Adapter for Microsoft Office User Guide

User Interface

You can access their Quark Publishing Platform NextGen workflow through the Quark Publishing Platform NextGen Adapter for Microsoft Office. This chapter provides details of the Quark Publishing Platform NextGen user interface available in PowerPoint, Word, and Excel on Microsoft Windows®.

Adapter for Microsoft Excel

Quark Publishing Platform NextGen Adapter for Microsoft Office - Excel allows users to create new documents using a document or a template available on the server and check-in and check-out files from the Platform repository.

Supported File Types

  • .xslx (Excel Workbook)

  • .xltx (Excel Template)

  • .xlsb (Excel Binary Workbook)

  • .xlsm (Excel Macro-Enabled Workbook)

Componentization

Componentization in Microsoft Excel is aimed at editorial flows that may require the source documents to be independent of exported components, yet retain the capability to update them.

Data in Microsoft Excel workbooks can be exported to multiple formats as components. These components can be referenced directly in Quark XML Author, Quark Author Web Edition, and Microsoft PowerPoint.

Components can be exported from local Excel workbooks without checking the source documents to the Platform server, preserving the formatting and content of the source document.

The formatting and content of ranges or charts exported as Microsoft Excel can be altered, although a link to the original document is maintained. If the source requires changes to its structure or content, all linked components can be updated. Any components that do not require to be linked to the source document can be de-linked.

Export Ranges

Selected ranges in Microsoft Excel can be exported as various content types. To export a selected range:

  1. Select a range of cells

  2. Invoke the contextual menu and choose an option from Smart Content > Export As >:

    • Excel Table: Ranges are exported as a new Excel workbook with all formatting information and values. Formulas and references are not exported.

    • JPEG: Exports the selected range as an image (jpg).

    • PDF: Exports the selected range as an image (pdf).

    • PNG: Exports the selected range as an image (png).

      Exporting a range containing a formula or a link will only export its value.
      Exporting a range again will change the contextual menu entry to Smart Content > Export Again As.

      Local edits to the exported Excel table will be overwritten when the components are exported again.
      If the selected range is not named, a dialog to set a name for the exported range will be displayed.
  3. Enter a name for the range or use the suggested name. Set the scope of the range. The scope of a range can be limited to the current sheet or made available throughout the workbook. Click OK. The Save dialog displays.

    The Name drop-down list only displays ranges with the scope set to the current sheet or throughout the workbook
  4. Navigate to the required repository folder and click Save.

    If a component with the same name exists in the destination, an alert with an option to change the name of the asset displays.

    Exported components contain an attribute with information about the local path of the file from which the component was exported. If changes are required in the original file, the local file can be edited by choosing Edit Original from the contextual menu in Quark XML Author.
Export Charts

Charts in Microsoft Excel can be exported as various content types.

To export a chart:

  1. Select the chart.

  2. Invoke the contextual menu and choose Smart Content > Export As> and then select one of the following:

    • Excel Chart: Charts are exported as a new Excel workbook with all formatting information and values.

    • JPG: Exports the selected chart as an image (.jpg).

    • PDF: Exports the selected chart as an image (.pdf).

    • PNG: Exports the selected chart as an image (.png).

      Exporting a chart again will change the contextual menu entry to Smart Content > Export Again As.

  3. Enter a name for the chart or use the suggested name.

    If a chart with the same name exists in the Excel document, an alert with an option to change the name of the chart displays.
    The save process needs to be re-initiated once the name of the chart is changed. The Save dialog displays.
  4. Navigate to the required repository folder and click Save.

    If a component with the same name exists in the server, an alert with anoption to change the name of the component displays.
Push Updates

The Push Updates button in the ribbon updates changes made to all linked components exported from Microsoft Excel to the Quark Publishing Platform NextGen server. These updates occur silently. No input is required from the user after clicking the Push Updates button.

Once the update process is complete, the Smart Content pane is automatically refreshed and displays the updated versions of the components.

Smart Content Pane in Microsoft Excel

The Smart Content Pane is available for all supported Microsoft Office applications, however, the contextual menu options offered by the Smart Content Pane may differ across these applications. The Smart Content pane in Microsoft Excel lists the components that have been exported from the currently open document. To show/hide the Smart Content pane, click the Smart Content Pane button in the Home ribbon.

The following operations can be performed on the components listed in the Smart Content Pane:

  • Go To: Selects the exported range on the worksheet.

  • Update Link: Saves a revision of the component to the Platform server that includes any changes made to the component.

  • Edit Link: Opens the selected component for editing in Microsoft Excel. The component will be updated once checked into the server.

    This option is only available for Microsoft Excel components.
  • Break Link: Breaks the link between the exported component and the document the range was exported from.

  • Link to Selected Range: Choosing this option displays a dialog.

    Choosing Link from the dialog links the exported component to currently selected range other than the originally exported range. If no name has been specified for the range, a name must be set for the new range. The components of the range need to be updated by invoking the contextual menu from the worksheet or from the Smart Content pane. Selecting Link & Update links the exported component to the currently selected range and updates the selected component in one step.
  • Create Branch: Allows you to create a branch of the component. 

