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Using Responsive LookUp for Microsoft PowerPoint
Updated 3 months ago

Overview

Responsive LookUp is an add-on feature and must be enabled prior to use. Contact the Customer Success Team, or customersuccess@responsive.io, to enable it.

Responsive LookUp for PowerPoint allows you to access your curated content stored in Responsive outside the platform. You can access information in your Answer Library, create PowerPoint presentations from templates stored in your Responsive Document Library, and more.

You must be running Microsoft PowerPoint 2011 or later to use this feature.

You need to use content from your Answer Library in a PowerPoint presentation, use slides stored in your Document Library in another presentation, or Create a presentation from a template stored in the Document Library.

Select the applicable tab for your edition of Responsive.

  • Creating and Uploading Content Using Responsive LookUp for PowerPoint

    Once you are connected to Responsive, the lookup pane shown below will be displayed:

    2.PNG

    You can create a new presentation from an existing template in your company or you can open any presentation in your project and work on it.

    Templates

    To create a new presentation from a template in your company, select the option New Presentation from Template

    2.PNG

    Available templates will be displayed.

    Searching Templates

    You can search for a template from the Search Template field. You can also perform an advanced search by clicking the mceclip5.png icon adjacent to the Search Template field. The Search section will be expanded as shown below:

    Search_templates.PNG

    You can search based on keywords, tags, and project types.

    Template View

    Templates are displayed in Thumbnail view by default. Click the icon on the bar to see them in List view.

    template_thumbnail.PNG

    Viewing Templates

    Response templates that are available in PowerPoint format for your company will be displayed under Templates. You can view the templates and available slides by clicking on a template.

    To view the template properties, click the mceclip9.png icon associated with it. The template properties will be displayed.

    template_info.PNG

    To apply this template and create a new PowerPoint deck, click themceclip11.png icon associated with the template.

    6.PNG

    You can make the required edits and click the save icon from the right pane to save this template.

    You can enter a name for the PowerPoint deck and select a project from the Project Name drop-down to select where you want to save the deck. Click Save.

    presentation_save_new_project.PNG

    Alternatively, you can select New Project from the Project Name drop-down, create a new project by entering the details and save the document to a new project.

    presentation_save.PNG

    By clicking the drop-down icon adjacent to the save icon, you will be shown two options, Save and Save As. You can select the required option to save and proceed.

    Slides

    All PowerPoint slides available in your organization’s document library will be displayed here. To view and use the slides available in your company, click Slides. The slides pane will be displayed as shown below:

    7.PNG

    • The slide count for each of the documents will be displayed adjacent to the slide name.
    • To apply the slides to your PowerPoint deck, click the mceclip17.pngicon.
    • To view the slide properties, click the mceclip18.pngicon.

    Search Slides

    You can search for slides using keywords or executing an advanced search by clicking the mceclip5.png icon. The keywords can be the slide name or any term within the slides. The advanced search section will be expanded with the following options:

    Images_search.PNG

    Viewing Slides

    To view the slides in each PowerPoint deck, you can click on the deck. The deck will be opened and each slide will be displayed.

    To apply any slide, select the associated check box, and click Apply Selected Slides. Alternatively, you can click the mceclip20.pngicon associated with a slide.

    8.PNG

    To apply all slides, you can click the mceclip22.pngicon near the PowerPoint deck name. Alternatively, you can select the Select All checkbox and click Apply Selected Slides. You can choose to apply it using the source formatting or the destination formatting.

    Slides_apply.PNG

    To view the slide properties, click the info icon near the slide name.

    view_slide_properties.PNG

    Images

    From this tab, you can directly add images from your document library to the PowerPoint deck. JPG, PNG and GIF images will only be displayed here.

    Searching Content

    You can search for images using a keyword search or by doing an advanced search by clicking Images. For a keyword search, only the image name will be searched.

    mceclip34.png

    Applying Images

    To apply an image, you can select the checkbox associated with the image and click Apply Selected Image. All selected images will be added to the PowerPoint deck.

    9.PNG

    The image will be added to the slide, which can be resized as required.

