Agenda Templates

Available from Version: -

Operating System: Windows

empower® Add-in: Slides
Label_For_Administrators.svg

empower® Administrators are granted the required permission to create an agenda template which can then be used with a master by the company’s users. The agenda template can be created from scratch or based on an existing agenda template.

During the creation, the agenda template slides are designed individually and tags are added to the elements to map them to their function in an agenda.

Create an Agenda Template

If you want to create an agenda template from scratch, start, at best, with the layout slide Empty or Title Only from your master.

To create an agenda template from scratch, follow the following steps:

  1. Open the appropriate slide layout in PowerPoint.

  2. If necessary, edit the background of the PowerPoint slide to your wishes.

    To do so, follow the instructions under Change the Background of Slides.

  1. Add the necessary elements to the slide.

    1. To do so, use the features in the group Insert in the empower® Ribbon (Figure 1, “Button Elements”).

      Make sure that the text boxes and placeholders provide enough space for possible text and numbers. Elements that are supposed to contain text need to support text.

      For further information regarding the slide formatting, see Format Agenda Slides.

Figure 1. Button Elements

Button Elements

  1. Format the elements to your wishes.

    To do so, adapt the font color, font type and font size as well as the element color, element size and element position.

    For further information regarding the slide formatting, see Format Agenda Slides.

  1. Assign the necessary tags to the elements (Figure 2, “Agenda Tags”).

    1. Right-click on the element.

    2. In the context menu, choose the option Agenda Tags.

    3. Choose the corresponding tag.

Figure 2. Agenda Tags

Agenda Tags

  1. Add the optional elements that you need for the agenda template to the slide.

  2. Adapt the elements to your wishes.

  3. Assign agenda tags to the optional elements.

Important

Do not group any elements in the agenda template.

Grouping elements will remove the assigned agenda tags.

Note

If you add the duration or the speaker to an agenda template on level 1, the user will be able to add a speaker or the duration for all levels of agenda points in the Agenda Editor.

Note

When adapting the font colors, types and sizes, make sure to choose options that are approved in the design of the respective master.

In case of a redesign in the master, the agenda template will be adapted automatically to the new design and will not have to be adapted manually.

Note

When adapting the font colors, element colors and background colors, make sure to choose colors that stand out clearly against each other.

Note

For further information regarding the agenda tags, see Agenda Tags.

Create Divider Slides

If the insertion of dividers is enabled, the agenda with the currently highlighted agenda point is inserted as a divider slide by default. These divider slides do not have to be defined in the agenda template. If you want to display different formatting for divider slides, you can define another agenda slide for the agenda template.

To create customized divider slides, follow the following steps:

  1. Add a new slide after the agenda overview slide.

  2. If necessary, edit the background to your wishes.

  3. Add the necessary elements to the slide.

    You can add elements for the chapter number, the chapter title, the speaker and the duration.

  4. Adapt the elements on the divider slide to your wishes.

    You can choose any font colors, font types and font sizes as well as any element color and element position.

  5. Assign the corresponding tags to the elements.

Note

For further information regarding the agenda tags, see Agenda Tags.

Format Agenda Slides

You can format the text boxes and placeholders as you wish. You can choose any desired font color, font and font size as well as element color, element size and element position.

Make sure that the text boxes you insert for the numbering of one level and the text for one level are the same size.

In addition, make sure that the text boxes are big enough to fit larger numbers and more text. If that is not the case, your text might be relocated unintentionally.

You can edit the slide the same way you edit normal presentation slides.

You can also add new elements and assign them functions in the agenda by assigning agenda tags to them.

Note

All elements that are supposed to contain text have to be elements that support text.

Important

It is strongly recommended that you always add a third level when customizing or creating an agenda template.

If the third level is added but not used, this does not affect the user.

If the third level is not added in the agenda template, the user will be able to add a third level in the Agenda Editor but the agenda cannot be inserted. A dialog box opens.

Set Space between Elements

The space between different elements and agenda points is defined while editing the agenda template. The space cannot be edited afterwards.

Defined the space between elements by adding shapes between the agenda points. These shapes represent the space that should be used between the elements.

