This applies to:
Available with the following QorusDocs Editions:
While you’re working on a presentation in PowerPoint, you can use the QorusDocs add-in to find slides from different presentations and insert them into the one you’re currently working on.
Before you can do that though, you’ll need to make sure that you have the right version of the PowerPoint desktop app.
- For Windows users: your Office on Windows should be at least version 2011 (Build 13426.20184) or later
- For Mac users: your Office apps on Mac should be at least version 16.43 or later
If you’re not sure how to check which version you’re on, here’s a support article from Microsoft that might help.
In this article, we’ll cover the following:
- Inserting a full deck of slides
- Choosing first and inserting only the slides that you select
- Personalizing presentations fast with smart fields and smart rules
- Determining how formatting gets handled
1. Inserting a full deck of slides
While you’re working in PowerPoint, in any presentation, open the QorusDocs Add-in and navigate to, or search for, the slide deck you’d like to insert. As you hover your mouse over the file name in the Search results pane, click on the ‘insert’ icon to insert the full deck into the presentation you’re working on.
Alternatively, you could click on the file name first to expand the search result and see a thumbnail preview of the slide deck, and then click on ‘insert’:
You should see all the slides from that slide deck in your presentation, just below the slide you were currently on when you clicked ‘insert’, or if you've selected the space between two slides, that's where they'll get inserted:
Please note that if the ‘insert’ button is grayed out for you and nothing happens, then in all likelihood you don’t have the correct version of Office. You can learn about the minimum required version and how to check that at the top of this article here.
2. Choosing first and inserting only the slides that you select
If you’d rather pick and choose the slides you’d like to insert, instead of inserting the whole deck, you can do that from the Gallery Preview.
To go there, click on ‘Preview’ first:
And then in the pop-up window that comes up next, click on the ‘Gallery Preview’ icon (the one with the four squares). From there, you can click on the slides you’d like to select and then click on ‘insert selected as slides’:
Sidenote: you might notice that there is also an option, in the preview screen featured in the screenshot above, to ‘insert selected as images’. Only use this option if you don’t want to edit or animate the slides you insert since this will insert a static screenshot image of each slide.
3. Personalizing presentations fast with smart fields and smart rules
If your slides contain smart fields and/or smart rules, you can instantly personalize them as you insert them into your working presentation.
For example, the slide below contains the smart field <Client Company Name> and others highlighted below in blue:
When we insert this slide, QorusDocs presents us with a smart field form, where we can enter the real customer’s company name:
After it has been inserted, it will look like this:
To learn more about Smart Fields and Smart Rules and how you can use these to automate the personalization process, click here.
4. Determining how formatting gets handled
When the slides you’re inserting and the presentation you’re working on have a different theme applied, you can decide how you’d like your inserted slides to be formatted after you’ve clicked on the insert button.
Under the ‘more’ menu in the top nav, click on ‘My settings’:
There, you’ll find the ‘use source formatting’ checkbox:
This box is checked by default, which means that what you see when you’re previewing the slides in the QorusDocs is what you’ll get after you’ve clicked on insert:
If you’d rather have the inserted slide take on the appearance of the destination presentation, you can uncheck that box. Using the same example as above, this is what this might look like:
You can always edit the slides you’ve inserted along with the rest of the presentation you’re working on.