    Answer Library

    From this tab, you can directly add content from your answer library to the PowerPoint presentation. The Q&A pair, and its associated metadata, such as star rating, used count, etc., will also be displayed.

    Searching Content

    You can search for Answer Library content using a keyword search as well as an advanced search.

    AL_Advance_Search.PNG

    New User Experience - LookUp for Documents

    If you have enabled the New User Experience and opted in, you can click the toggle at the top of the right pane to include documents and images from your Content Library. 

    Hover over a document card to see the Open in a new window, View Properties, and Mark as My Favorite/Remove from My Favorites icons. Click the Preview icon to see a preview of the document.

    Lookup_3.PNG

    The Preview pane shows the document or file.

    Lookup_for_Docs_-_cropped.png

    Icons on the page allow users to view and take action:

    1. See details about the file
    2. Send an email with a link to recipients
    3. Download the file
    4. Page through the document if it has multiple pages
    5. Display the preview in a separate window
    6. The document’s filename, size and version
    7. Metadata, including the use count and date of last update
    8. Display the document
      1. Thumbnails
      2. Outline
      3. Attachments
    9. Search within the document including graphics
    10. Page through the document or enter the page number
    11. Zoom controls
    12. More options, including Presentation mode, go to the first or last page, rotate clockwise or counterclockwise, enable the text selection or hand tool, scrolling, properties, and more

    When searching for content, you can choose Q&A pairs, documents or both.

    Lookup_4.PNG

    Applying Answer Library Content

    To apply Answer Library content, you can click the mceclip27.png icon associated with the content.

    To copy and paste the content to the required area in the PowerPoint deck, click the mceclip28.png icon and then paste it in the required area.

    14.PNG

    To view properties associated with the content, click the View Properties icon.

    mceclip29.png

    Once the Answer Library content is applied in the PowerPoint deck, you can modify it; however, you cannot save it back to the Answer Library.

    Projects

    To view the project documents and apply them to the PowerPoint deck, select More options and then Projects.

    More_projects_2.png

    The list of company projects available for you will be displayed. You can search for a project or click the down arrow to perform an advanced search. When you find the one you want, click on it to view and add its available slides. You can also save your document to the selected project.

    Alternatively, you can create a new project by clicking New Project, entering the details and uploading the document.

    Projects.PNG

    If you try opening an existing project document, it will override the document you are working on. Ensure that you save the document before opening another document.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Creating and Uploading Content Using Responsive LookUp for PowerPoint

    Once you are connected to Responsive, the lookup pane shown below will be displayed:

    2.PNG

    You can create a new presentation from an existing template in your company or you can open any presentation in your project and work on it.

    Templates

    To create a new presentation from a template in your company, select the option New Presentation from Template

    2.PNG

    Available templates will be displayed.

    Searching Templates

    You can search for a template from the Search Template field. You can also perform an advanced search by clicking the mceclip5.png icon adjacent to the Search Template field. The Search section will be expanded as shown below:

    Search_templates.PNG

    You can search based on keywords, tags, and project types.

    Template View

    Templates are displayed in Thumbnail view by default. Click the icon on the bar to see them in List view.

    template_thumbnail.PNG

    Viewing Templates

    Response templates that are available in PowerPoint format for your company will be displayed under Templates. You can view the templates and available slides by clicking on a template.

    To view the template properties, click the mceclip9.png icon associated with it. The template properties will be displayed.

    template_info.PNG

    To apply this template and create a new PowerPoint deck, click themceclip11.png icon associated with the template.

    6.PNG

    You can make the required edits and click the save icon from the right pane to save this template.

    You can enter a name for the PowerPoint deck and select a project from the Project Name drop-down to select where you want to save the deck. Click Save.

    presentation_save_new_project.PNG

    Alternatively, you can select New Project from the Project Name drop-down, create a new project by entering the details and save the document to a new project.

    presentation_save.PNG

    By clicking the drop-down icon adjacent to the save icon, you will be shown two options, Save and Save As. You can select the required option to save and proceed.

