Manage Content in empower®

Available from Version: - 

Operating System: Windows 

empower® Add-in: Template Management

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

When you have created new content such as documents or 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

All user interface terms in the instructions refer to the empower® User Interface for PowerPoint. In Word and Excel, the user interface might differ slightly.

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 documents, see Create a New Document.

For further information regarding the creation of new workbooks, see Create a New Workbook.

Save Content to the Library

Once you have created new content in one of the Office applications, 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.

    If you want to save the entire document, 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 1411, “Button Library”).

Figure 1411. Button Library

Button Library

  1. In the drop-down menu, click on the option Save (Figure 1412, “Option Save”).

    A menu opens.

Figure 1412. 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 1413, “Button Save as”).

    The library opens.

Figure 1413. 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 1414, “Button Save in Library”).

Figure 1414. 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 1415, “Button Overwrite in Library”).

Figure 1415. Button Overwrite in Library

Button Overwrite in Library

Important

Document Templates with relative links cannot be saved in the empower® Library.

A dialog box opens (Figure 1416, “Document Template with Relative Links”).

Figure 1416. Document Template with Relative Links

Document Template with Relative Links

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.

Note

The selection of element types varies in the Office applications.

Note

Document Templates in which the built-in feature Restrict Editing in Word has been used can be saved but they cannot be downloaded from the empower® Library afterwards.

Therefore, make sure this feature has not been used on Document Templates that you save to the empower® Library.

Save and Edit Content Blocks

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To save a content block to the empower® Library, select the content block you want to save and then follow steps 2 to 4 under Save Content to the Library.

Then, select the option Content Block (Figure 1417, “Save Content Block” (1)) from the list and click on the button Save as (Figure 1417, “Save Content Block” (2)).

Now, save the content block to the desired storage location.

Figure 1417. Save Content Block

Save Content Block

If you have used text styles for the content block, these text styles are preserved when saving the content block.

When the content block is inserted into a document with a different design, the content block therefore adapts to the design and adheres to the respective text styles in this document.

Note

The thumbnail in the empower® Library always shows the style the content block was saved in.

Overwrite Content Blocks

To be able to overwrite the content block, follow the following steps:

  1. Insert the content block from the empower® Library.

  1. If it is not already available in your ribbon tabs, add the tab Developer to your ribbon tabs.

    For further information, see Show the Developer Tab in Word.

  2. Navigate to the tab Developer and click on the button Design Mode (Figure 1418, “Enter Design Mode”).

    You can now see the start and end marker for the rich text content control (Figure 1419, “Start and End Marker for Content Control”).

Figure 1418. Enter Design Mode

Enter Design Mode

Figure 1419. Start and End Marker for Content Control

Start and End Marker for Content Control

  1. To delete the rich text content control, right-click on the start marker and choose the option Remove Content Control (Figure 1420, “Option Remove Content Control”).

  2. Click on the button Design Mode again to disable the Design Mode.

    If you do not leave the Design Mode, you will not be able to save the content block.

  3. Now, make your changes to the content block.

  4. Save the content block back to the empower® Library under the same storage location and under the same name.

    A dialog box opens.

Figure 1420. Option Remove Content Control

Option Remove Content Control

  1. In this dialog box, confirm that you want to overwrite the content block by clicking on the button Yes (Figure 1421, “Dialog Box on Overwrite”).

Figure 1421. Dialog Box on Overwrite

Dialog Box on Overwrite

If you do not delete the rich text content control, a dialog box opens when you try to overwrite the content block (Figure 1422, “Dialog Box for Selected Content Block”).

This is due to the fact that a content block cannot be saved if it is present in the currently open document.

Figure 1422. Dialog Box for Selected Content Block

Dialog Box for Selected Content Block

If you are still in Design Mode while saving a content block, a dialog box opens (Figure 1423, “Dialog Box for Design Mode”).

Leave Design Mode to save the content block.

Figure 1423. Dialog Box for Design Mode

Dialog Box for Design Mode

Note

The same method can be used if you have multiple content blocks in a document and want to compose a new content block out of existing content blocks and new text ranges.

Important

Once you remove the start and end marker of the content block, the content block will not be updated anymore.

Save and Edit Table Sizes

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If you have already defined a table (column widths, total width) within your workbook, select it to save it and 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 1424, “Button Library”).

Figure 1424. Button Library

Button Library

  1. Click on the option Save (Figure 1425, “Option Save”).

Figure 1425. Option Save

Option Save

  1. Then click on the option Table Size (Figure 1426, “Save Table Size” (1)).

  2. Select the option Save as (Figure 1426, “Save Table Size” (2)).

  3. Navigate to the desired storage location, give the table size a name and confirm your selection.

    The table size is saved.

Figure 1426. Save Table Size

Save Table Size

If you have not yet defined a table, follow the following steps:

  1. Navigate to the group Insert in the empower® Ribbon and click on the button Elements (Figure 1427, “Button Elements”).

