Do you copy and paste text from Word Into PowerPoint? Naughty ! Naughty!!

There comes a time when someone gives you a 200 pages document and ask you to create a PowerPoint presentation. You get so frustrated looking at the document that you wish you could tell this person where to stick it! On the wall Ofcourse (I know what you dirty mind people were thinking ;)

Anyways It seems more of a daunting task than it actually is!

PowerPoint, as you may be aware, uses Slides. Word on the other hand uses pages. Now if we are talking about a Title and text content slide in PowerPoint then you mainly enter text in bullet format.

The question is when you try to import Word document into Powerpoint how does it know what to import as first level Bullet, second level, third level and so on and how do we ensure that a large chunk of data which as effectivly paragraphs with lots and lots of lines do not get imported?

The goood question deserves a Good answer!

In Word there are something called Styles such as Heading 1 , Heading 2, heading 3, etc... These styles have various uses such as creating a Table of content, etc... but these are also very important for importing into PowerPoint.

The most important thing to remember is that whatever you have as Heading 1 in Word becomes a Title of a slide in PowerPoint Heading 2 becomes 1st Level Bullet, Heading 3 becomes 2nd level bullet and so on.

So if you had 10 heading 1 in your Word document then you should expect to see 10 slides being created.

Note that anything that is Normal style (which generally are thelarge paragraphs) do not get imported into Excel at all. If you really had to import them in to Powerpoint then you should apply one of teh heading styles as mentioned above!

Once you have applied teh relevant heading styles to the text in Word simply open teh existing PowerPoint file where you'd like to import the text or create a new one if necessary. Also please remember taht teh new slides that will be created will be placed below teh slide that you are currently on.

If you are using PowerPoint 2003 then you have to choose Insert > Slides from Outline...
Locate your files and then click the insert button.

You will see that magically new slides get created extracting the data from Word as bullet points confining to the rule mentioned above.

If you are using PowerPoint 2007 then you have to choose Home Tab on the ribbon
choose the drop down arrow next to the New Slide... button.

Choose Slides from outline...

Locate your word file and then simply press the insert button

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