    Slides

    All PowerPoint slides available in your organization’s document library will be displayed here. To view and use the slides available in your company, click Slides. The slides pane will be displayed as shown below:

    7.PNG

    • The slide count for each of the documents will be displayed adjacent to the slide name.
    • To apply the slides to your PowerPoint deck, click the mceclip17.pngicon.
    • To view the slide properties, click the mceclip18.pngicon.

    Search Slides

    You can search for slides using keywords or executing an advanced search by clicking the mceclip5.png icon. The keywords can be the slide name or any term within the slides. The advanced search section will be expanded with the following options:

    Images_search.PNG

    Viewing Slides

    To view the slides in each PowerPoint deck, you can click on the deck. The deck will be opened and each slide will be displayed.

    To apply any slide, select the associated check box, and click Apply Selected Slides. Alternatively, you can click the mceclip20.pngicon associated with a slide.

    8.PNG

    To apply all slides, you can click the mceclip22.pngicon near the PowerPoint deck name. Alternatively, you can select the Select All checkbox and click Apply Selected Slides. You can choose to apply it using the source formatting or the destination formatting.

    Slides_apply.PNG

    To view the slide properties, click the info icon near the slide name.

    view_slide_properties.PNG

    Images

    From this tab, you can directly add images from your document library to the PowerPoint deck. JPG, PNG and GIF images will only be displayed here.

    Searching Content

    You can search for images using a keyword search or by doing an advanced search by clicking Images. For a keyword search, only the image name will be searched.

    mceclip34.png

    Applying Images

    To apply an image, you can select the checkbox associated with the image and click Apply Selected Image. All selected images will be added to the PowerPoint deck.

    9.PNG

    The image will be added to the slide, which can be resized as required.

    Answer Library

    From this tab, you can directly add content from your answer library to the PowerPoint presentation. The Q&A pair, and its associated metadata, such as star rating, used count, etc., will also be displayed.

    Searching Content

    You can search for Answer Library content using a keyword search as well as an advanced search.

    AL_Advance_Search.PNG

    New User Experience - LookUp for Documents

    If you have enabled the New User Experience and opted in, you can click the toggle at the top of the right pane to include documents and images from your Content Library. 

    Hover over a document card to see the Open in a new window, View Properties, and Mark as My Favorite/Remove from My Favorites icons. Click the Preview icon to see a preview of the document.

    Lookup_3.PNG

    The Preview pane shows the document or file.

    Lookup_for_Docs_-_cropped.png

    Icons on the page allow users to view and take action:

    1. See details about the file
    2. Send an email with a link to recipients
    3. Download the file
    4. Page through the document if it has multiple pages
    5. Display the preview in a separate window
    6. The document’s filename, size and version
    7. Metadata, including the use count and date of last update
    8. Display the document
      1. Thumbnails
      2. Outline
      3. Attachments
    9. Search within the document including graphics
    10. Page through the document or enter the page number
    11. Zoom controls
    12. More options, including Presentation mode, go to the first or last page, rotate clockwise or counterclockwise, enable the text selection or hand tool, scrolling, properties, and more

    When searching for content, you can choose Q&A pairs, documents or both.

    Lookup_4.PNG

    Applying Answer Library Content

    To apply Answer Library content, you can click the mceclip27.png icon associated with the content.

    To copy and paste the content to the required area in the PowerPoint deck, click the mceclip28.png icon and then paste it in the required area.

    14.PNG

    To view properties associated with the content, click the View Properties icon.

    mceclip29.png

    Once the Answer Library content is applied in the PowerPoint deck, you can modify it; however, you cannot save it back to the Answer Library.

    Projects

    To view the project documents and apply them to the PowerPoint deck, select More options and then Projects.

    More_projects_2.png

    The list of company projects available for you will be displayed. You can search for a project or click the down arrow to perform an advanced search. When you find the one you want, click on it to view and add its available slides. You can also save your document to the selected project.

    Alternatively, you can create a new project by clicking New Project, entering the details and uploading the document.

    Projects.PNG

    If you try opening an existing project document, it will override the document you are working on. Ensure that you save the document before opening another document.

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