Define editable text in Powerpoint
October 21, 2022 8:45 AM Subscribe
I am using PowerPoint 365 on a Mac. I often create templates and I would like to make them such that some of the text can be edited by a user but other text as well as the layout and sizing of the objects are locked.
Essentially, I am making a PowerPoint slide and I would like other people to be able to provide some of the content.
I have boxes that have instructional text asking the user for information. I'd like user to be able to edit just that text.
Ideally, they'd click or double-click that text and start typing away and their new content would replace that text rather than add to it. I do not want them to be able to edit the size of a text box, or adjust the position or size of any of the other elements on the page.
Is there a way to do this? If so, is there a clear tutorial somewhere? I feel like maybe Master slides can help, but I am not sure how to use those effectively.
I am on a Mac, which I understand is missing some of the features available on Windows.
Essentially, I am making a PowerPoint slide and I would like other people to be able to provide some of the content.
I have boxes that have instructional text asking the user for information. I'd like user to be able to edit just that text.
Ideally, they'd click or double-click that text and start typing away and their new content would replace that text rather than add to it. I do not want them to be able to edit the size of a text box, or adjust the position or size of any of the other elements on the page.
Is there a way to do this? If so, is there a clear tutorial somewhere? I feel like maybe Master slides can help, but I am not sure how to use those effectively.
I am on a Mac, which I understand is missing some of the features available on Windows.
I think master slides are the way to go. You could also PDF the parts you want to have staying fixed and use those as background elements that you place the text boxes over. You might also be able to lock objects but I don’t know if Mac differs in this feature.
posted by music for skeletons at 12:38 PM on October 21, 2022
posted by music for skeletons at 12:38 PM on October 21, 2022
I design PowerPoints on a Mac. The locking feature is not available for us last time I checked.
The very top master page is what I like to call “the master of all masters.” Changes you make there (font, footer/page numbers, even placement and alignment of text boxes) will also happen to all of the master pages below it*. This is great because you only have to make one change instead of a change to every master page. Edit one of the already existing master pages to fit your design. You can also duplicate an existing master page and rename it if you want to keep the original for reference. Take either the title and content (if your design in one big text box) or title and two content master slides (if you want a two column layout).
Leave the master placeholders as area where the user can type. Don’t put anything in them. Then add a new text box (doesn’t need to be a “placeholder” text box) and type your instructions or whatever you don’t want them to be able to move or erase. Technically, I believe you can type into the placeholders but there is no way for it to disappear like you see on a web form.
You can not stop people from shifting editable text boxes. However, any non-editable text boxes or graphics on the master page should not be able to be moved by the user. If you set up the master pages correctly and someone moves the text box they typed into you can hit the layout reset button and it should all snap back into place.
*for some reason, the changes made to the top master placement and size of the placeholder boxes do not all apply to the two column master page. So you need to check that it’s set up correctly on the master page itself.
posted by Bunglegirl at 7:06 PM on October 24, 2022
The very top master page is what I like to call “the master of all masters.” Changes you make there (font, footer/page numbers, even placement and alignment of text boxes) will also happen to all of the master pages below it*. This is great because you only have to make one change instead of a change to every master page. Edit one of the already existing master pages to fit your design. You can also duplicate an existing master page and rename it if you want to keep the original for reference. Take either the title and content (if your design in one big text box) or title and two content master slides (if you want a two column layout).
Leave the master placeholders as area where the user can type. Don’t put anything in them. Then add a new text box (doesn’t need to be a “placeholder” text box) and type your instructions or whatever you don’t want them to be able to move or erase. Technically, I believe you can type into the placeholders but there is no way for it to disappear like you see on a web form.
You can not stop people from shifting editable text boxes. However, any non-editable text boxes or graphics on the master page should not be able to be moved by the user. If you set up the master pages correctly and someone moves the text box they typed into you can hit the layout reset button and it should all snap back into place.
*for some reason, the changes made to the top master placement and size of the placeholder boxes do not all apply to the two column master page. So you need to check that it’s set up correctly on the master page itself.
posted by Bunglegirl at 7:06 PM on October 24, 2022
The entire time I was typing the above answer I was trying to think of a way to say that PowerPoint isn’t for that. It’s a presentation tool foremost even though a lot of people use it in other ways, and that’s why it doesn’t have the features you’re looking for. If I was making templates with that functionality I would design the layout in my design tool of choice (PowerPoint, word, InDesign, etc.) then turn it into a useable form in Acrobat Pro. Acrobat may have more of the functionality you’re looking for if you’re willing to look at other programs.
posted by Bunglegirl at 7:19 PM on October 24, 2022
posted by Bunglegirl at 7:19 PM on October 24, 2022
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I'm not sure it's possible to do exactly what you want in PowerPoint, but Master slides will get you most of the way there. While in Slide Master view, place any elements you do not want users to be able to edit. Then place your editable text boxes using the "Insert Placeholder" tool on the Slide Master tab. You can format the size, position, fonts, etc. and add placeholder text. If you then switch to normal view, you will see that your placeholder text boxes are clickable and editable by the user as you desire, but other items are not.
This mostly works, but there are 2 problems. First, I don't think you can prevent users from moving the placeholder text boxes around or changing their size; AFAIK, the most you can do is lock the aspect ratio by choosing that option under "Size" in the "Format Shape" menu (and they could always uncheck it if they're truly dedicated). Second, if any of your users are savvy enough to get to Slide Master view, they could absolutely wreak havoc with the whole thing... but I imagine it's unlikely that anyone would go the trouble to do that.
posted by purplemonkie at 9:32 AM on October 21, 2022 [2 favorites]