Then, assign the respective agenda tags to the shapes.

The following rules regarding spaces can be defined:

  • The space between two elements on level 1

  • The space between one element on level one and one element on level 2

  • The space between two elements on level 2

  • The space between one element on level 2 and one element on level 3

  • The space between two elements on level 3

  • The space between one element on level 3 and one element on level 2

  • The space between one element on level 3 and one element on level 1 or one element on level 2 and one element on level 1

Note

For further information regarding the agenda tags, see Agenda Tags.

Insert Pictures

There are two ways to add pictures to your agenda template:

  • Add a static picture

  • Add a picture placeholder

To add a static picture, add the desired picture at the desired position and assign the following agenda tag:

MIO_AGENDA_SLIDEDECORATION

If a user inserts this agenda in the future, the picture will automatically be inserted at this position.

To add a picture placeholder, add a picture placeholder at the desired position.

The picture placeholder will not be assigned to an agenda tag. If you add this agenda in the future, the picture placeholder will automatically be inserted at this position. Now, users can choose an individual picture to fill the placeholder.

Important

Each agenda template can only have one picture placeholder.

If there is more than one picture placeholder, only one placeholder will be updated when the agenda is being updated.

Important

Do not use a placeholder for the following tag:

MIO_AGENDA_SLIDEDECORATION

Always use a shape for this tag.

Note

If you add a picture placeholder to your agenda template, you will be able to add individual pictures to each agenda slide.

If you add a static picture, the same picture will automatically be displayed on all agenda slides.

Insert Decoration Elements

Each level in the agenda template can be assigned a decoration element.

For example, those decoration elements can be arrows that point at the different levels.

To add decoration elements, add a shape to the slide and assign the required tags.

Note

For further information regarding the agenda tags, see Agenda Tags.

Save an Agenda Template

To save the agenda template as a new agenda template, follow the following steps:

  1. Make sure that the slides which contain the agenda template are selected.

    If you have also created a divider slide, this slide must also be included in your selection.

  2. In the empower® Ribbon, navigate to the group Home.

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

Figure 3. Button Library

Button Library

  1. Choose the option Save (Figure 4, “Option Save”).

Figure 4. Option Save

Option Save

  1. Choose the option empower Element (Figure 5, “Saving Dialog for Agenda” (1)).

  2. Then, choose the option Agenda (Figure 5, “Saving Dialog for Agenda” (2)).

  3. Click on the button Save as (Figure 5, “Saving Dialog for Agenda” (3)).

    The library opens in the subsection empower Elements of the section Corporate Design Templates.

  4. Choose the design folder you want to add the template to.

    If you want the template to be available for all designs, save it on the first sublevel of the subsection empower Elements.

Figure 5. Saving Dialog for Agenda

Saving Dialog for Agenda

  1. Enter a name for the agenda template.

    This name will be displayed to the user in the Agenda Editor.

  2. Click on the button Save (Figure 6, “Save Agenda Template”).

Figure 6. Save Agenda Template

Save Agenda Template

If you save the agenda template, there are dialog boxes that appear if one tag has been assigned to multiple slides or if a necessary tag is missing.

The dialog boxes also show which tags are affected.

Adjust Agenda Settings

If you save an agenda template, a dialog box opens (Figure 7, “Agenda Settings”).

In this dialog box, you can make changes to the default settings for the agenda template.

On the left-hand side, you can define the details for the agenda as well as the number format for the agenda points. these settings can only be edited by administrators upon saving an agenda template.

On the right-hand side, you can define the default settings for the agenda. These settings can always be adjusted by users individually under Advanced Settings in the Agenda Editor.

Figure 7. Agenda Settings

Agenda Settings

On the left-hand side, you can make changes to the following settings (Figure 7, “Agenda Settings” (1)):

  • Highlights on Overview – Defines if elements on the overview slide will be highlighted or not.

  • Editable Title – Defines if the agenda title will be editable in the Agenda Editor.

  • Sub items will be highlighted – Defines if subitems will also be highlighted or not.

  • Sub items will also be highlighted on slides for main items – Defines if subitems of an agenda point will also be highlighted on the divider slide for the main agenda point.

