result analyzer to microsoft office word, powerpoint & bmp ... · results analyzer to microsoft...

Result Analyzer

to

Microsoft Office

Word, PowerPoint & BMP Images

Facility Guide

Results Analyzer to Microsoft Office Word, PowerPoint and BMP Images Guide

1 of 12

Results Analyzer to Office Export Facility

Overview

The Results Analyzer to Office Export facility converts a configured Results Analyzer report into aMicrosoft Word document, PowerPoint presentation and multiple BMP images.

Results Analyzer to Microsoft Word

For best results Microsoft Word versions 2007 and above are recommended. It should be noted thatnot all the supplied macros are compatible with Microsoft Word 2003 and the Word 2003 layout andmenus differ to this documentation.

Two styles of Microsoft reports are available, one that will convert the Result Analyzer Flash chartsinto static BMP images, the other that will embed a Flash object into the Microsoft Word orPowerPoint document that links to chart Flash and chart data providing full chart interaction fromwithin the document or presentation. (Please see the additional information provided with regards tothe advantages, limitations, security and data consistency considerations of using Flash embeddedobjects).

Conditions

The Microsoft Word and PowerPoint applications are third-party products. The Microsoft Word and PowerPoint conversion facilities areprovided ‘as is’ and do not form any part of the purchased Survey Galaxy service. Macros that are contained in delivered Microsoft Worddocuments are unprotected and can be viewed and modified as required. Local security policies and settings may prevent the macros frombeing used. Survey Galaxy will make every reasonable effort to support, maintain and assist with queries that relate to Results Analyzer toOffice Export application reports. The included macros are only certified to run only on Microsoft Word 2010, Survey Galaxy is not able toguarantee that the provided macros will function on all Window platforms, continue to function for future versions nor that the behaviour ofMicrosoft Word will be maintained in the way that html pages are handled.


2 of 12

Procedure

First configure the Results Analyzer report by setting any filters, including or excluding survey itemsand selecting the chart formats and styles.

Once the report has been configured, click on the Export button to view the options.

Select the type of output(s) you require and then click on the Submit button

A snapshot of the currently configured report will be taken. Your request will be queued forprocessing.


3 of 12

Report Package

Each Word & PowerPoint request will be processed by the Survey Galaxy servers and will packagedocuments and images into password protected Zip file. Once the processing has been completed anemail containing a link to the Zip file will be mailed to the requesting member’s email address. Eachreport pack will include one or more of the following:

Results Analyzer to Microsoft Office Guide Microsoft Word Macro Enabled document containing BMP images Microsoft Word Document referencing embedded Flash images Microsoft PowerPoint presentation containing BMP images Microsoft PowerPoint presentation referencing embedded Flash images Individual BMP images of the charts (600x450 and 800x600) BMP images that include the question

Microsoft Word Macro Enabled Document

The Microsoft Word Macro Enabled document contains BMP images of the charts.

Included Macros

The macro enabled document is provided with a number of macros to help with formatting the report.When the document is opened the document should automatically add a Survey Galaxy Add-In to theAdd-Ins tab as shown below:

The Survey Galaxy Add-in contains a list of macros that will assist in customising the document.

Due to local security settings and policies it may be necessary for Microsoft’s Word macro securitylevel to be set to a level that allows macros to be run.


4 of 12

If the Survey Galaxy Add-In menu is not automatically added to the Add-in tab even when the securitysettings have been set to enable macros the Survey Galaxy can be added manually by using the View |Macro | View Macros menu option,

Then selecting the SG_AddMenuItem macro and clicking on the Run button.


5 of 12

Table Layout

The document’s contents is formatted using Microsoft Word’s tables where the borders are madetransparent, if extensive editing of the document is required it is recommended that the table bordersare made visible while editing, and turned off again for distributing or printing.

Reveal All Table Borders

To show the tables, use either manually select the entire document (Control-A) and then use theBorder menu option to set All Borders or use the Survey Galaxy macro menu and select the Reveal AllTable Borders option.

With the tables identified it may prove easier to manipulate the report so that the style can be easilycustomized and for page breaks to be added.


6 of 12

Hide All Table Borders

For final report formats it is highly likely that the borders will want to be hidden, this can be done byeither selecting the whole document (Control-A) and setting the Borders to No Border or by selectingthe Hide All Table Borders from the Survey Galaxy macro menu.

The report shown with the table borders hidden:


7 of 12

Considerations

The charts are processed using a standard image size of 600x450, this size has been selected as beingthe largest size that comfortably fits on a standard A4 sheet. The chart size can be adjusted by scalingup or down either manually using the standard Microsoft Word image formatting tools or globallythroughout the document using the Survey Galaxy provided Scale all Pictures macro.

