tips & tricks
for translators
PowerPoint & Excel  

Macros in PowerPoint

Örjan Skoglösa

In Powerpoint you do not have such a dot-file. Instead you have to turn your macro into an little program (add-in) and then add (activate) that program to the 'mother' program. Your macro will then be loaded (available) each time you start powerpoint.

To make your macro an add-in you first save the file with the macro as a normal powerpoint PPT-file. Then you choose 'save as' and save (without doing anything else) the PPT-file as an PPA-file. And viola, you have an add-in.

That add-in you then add through Tools -> Add-in -> Add as explained above.

Often you also would like a button that runs the macro or you would like to make the macro auto-run every time you start Powerpoint. See the following link (read to the bottom, then follow the link there) for more details.

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How to align PowerPoint Files


Emilio Benito's suggestion:


How to align two PPT files:

      1. Create a DVI project.

      2. Import source file.

      3. Export to 2-cols, non-reimportable.

      4. Open the 2-cols document with Word.
        Remove all but the source text column. Unhide it. Save as plain text.

      5. Repeat steps 1-4 for target file.

      6. Align the two text files.

      7. Of course, the solution can be used for other file formats.




Ted R. Wozniak's suggestion:

Trans Suite 2000 Align available FREE at aligns PPT files (and lots of others) and produces alignment files suitable for importing into DV, Trados and other TM programs. Once I got used to the keyboard commands and interface, I found it preferable to DV's alignment feature.

It seems Cypresoft is out of business.

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Ungroup Shapes (DV3)

When working with PowerPoint files, many of us have better results when selecting "ungroup shapes."

- In the Project Configuration Window (DV3), select Ungroup Shape when creating a project (or reimport files).

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Changing languages in Powerpoint

There is a macro to change all instances (slides, text boxes, etc.) in a Powerpoint file to your language. The macro was found at Microsoft's Support page. It normally works pretty well.
Click here to download a PPT file containing the macro. Edit the macro inserting your language code in it. The number Déjà Vu uses as a language code is the same number you should insert. Or, click here to check your language code.

To edit the macro:
Open the file in Powerpoint and go to Tools > Macro > Macros and select Language_Change. Press Edit. The language code is in the last "black" line.

Close the Visual Basic Editor screen, and I would suggest to save the file as an add-in (.ppa).

To load an add-in: Tools > Add-in > Add New...

If you save it as a normal Powerpoint file, to have access to the macro, leave the file open while working with the other Powerpoint files.

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Cleaning a Powerpoint file

Örjan Skoglösa

Everybody knows how annoying are those hard-breaks and tab marks in the middle of a Powerpoint file.

Örjan developed a macro to find hard-breaks (LF & CR) and replace them. It is a Powerpoint add-in.

Click here to download the file.

To load an add-in: Tools > Add-in > Add New...

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Counting characters inside a cell

Suppose your source text is in Column A, and target is in Column B.

In Column C type: =LEN(Bn)
where n = line number

Column C will show the number of characters of B.

To flag if you have reached a maximum number of characters allowed in your string,
Márcio Badra (trad-prt) suggested:

Suppose your source text is in Column A, and target is in Column B.

You need a couple of columns to the right of B: column C and D. If they are used, create new ones. You can delete them afterwards.

In column C type: =LEFT(Bn,X)
where n = line number and X is the max. number of characters allowed

In column D type: =EXACT(Bn,Cn)
where n = line number

Lines where the target is X characters or less will show "TRUE," otherwise "FALSE."

Steven Marzuola

where n = line number and X is the max. number of characters allowed
This will directly flag T or F

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Merging Cells in Excell

Steven Marzuola

The subroutine "Multimerge" is probabyl the most well written and generally useful routine in this group and might work for you as written. It calls another routine "MergeStep". To use it, first select the area that includes the cells to be merged.

This line:
ActiveCell.Replace What:="oF", Replacement:="°F", MatchCase:=True
can probably be deleted. It was added to replace a superscript letter 'o' with a degree symbol.

Subroutine "MergeGroup5" works differently from "Multimerge". It assumes that the area to be merged is 5 columns wide, and has a variable number of rows. It then does the selection for you, which might save time. But your text area needs to have an empty cell in the row after the area.

You put the cursor in the left uppermost cell, and the routine searches down until it finds an empty cell.

Note that "MergeGroup5" calls "MergeGroupVariable" with an argument of 4. If your text areas are only one column wide, replace this with 0.


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Linebreaks inside a cell

Sometimes you will find a line break (new paragraph/line) inside a cell in Excel. The problem is that when exporting your translated file from DV, this hardbreak will make Excell to insert a new cell. To solve this problem, replace hardbreaks with a flag (e.g.: <linebreak>); translate; and replace it back after exporting.

To find and replace in Excell, you can use "Alt+0010" inside the Find & Replace box. You will not see anything in Excel's F&R box, but the code is there.

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