  • Page numbers can be displayed – Defines if PowerPoint built-in slide numbers will be displayed on the agenda slides or not.

  • No Highlights for Main and Sub Items – Defines if neither agenda points nor their subitems will be highlighted.

  • Agenda items will be displayed in two columns – Defines if the agenda will be displayed in two columns.

  • Only the decoration of the currently highlighted agenda point will be displayed, all others will be hidden – Defines if only the decoration element of the current agenda point will be displayed.

    If this setting is disabled, all decoration elements will be displayed.

  • Agenda automatically adjusts to working area – Defines if the agenda will automatically be adjusted to the working area.

Important

If users should be able to tick the checkbox Divider slide when creating an agenda, switch the toggle button Sub items will be highlighted to On.

Important

To display the agenda in two columns, the agenda template has to be formatted only on the left side of the slide.

The left side of the slide will then automatically be mirrored, and the agenda points will automatically be calculated for the whole agenda.

In addition, you can define string formats which will be used for the numbering of each level (Figure 7, “Agenda Settings” (2)).

You can use the following string formats:

String Format

Displayed as

Example

%a%

Lowercase

2 > b

%A%

Uppercase

2 > B

%1%

Arabic numerals

2 > 2

%01%

Arabic numerals with zero at the beginning

2 > 02

%i%

Small roman numerals

2 > ii

%I%

Big roman numerals

2 > II

Note

A period as separator for level 2 and 3 has to be added in front of the string format.

If no string format is defined, the default value %1% will be used.

Note

For further information regarding the agenda settings on the right-hand side (Figure 7, “Agenda Settings” (3)), see Work with the Agenda Editor.

Adjust Master Template

As an agenda is usually used with a specific master template, this master template can be adjusted to match your requirements.

Therefore, you can define that the agenda layout is hidden for users in the slide layout selection unless an agenda is used.

In addition, you can define which slide layout should be used for the last slide in a presentation and you can hide chapter references and navigation elements on specific slide layouts.

These adjustments are made directly to the master template which the agenda is based on.

Hide Agenda Layout for Users

If you want to use another layout than Empty or Title Only, the following must be considered:

In some cases, the agenda layout should not be visible for users as long as there is no agenda inserted via the empower® Feature into the presentation.

Therefore, the layout can be hidden if required.

To make sure that the users will not be able to use the agenda layout as a normal slide layout, follow the following steps:

  1. Open the respective master from the empower® Library.

  2. Navigate to the tab View.

  3. In the group Master Views, click on the button Slide Master (Figure 8, “Button Slide Master”).

  4. Navigate to the slide layout that you want to use for the agenda template.

  5. To view a list containing all elements that are present on the slide, press the keys Alt + F10 at the same time.

Figure 8. Button Slide Master

Button Slide Master

  1. In the empower® Ribbon, navigate to the group Insert.

  2. Click on the button Elements.

  3. Choose the option Shapes.

  4. Insert a shape into the slide.

    The element will now be shown in the list of elements on the right side of the screen.

  5. Change the name of the element to:

    MIO_AGENDA_VALID_LAYOUT (Figure 9, “Element List – Hide Agenda Layout”)

  6. In the line of the element, click on the eye symbol.

    The element will not be shown on the slide and will function as a tag for the slide.

  7. To exit the slide master view, click on the button Close Master View.

  8. Then, follow the steps to create and save an agenda template under Create an Agenda Template.

Figure 9. Element List – Hide Agenda Layout

Element List – Hide Agenda Layout

Alternatively, delete all slide layouts in the slide master view except for the one you want to use for the agenda template and the first layout.

Exit the slide master view and follow the steps to create and save the agenda template.

Note

During this process, the master is not uploaded or overwritten.

The process is used to mark the layout as valid master layout by assigning a tag by empower®.

Define Last Slide

To make sure that the last slide of the master will always be the last slide of a presentation, you can assign a tag to that slide.

