PowerPoint Notes

Info-things on PowerPoint usage including tips, techniques and tutorials.

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Wednesday, November 14, 2018, posted by Geetesh Bajaj at 9:30 am

If you are confused about what Unicode is, what Unicode fonts are, and where do single-byte and double-byte fonts fit in, then here’s a simple explanation about Unicode and Unicode fonts. About single-byte and double-byte fonts, we will refer to them in this post, and also link to another post.

What is Unicode?

First, let us explore what Unicode is? Unicode is a standard that provides a unique number for every character, known as the Unicode character code. For example, look at this Symbol dialog box in Microsoft PowerPoint. You can see that the character associated with small-case ‘a’ is represented by Unicode character code 0061, as shown highlighted in red in Figure 1, below.

Symbol dialog box in PowerPoint
Figure 1: Symbol dialog box in PowerPoint

Before the Unicode standard, any font foundry could use their own proprietary standards, and even the same foundry could use more than one standard. Predictably, this caused so much confusion.

Now, you can insert any character, even something that you don’t see in your keyboard if you know its Unicode character code. For example, if you know that the Unicode character code for the dollar sign is 0024, you can just type in 0024 in the Character Code box shown in the Symbol dialog box (see Figure 1), and click the Insert button. The dollar sign is inserted next to your active insertion point in PowerPoint.

But you may also hear about another standard called ASCII. Do note that the ASCII standard is a subset of the Unicode standard. The ASCII standard allows fewer characters than Unicode, so Unicode just absorbs all ASCII characters and builds up much further.

What is a Unicode Font?

Although you may imagine that any font that uses Unicode character codes would be a Unicode font, that’s not exactly true. That’s because Unicode standards were intended to cover every character in every known language script. That’s a very ambitious aim, and not one font possesses all the characters prescribed in the Unicode standard. Did you know that the Unicode 8 standard contains 120,737 characters?

But most fonts do not need so many characters. They work happily within the constraints of the ASCII standard. Depending on whether they use single-byte encoding or double-byte encoding, they are just known as single-byte and double-byte fonts.

So are any Unicode fonts installed as part of Microsoft Windows? Yes indeed, Arial, Times New Roman, and some other fonts are Unicode fonts because they surpass the limit of ASCII encoded fonts.

To paraphrase, Unicode fonts are named after the Unicode standard that stipulates a Unicode character code for each character.

Unicode’s latest standards attempt to encompass every known character or glyph in every language and provide each of them with a unique Unicode character code.

Characters are sometimes called glyphs, but there is a small difference between these terms. The important part is that you cannot expect each glyph to be represented in a font that follows Unicode standards. The plain Arial font that ships with Windows contains 3,988 glyphs, Arial Unicode MS has a larger number of 50,377 glyphs. Google’s Noto on the other hand possesses 65,535 glyphs. All three of them are Unicode fonts, but from the number of glyphs that each contains, you can understand that even all Unicode fonts are not created equal.

Are Glyphs and Characters Different?

For all practical purposes, a glyph and a character could be the same, but can’t you already hear purists denouncing this simple explanation? So, let’s get into some detail.

Have you seen fonts that have ligatures that encompass two characters such as “fi” or “fl”, as shown in Figure 2, below? In such cases, “fi” is a glyph composed of two characters, “f” and “i”. That’s the reason, a Unicode font typically has more glyphs than characters.

With and without ligatures
Figure 2: With and without ligatures

Yes, this is not a complete explanation of differences between glyphs and characters, but it does help you understand that they are not the same.

So do all fonts use Unicode character codes? Not at all–in fact, very few fonts do so. All remaining fonts can be further divided into single-byte and double-byte fonts. To repeat once again, the character codes they use are essentially ASCII, but since Unicode built itself over the ASCII standard, you may imagine that these fonts use Unicode character codes. But that’s not the real story!

Thanks to Steve Rindsberg, who helped me make this post simpler and logical.

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Thursday, August 9, 2018, posted by Geetesh Bajaj at 10:00 am

Do you see charts with data labels that read [CELLRANGE] rather than a real value or number? Do you see this behavior more in PowerPoint slides you receive from others, rather than the slides you create yourself? This is a known bug, and can effect users of PowerPoint 2010 and older versions if they open slides with charts created in PowerPoint 2013 and newer versions.

Look at this chart created in PowerPoint 2016 for Windows, as shown in Figure 1, below. You will notice that the data labels have been highlighted in red.

Slide with data labels in PowerPoint 2016 for Windows
Figure 1: Slide with data labels in PowerPoint 2016 for Windows

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Monday, June 25, 2018, posted by Geetesh Bajaj at 9:30 am

An Indezine reader for many years, Pam reached out with a slightly long question:

Do you know why Microsoft offers both Widescreen and On-screen Show (16:9) options in the Slide Size dialog box? The difference, as you know, is the measurement in inches. Widescreen uses a Width x Height measurement of 13.333 x 7.5 inches, whereas On-Screen Show’s size is 10 x 5.63 inches. But does that difference actually mean anything? I’ve found, that once you go into Slide Show view, both settings use the same 16:9 aspect ratio and look exactly the same. So why do the actual inches matter? I don’t understand why both options are there.

So, here’s my answer: As you point out, the difference is in the measurement.

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Wednesday, June 20, 2018, posted by Geetesh Bajaj at 9:30 am

There is a lot of confusing, incomplete, and often misleading information out there about choosing fonts in PowerPoint. Specifically, which fonts are considered safe to use when sharing files. Safe fonts are those that are common to most users and therefore will not be substituted when your PowerPoint file is opened with an operating system or Microsoft Office version that is different from your own. This is critical information for those who build templates, especially when the templates and presentations created with them will be shared around the world.

To be clear, you can choose other fonts for a template or presentation. You can instruct others to download fonts and install them on their system before opening or editing a file. Some fonts can be embedded and the latest versions of PowerPoint for Mac can recognize some fonts that were embedded on a Windows device. Each of these methods has caveats, though. First, many fonts cannot be embedded at all. Second, when sharing and viewing files with online storage sites like Dropbox, for instance, you have no ability to install fonts and embedded fonts will be substituted. Third, if your template will be distributed company-wide, can you be certain that everyone will embed fonts before sharing presentations? And finally, If you share files with clients, do you expect them to install fonts before opening a PPTX file?

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Wednesday, June 13, 2018, posted by Geetesh Bajaj at 9:30 am

Do you want to share live tweets in your PowerPoint presentation? Or do you want to put up signage in a public area that rotates tweets depending upon a particular user or hashtag? And what if you want to deliver this entire experience in a branded manner so that your company tweets show up on a screen that uses your company fonts, colors, and styling?

Yes, this is eminently doable–if you are connected online, or even otherwise, and we will explore how you can make this work if you are not connected later on this post. For now, let us see how you can make the tweets appear in PowerPoint in the first place. To make this magic happen, you will have to install a PowerPoint add-in from PresentationPoint called DataPoint.

Kurt DupontThanks to Kurt Dupont of PresentationPoint for his help in creating this post. In fact, Kurt made many changes in DataPoint while we were creating this post, so that users can have a seamless, easy experience.

To follow this post, you can buy a copy of DataPoint, or download a trial version of the add-in. The trial version of DataPoint works identically to the full version for 15 days.

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