  • Switch Branch: Allows you to switch the branch of the component. 

  • View Revisions: Displays a list of revisions a component has undergone.

  • Where Used: Displays a list of documents where this component has been referred.

  • Properties: Displays the attributes of the components from the server.

  • Preview: Displays a preview of the selected component. Multiple preview channels can be configured.

     

Adapter for Microsoft PowerPoint

Quark Publishing Platform NextGen Adapter for Microsoft Office - PowerPoint allows users to manage, reuse and create new presentations using slides, Excel tables, Excel charts, audio, video, and images available on the server and check-in and check out files from the Platform repository. Users can easily update slide decks and reference components as needed, all while maintaining familiar PowerPoint features for editing and design.

Supported File Types

  • .pptx (PowerPoint Presentations)

  • .potx (PowerPoint Templates)

  • .pptm (Macro enabled PowerPoint Presentations)

  • .potm (Macro enabled PowerPoint Templates)

Slides from checked-in documents will be available for reference in Microsoft PowerPoint, Quark XML Author or Quark Author.

PowerPoint Slide Assembly

PowerPoint users can easily assemble slides by reusing slides or complete PowerPoint decks from the Server. Users can also easily update slide decks and reference components as needed from the Quark Publishing Platform NextGen server, all while maintaining familiar PowerPoint features for editing and design.

Insert Slides

Slides checked into the Quark Publishing Platform NextGen server can be inserted into a PowerPoint presentation. To insert slides from the Platform server:

  1. Choose Reuse Slides from Server from the Platform ribbon or from the contextual menu. The Reuse Slides from Server dialog displays.

  2. Browse to the required slide and click OK. You can also select a previous version or branch (if required). 

    To select a version, select the version button to expand the list of all the previous versions, select a version, and then select the button Select:

    To select a branch, expand the list of branches through the branch pill icon.

    Once the document is selected, the path to the slide is updated in Insert slides from and the available slides are populated in the Reuse Slides from Server pane.
  3. Select the slides that you wish to insert and choose Insert Slide(s). Choose Insert Deck to insert the entire slide deck.

    The File Save dialog displays if the PowerPoint presentation has not been saved. Click Save to save the file to your computer.
    If the Keep source formatting checkbox is deselected, the existing formatting of the slides will be overridden and the formatting of the current PowerPoint presentation will be applied to them.
    If the Link to server checkbox is deselected, this document cannot be updated to the latest version available on the server

Component References

In addition to existing slides and PowerPoint decks, server components such as Excel tables, Excel charts, audio, video and images can also be easily added to slides.

Picture from Server

Pictures checked into the platform server can easily be added to enrich PowerPoint slides. To insert a picture into a PowerPoint Slide:

  1. Click the Picture from Server button in the Platform ribbon.

  2. Browse to the desired picture in the Insert dialog.

    You can select the version and branch of the picture in the same manner you select the version and branch of a slide on the server.
  3. Click OK.

    The inserted picture can be replaced with another picture from the server by selecting Change Picture from the contextual menu
Chart from Server

Microsoft Excel Charts can be added to slides as an editable objects or as a shape. No content modification or range selection is possible when charts are added as a shape.

The following types of charts can be added to slides:

  • Microsoft Excel Chart as Shape - The chart is added to the slide as a graphic. Content modification is not permitted.

  • Microsoft Excel Chart - Content modification and range selection is permitted. Displayed data in these charts can be modified.

To insert a Microsoft Excel Chart:

  1. Choose Chart from Server > Chart from ServerMicrosoft Excel Chart from the Platform ribbon.

  2. Browse to the desired Chart in the Insert dialog.

  3. Click OK. If the selected Chart is a Microsoft Excel document, the Insert Chart dialog displays.

  4. Choose the desired sheet and chart and click OK to insert the chart.

The selected Chart is inserted. These charts can be edited akin to native PowerPoint Charts.

To customize charts in a PowerPoint document: 

  • Clicking the icon  opens the Chart Elements flyout menu. Items from the menu can be selected or deselected.

  • Clicking the icon  opens the Style and Color flyout menu. The styling and color scheme of the chart can be altered from this menu.

  • Clicking the icon  opens the Values and Names flyout menu.

To insert a Microsoft Excel Chart as a shape:

  1. Choose Chart from Server > Microsoft Excel Chart as Shape from the Platform ribbon.

  2. Browse to the desired Chart in the Insert dialog.

    You can select the version and branch of the picture in the same manner you select the version and branch of a slide on the server.
  3. Click OK. If the selected table is a Microsoft Excel document, the Insert Chart dialog displays.