To do so, follow the following steps:

  1. Navigate to the tab View.

  2. In the group Master Views, click on the button Slide Master.

  3. In the slide master view, navigate to the slide that should always be displayed as last slide of a presentation.

  4. To view a list containing all elements that are present on the slide, press the keys Alt + F10 at the same time.

  5. In the empower® Ribbon, navigate to the group Insert.

  6. Click on the button Elements.

  7. Choose the option Shapes.

  8. Insert a shape into the slide.

    The element will not be shown on the slide and will function as a tag for the slide.

  9. Change the name of the element to:

    MIO_AGENDA_LAST_SLIDE (Figure 10, “Element List – Define Last Slide”)

  10. In the line of the element, click on the eye symbol.

    The element will not be shown on the slide and will function as a tag for the slide.

Figure 10. Element List – Define Last Slide

Element List – Define Last Slide

Note

The tag MIO_AGENDA_LAST_SLIDE effects users who add an agenda to their presentation.

If the agenda is updated by the user, the tagged slide will always remain the last slide of the presentation.

Hide Chapter Reference and Navigation Element

If you define a chapter reference or navigation element in your agenda template, these elements will be displayed on all slides in your presentation.

Make sure that decoration elements and pictures on slide layouts are not covered by chapter references or navigation elements.

To do so, follow the following steps:

  1. Navigate to the tab View.

  2. In the group Master Views, click on the button Slide Master.

  3. Go through all layout slides and check if the chapter reference or navigation element should be hidden.

  4. To view a list containing all elements that are present on the slide, press the keys Alt + F10 at the same time.

  1. To hide the chapter reference on the slide, follow the following steps:

    1. In the empower® Ribbon, navigate to the group Insert.

    2. Click on the button Elements.

    3. Choose the option Shapes.

    4. Insert a shape into the slide.

      The element will now be shown in the list of elements on the right side of the screen.

    5. Change the name of the element to:

      MIO_AGENDA_IGNORE_CHAPTER_REFERENCE (Figure 11, “Element List – Hide Chapter Reference”)

    6. In the line of the element, click on the eye symbol.

      The element will not be shown on the slide and will function as a tag for the slide.

Figure 11. Element List – Hide Chapter Reference

Element List – Hide Chapter Reference

  1. To hide the navigation element on the slide, follow the following steps:

    1. In the empower® Ribbon, navigate to the group Insert.

    2. Click on the button Elements.

    3. Choose the option Shapes.

    4. Insert a shape into the slide.

      The element will now be shown in the list of elements on the right side of the screen.

    5. Change the name of the element to:

      MIO_AGENDA_IGNORE_NAVIGATION (Figure 12, “Element List – Hide Navigation”)

    6. In the line of the element, click on the eye symbol.

      The element will not be shown on the slide and will function as a tag for the slide.

Figure 12. Element List – Hide Navigation

Element List – Hide Navigation

The chapter reference and the navigation element are in general only displayed on the content slides between two agenda slides.

They are not displayed on the agenda slides themselves.

Edit an Agenda Template

If you want to make changes to an existing agenda template or if you want to create a new agenda template based on an existing one, open the existing agenda template from the empower® Library, edit the template and then save it back to the library.

To open the template, open the subsection empower Elements of the section Corporate Design Templates and navigate to the agenda template you want to edit.

Double-click on the template or use the button Insert to open the agenda template in PowerPoint (Figure 13, “Insert Agenda Template”).

Figure 13. Insert Agenda Template

Insert Agenda Template

Now, edit the agenda slides according to your needs.

To do so, refer to the instructions under Create an Agenda Template.

An existing agenda template should already contain all necessary agenda tags.

To check the assigned tags, follow the following steps:

  1. Choose an element from the template that you want to check.

  2. Right-click on the edge of the element.

    The context menu opens.

  3. In the context menu, choose the option Agenda Tags.

    A list with all available agenda tags opens.

  4. Check if a tag has been assigned to the element and if so, check if the correct tag has been assigned to the element.

    The assigned tag is marked by a tick symbol.

    1. If no tag has been assigned to the element, choose the required tag.

      If the correct tag has already been assigned, do not click on the tag again. This would remove the tag.

  5. Repeat this procedure for all elements.

You can press the keys Alt + F10 at the same time to view a list containing all elements that are present on the slide.