Figure 1427. Button Elements

Button Elements

  1. Select the option Tables (Figure 1428, “Option Tables”).

Figure 1428. Option Tables

Option Tables

  1. Then select the option Table Size (Figure 1429, “Options in Table Sizes” (1)).

  2. Then select the option Create Table Sizes (Figure 1429, “Options in Table Sizes” (2)).

    A new workbook opens.

Figure 1429. Options in Table Sizes

Options in Table Sizes

  1. Apply your desired formatting to each column (Figure 1430, “Workbook to Define Table Sizes”):

    1. Column A – Name of the table size set

    2. Column B – Name of the table size

    3. Column C – Total width of the table in centimeters (cm)

    4. Column D et sqq. – Individual fixed column widths

    You can define multiple table sizes from the table in the workbook that opens and then upload them as a set to the library.

  2. Save the table size to the empower® Library.

    The workbook closes automatically.

Figure 1430. Workbook to Define Table Sizes

Workbook to Define Table Sizes

Note

It is not necessary to manually set an individual column width for each column. The width of all columns that are not manually defined is automatically calculated and set to the total width of the table based on the remaining width.

A brief guide to the available settings can also be found in the workbook that opens.

To edit table sizes, follow the following steps:

  1. Navigate to the group Insert in the empower® Ribbon and click on the button Elements (Figure 1427, “Button Elements”).

  2. Select the option Tables (Figure 1428, “Option Tables”) and Table size (Figure 1431, “Option Manage table sizes” (1)).

  3. Then select the option Manage table sizes (Figure 1431, “Option Manage table sizes” (2)).

    The library opens in the section Table sizes.

  4. Select the table size you want to edit and double-click to open it.

    A new workbook opens.

  5. Adjust the table sizes according to your requirements and save it back to the empower® Library.

    1. Keep the table size name to overwrite it.

    2. Change the table size name to create a new table size.

Figure 1431. Option Manage table sizes

Option Manage table sizes

Note

If the User Library is enabled in your empower® Environment, you can save table sizes to your User Library.

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 1432, “Button Save”).

Figure 1432. 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.

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 1433, “Button More Settings…”).

Figure 1433. Button More Settings…

Button More Settings…

Here, you have three options (Figure 1434, “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 1434. 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

The advanced settings are only available in PowerPoint.

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 1435, “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 1435. Update Settings

Update Settings

Set Documents as Default

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If you have been granted admin permissions, you can set a company default template in Word or Excel that will be used for the whole company. The saving process is the same in both Office applications and is explained based on empower® in Word.

To do so, follow the following steps:

  1. Open the empower® Library.

  1. In the section Corporate Design Templates, navigate to the required subsection Document Templates.

  1. Right-click on the template you want to define as the company default.

    A context menu opens.

  1. In the context menu, click on the option Set as default (Figure 1436, “Option Set as default”).

    A dialog box opens.

Figure 1436. Option Set as default

Option Set as default

  1. Read the message carefully and make sure all users have permissions to access the template.

  2. In the dialog box, confirm the new company-wide default by clicking on the button Yes (Figure 1437, “Dialog Box for New Company Default”).

Figure 1437. Dialog Box for New Company Default

Dialog Box for New Company Default

The template will now be marked as the Company's Default (Figure 1438, “Document Template with Label”).

Figure 1438. Document Template with Label

Document Template with Label

To revoke your choice for the company-wide default, right-click on the template and choose the option Remove default (Figure 1439, “Option Remove default”).

A dialog box opens.

Figure 1439. Option Remove default

Option Remove default

To confirm the process, click on the button Yes (Figure 1440, “Dialog Box for Removal of Company Default”).

Figure 1440. Dialog Box for Removal of Company Default

Dialog Box for Removal of Company Default

Important

If you set or remove the company default, your changes take effect for all users after the next synchronization and after a restart of the Office application.

Note

Alternatively, you can access the options Set as default and Remove default in the navigation bar via the group Selection.

Note

For information regarding a company-wide default master in PowerPoint, see Use Master Templates.

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 1441, “Button Cut”).

Figure 1441. 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 1442, “Button Copy”).

Figure 1442. 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 1443, “Button Paste”).

Figure 1443. 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.

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 1444, “Button Rename”).

Figure 1444. Button Rename

Button Rename

Type in the new element name (Figure 1445, “Rename Element”).

Figure 1445. 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.

Delete Content

To delete content, select it in the library. Then, navigate to the group Organize and click on the button Delete (Figure 1446, “Button Delete”).

Figure 1446. 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 1447, “Dialog Box for Folder Deletion”).

Figure 1447. 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 1448, “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 1448. 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 1449, “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 1449. 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 1450, “Dialog Box for Root Element Deletion”).

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

Figure 1450. 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.

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