  4. Select the desired sheet and Chart and click OK to insert the chart.

Charts inserted as a shape cannot be edited.
The inserted chart can be replaced by another chart from the server by selecting Change Link from the contextual menu.
Paste from Server

Tables and charts can be copied from Microsoft Excel using the Quark Publishing Platform NextGen Adapter for Microsoft Office - Excel. The Quark Publishing Platform NextGen server facilitates pasting the copied items in PowerPoint, Quark Author and Quark XML Author.

The copied items can be pasted using the Paste from Server button. Copied Excel tables will be pasted as native PowerPoint shapes and copied charts as native PowerPoint charts (as long as the logged-on user is the same).

A link to the server is not maintained with components pasted from the server clipboard.
Video from Server

Video files checked into the platform server can easily be added to enrich PowerPoint slides. To insert a video into a PowerPoint Slide:

  1. Click the Video from Server button in the Platform ribbon.

  2. Browse to the desired video in the Insert dialog.

    You can select the version and branch of the picture in the same manner you select the version and branch of a slide on the server.
  3. Click OK. The selected video is inserted into the PowerPoint slide.

Only server images can be used as poster images for Server videos.
You can add a poster image for the inserted video clip. To insert a poster image, choose Change Poster Image from the contextual menu or click Format> Poster Frame > Image from File.
The inserted video can be replaced with another video from server by selecting Change Link from the contextual menu.
Audio from Server

Audio files checked into the platform server can easily be added to enrich PowerPoint slides. To insert an audio clip:

  1. Click the Audio from server button in the Platform ribbon.

  2. Browse to the desired audio clip in the Insert dialog.

    You can select the version and branch of the picture in the same manner you select the version and branch of a slide on the server.
  3. Click OK. The selected audio is inserted into the PowerPoint slide.

You can add a cover image for the inserted audio clip. To insert a cover image, choose Change Picture from the contextual menu or select Format > Change Picture.
Only server images can be used as cover images for server audio clips.
The inserted audio clip can be replaced with another audio clip from the server by selecting Change Link from the contextual menu.

Smart Content Pane in Microsoft PowerPoint

The Smart Content pane is available in Microsoft Excel and PowerPoint; however, the contextual menu options offered by the Smart Content pane may differ across these applications. In Microsoft PowerPoint, the Smart Content Pane lists the components referred from the Quark Publishing Platform NextGen server. To show/hide the Smart Content pane, click the Smart Content Pane button in the Home or the Platform ribbon.

Changes and updates to referred components are indicated with the indicator in the Smart Content pane in Microsoft PowerPoint.

Updates to any referred components are also indicated in the Smart Content pane icon.

Invoking the contextual menu here provides the option to update the asset to the latest version available on the server. The metadata of the latest version will always be shown in the Smart Content Pane. If the inserted asset has been checked out from the server, the checked-out icon will be displayed in the right-hand corner. The Smart Content pane in Microsoft PowerPoint allows the following operations to be performed on the listed components via the contextual menu:

  • Go to: Moves the focus to the selected reference on the canvas.

  • Update Link: The element reference is refreshed. Local changes will be replaced with the latest content on the server.

  • Break Link: The link to the server asset is removed. Any changes made to the asset on the server will not be reflected in the client.

  • Edit Original: Opens the original Excel document from which the referred table, picture or chart has been exported for editing.

  • Edit Link: The referred table, chart or PowerPoint slide is checked out to be edited.

  • Open Link: Opens a read-only copy of the asset the element is referred from. Convert to Local Link: Converts a server reference to a local reference by downloading the server asset locally.

  • Create Branch: Allows you to create a branch of the component. 

  • Switch Branch: Allows you to switch the branch of the component. 

  • View Revisions: Displays a list of revisions a component has undergone.

  • Where Used: Displays a list of documents where this component has been referred.

  • Properties: Displays the attributes of the components from the server.

  • Preview: Displays a preview of the selected component. Multiple preview channels can be configured.

Multi-channel Publishing

The Quark Publishing Platform NextGen Adapter for Microsoft Office -PowerPoint facilitates the publishing of a PowerPoint slide deck in various formats.

Slides can be published as PDF, Responsive HTML 5 or PPSX.

  • Publish as PDF: Publishing slides as PDF creates a PDF of the entire slide deck. All server references are resolved prior to publish the slides.

  • Publish as Responsive HTML5: Publishing slides as Responsive HTML5 creates an HTML rendition of the entire slide deck. All server references are resolved prior to publish the slides.

  • Publish as PPSX: Publishing slides as PPSX creates a PowerPoint slideshow of the entire slide deck. All server references are resolved prior to publish the slides.

To export a presentation in one of the available formats:

  1. Open Smart Content pane

  2. Click on Preview icon.

  3. In the Preview tab, select the required output format.

  4. Click on the Download icon.

Adapter for Microsoft Word

Quark Publishing Platform NextGen Adapter for Microsoft Office - Word allows users to create new documents using a document or a template available on the server and check in and check out files from the Platform repository.

Supported File Types

  • .docx (Word Document)

  • .dotx (Word Template)

Component referencing is currently not supported for Microsoft Word documents.