Note

It is not possible to select multiple agenda templates at once and to insert them into your presentation.

Therefore, only one agenda template can be edited at the same time.

Overwrite an Agenda Template

To overwrite the existing agenda template, follow the following steps:

  1. Make sure that the slides which contain the agenda template are selected.

    If you have also created a divider slide, this slide must also be included in your selection.

  2. In the empower® Ribbon, navigate to the group Home.

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

  4. Choose the option Save.

  1. Choose the option empower Element.

  2. Then, choose the option Agenda.

  3. Click on the button Save as.

    The library opens in the subsection empower Elements of the section Corporate Design Templates.

  1. Select the agenda template that you want to overwrite.

  2. Click on the button Overwrite (Figure 14, “Overwrite Agenda Template”).

    The agenda settings open.

  3. Check the settings and adjust them if required.

  4. Confirm your settings.

    The previous agenda template which was used to create the new one will be overwritten and cannot be used anymore.

Figure 14. Overwrite Agenda Template

Overwrite Agenda Template

Note

To save an agenda template as a new agenda template and to keep the existing one, see Save an Agenda Template.

Agenda Tags

For the agenda template, there tags which are required for the agenda template to work and tags which can be added optionally to further design the agenda slides.

All required tags are displayed at the top of the list and they are separated from the optional tags by a separator line (Figure 15, “Required Tags in Tag List”).

Figure 15. Required Tags in Tag List

Required Tags in Tag List

The following table provides an overview of all required tags:

Tag

Description

MIO_AGENDA_FIRSTELEMENT

Defines an agenda point on level 1.

MIO_AGENDA_FIRSTELEMENT_NUMBER

Defines the numbering for an agenda point on level 1.

MIO_AGENDA_HIGHLIGHT

Defines a highlighted agenda point on level 1.

MIO_AGENDA_HIGHLIGHT_NUMBER

Defines the numbering for a highlighted agenda point on level 1.

MIO_AGENDA_SUBELMENT

Defines the subitem (level 2) of an agenda point.

MIO_AGENDA_SUBELMENT_NUMBER

Defines the numbering for the subitem (level 2) of an agenda point.

MIO_AGENDA_HIGHLIGHT_SUBELEMENT

Defines the highlighted subitem (level 2) of an agenda point.

MIO_AGENDA_HIGHLIGHT_SUBELEMENT_NUMBER

Defines the numbering of the highlighted subitem (level 2) of an agenda point.

MIO_AGENDA_TITLE

Defines the agenda title.

Important

If a required tag is missing, the agenda template cannot be saved.

Note

If you do not want to have one of the elements with a required tag in your agenda template, you can place an element at the edge of the slide and assign the tag to this element.

Edit the element to make it invisible on the slide. You can then save the agenda template.

The following table provides an overview of all optional tags:

Tag

Description

MIO_AGENDA_FIRSTELEMENT_DURATION

Defines how the duration of an agenda point will be displayed.

MIO_AGENDA_FIRSTELEMENT_SPEAKER

Defines how the speaker of an agenda point will be displayed.

MIO_AGENDA_FIRSTELEMENT_DECORATION

Defines the decoration element for an agenda point on level 1.

MIO_AGENDA_FIRSTELEMENT_PAGENUMBER

Defines how the page number for the agenda point on level 1 will be displayed.

MIO_AGENDA_HIGHLIGHT_SPEAKER

Defines how the speaker of a highlighted agenda point will be displayed.

MIO_AGENDA_HIGHLIGHT_DURATION

Defines how the duration of a highlighted agenda point will be displayed.

MIO_AGENDA_HIGHLIGHT_DECORATION

Defines the decoration element of a highlighted agenda point on level 1.

MIO_AGENDA_HIGHLIGHT_PAGENUMBER

Defines how the page number for a highlighted agenda point on level 1 will be displayed.

MIO_AGENDA_SUBELEMENT_DECORATION

Defines the decoration element of a subitem on level 2.

MIO_AGENDA_SUBELEMENT_PAGENUMBER

Defines how the page number for a subitem on level 2 will be displayed.

