialog box opens (Figure 20, “Dialog Box for Update or Translation Group Elements”).

This dialog box informs you that these elements will be removed from the update or translation group or, in case of a root element, the respective update group will be dissolved.

To delete the elements anyway, click on the button Yes.

Figure 20. Dialog Box for Update or Translation Group Elements

Dialog Box for Update or Translation Group Elements

If you delete an element that is the root element of an update group, you will be asked which update mode you want to use for the deleted element (Figure 21, “Dialog Box for Root Element Deletion”).

Select the option you want to use and then click on the button Delete anyway.

Figure 21. Dialog Box for Root Element Deletion

Dialog Box for Root Element Deletion

The element is deleted from the empower® Library.

Important

If you delete a folder, all its content is deleted without deletion updates.

Note

Alternatively, you can access the option Delete via the context menu of elements or folders.

Note

If the feature Recycle Bin has been enabled by your empower® Administrators, you can find deleted content in the recycle bin.

For further information regarding the recycle bin, see Use the Recycle Bin.

Note

For further information regarding update groups, see Update Groups.

Important

You cannot delete integration folders such as Unsplash or Icons8 and their content.

You cannot delete the subsections of the section Corporate Design Templates.

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