MIO_AGENDA_HIGHLIGHT_SUBELEMENT_DECORATION

Defines the highlighted decoration element of a subitem on level 2.

MIO_AGENDA_HIGHLIGHT_SUBELEMENT_PAGENUMBER

Defines how the page number of a highlighted subitem on level 2 will be displayed.

MIO_AGENDA_THIRDELEMENT_DECORATION

Defines the decoration element of a sub item on level 3.

MIO_AGENDA_THIRDELEMENT_NUMBER

Defines the numbering of a sub item on level 3.

MIO_AGENDA_THIRDELEMENT

Defines the subitem (level 3) of an agenda point.

MIO_AGENDA_THIRDELEMENT_PAGENUMBER

Defines how the page number of a subitem on level 3 will be displayed.

MIO_AGENDA_HIGHLIGHT_THIRDELEMENT

Defines the highlighted subitem (level 3) of an agenda point.

MIO_AGENDA_HIGHLIGHT_THIRDELEMENT_DECORATION

Defines the highlighted decoration element for a subitem on level 3.

MIO_AGENDA_HIGHLIGHT_THIRDELEMENT_NUMBER

Defines the numbering of a highlighted subitem (level 3) of an agenda point.

MIO_AGENDA_HIGHLIGHT_THIRDELEMENT_PAGENUMBER

Defines how the page number for a highlighted subitem on level 3 will be displayed.

MIO_AGENDA_AGENDAPOINTSLIDE_SHAPE_NUMBER

Defines how the number of an agenda point will be displayed on its divider slide.

MIO_AGENDA_AGENDAPOINTSLIDE_SHAPE

Defines how the title of an agenda point will be displayed on its divider slide.

MIO_AGENDA_AGENDAPOINTSLIDE_SHAPE_SPEAKER

Defines how the speaker of an agenda point will be displayed on its divider slide.

MIO_AGENDA_AGENDAPOINTSLIDE_SHAPE_DURATION

Defines how the duration of an agenda point will be displayed on its divider slide.

MIO_AGENDA_LASTELEMENT_DECORATION

Defines a decoration element that will always be displayed after the last agenda point.

MIO_AGENDA_SUBLEVELTOLEVEL1_PADDING

Defines an element that determines the space between a subitem on level 3 (and on level 2) and the following agenda point on level 1.

MIO_AGENDA_LEVEL3TOLEVEL2_PADDING

Defines an element that determines the space between a subitem on level 3 and the following subitem on level 2.

MIO_AGENDA_LEVEL1TOLEVEL2_PADDING

Defines an element that determines the space between an agenda point on level 1 and the following subitem on level 2.

MIO_AGENDA_LEVEL2TOLEVEL1_PADDING

Defines an element that determines the space between a subitem on level 2 and the following agenda point on level 1.

MIO_AGENDA_SLIDEDECORATION

Defines a decoration element for the whole agenda slide.

MIO_AGENDA_BREADCRUMB

Defines how the chapter reference will be displayed.

A separator must be defined in the text box.

MIO_AGENDA_NAVIGATIONHIGHLIGHT

Defines the highlighted part of the navigation.

MIO_AGENDA_NAVIGATIONHIGHLIGHTSEPARATOR

Defines the separator that is used to separate the highlighted part and the nonhighlighted part of the navigation.

MIO_AGENDA_NAVIGATIONNONHIGHLIGHT

Defines the nonhighlighted part of the navigation.

MIO_AGENDA_LAST_SLIDE

Defines the slide layout in the master that will always be inserted as last slide after the agenda, and which will always remain on the last position in a presentation.

This tag is assigned in the master template itself.

MIO_AGENDA_IGNORE_CHAPTER_REFERENCE

Defines slide layouts on which the chapter reference will be hidden.

This tag is assigned in the master template itself.

MIO_AGENDA_IGNORE_NAVIGATION

Defines slide layouts on which the navigation elements will be hidden.

This tag is assigned in the master template itself.

Note

The tags that contain AGENDAPOINTSLIDE can only be used on divider slides.

Was this article helpful?

/

Comments

0 comments

Article is closed for comments.