Due to the results data and/or the label lengths it is inevitable that some charts may not displaycorrectly, in such cases it is recommended that the Results Analyzer is used to configure the individualchart separately so that it is of a size that does display correctly and then a screen capture facility usedto capture the chart, which can then be dropped in to replace the existing chart, and then manuallyscaled to fit the document.


8 of 12

Microsoft Word Document containing embedded Flash images

The Microsoft Word Document containing embedded Flash images will enable the Results Analyzerreport to be made portable by embedding the interactive Flash images into a Microsoft Worddocument that can then be distributed to others.

Two versions are provided, Word 2003 formatted which will include in the title ‘-(Flash-2003).doc’ anda 2007/2010 version ‘-(Flash-2010).docx’, for best results Survey Galaxy recommends using MicrosoftWord version 2007 and above.

Although the Word 2003 formatted document does provide the full Flash chart functionality it shouldbe noted that due to table borders being visible, even when no table borders have been specified, theFlash embedded charts are really only suitable if viewed using Microsoft Word version 2007 andabove.

Unlike the static BMP image version there are a number of considerations and limitations with theembedded Flash image format including:

The Flash version is not suitable for printing and if printing is attempted it will almost certainlygive unreliable and/or disappointing results. For printing, the document containing the BMPimages is recommended.

The Flash objects are linked to data that is stored on the Survey Galaxy website and willtherefore require Internet access for the charts to properly display.

If for any reason the chart data from the server is deleted then all distributed versions of thedocument will no longer display the charts.

The Flash chart object’s data is stored on a publically accessed server and therefore cannot beconsidered totally secure, although it would be technically challenging to view the data, itshould also be noted that the question that the chart data relates to is not included with thechart and is only contained in the Word document which is stored on the server in a directorythat can be only be publically accessed with the necessary password. For a more detailedexplanation of the security risks please do not hesitate to contact Survey Galaxy for moreinformation.

Full chart functionality is available from within the Word document including Pie andDoughnut rotation and slicing.

Word 2003 formatted documents show the table borders even when no borders are specified.


9 of 12

Known Problems with Word Output

Some table formatted data is not correctly formatted. Macros that modify the borders and add shadow will also modify tabled data and any

displayed bars. Local security settings may disable, or prevent, the embedded macros from being used.


10 of 12

PowerPoint Presentations Overview

Only questions that have charts displayed are included in the conversion to PowerPoint, if questionsthat do not have data displayed as charts are required they will need to be inserted into thepresentation manually.

Two versions of PowerPoint presentation are available, one that converts the Flash charts to staticBMP images, the other that uses a Flash object to link the PowerPoint presentation to data stored onthe Survey Galaxy website.

PowerPoint presentation – BMP images

The BMP version can be differentiated from the Flash version by the filename ending ‘-(BMP2010).ppt’. Open the presentation and click on the Slideshow icon.

This will start the presentation


11 of 12

PowerPoint Presentation – Flash

The Flash version can be differentiated from the BMP version by the filename ending ‘-(Flash2010).ppt’. Open the presentation and click on the Slide show icon.

The first slide will contain a warning that the Flash objects are linked to data stored on the SurveyGalaxy website and therefore the PowerPoint presentation requires an internet connection to displaythe charts.

When the Slide Show is activated using the Slide Show button the charts will be displayed as a Flashobject and provide full functionality including the labels being displayed when hovering over the chart,and for pie and doughnut formats, the charts can be sliced and rotated.


12 of 12

Considerations

Printing from the Flash version of the PowerPoint presentation is likely to give unpredictableresults, Survey Galaxy recommends using the BMP image version for printing hand outs.

The Flash charts are stored on the Survey Galaxy website in a publically accessible area whichin theory means that the charts could be accessed by others with the technical knowledge todo so. Note that the chart information does not include the question so although the answermay be accessed, the question and the survey that the chart relates to is not available fromthe same source, although it may have been publically accessible when the survey is or waspublished. If the chart information is considered highly sensitive then Survey Galaxy wouldrecommend that the Flash version is not requested. For a more detailed explanation of thesecurity risks please do not hesitate to contact Survey Galaxy for more information.

When the Flash version is used for a presentation clicking on the chart will manipulate thechart, to advance a slide click either click on the Advance button, press the Return key or clickon an area outside the chart.

BMP Images

By default the BMP images that are used with the Word documents and PowerPoint presentations areprovided if the Word and or PowerPoint formats are requested. In addition the BMP images can beordered on their own or with the survey questions embedded in the chart. Microsoft Word BMPimages are sized 600x450 pixels, all other charts are sized 800x600 pixels.

Report Reference

Specifying a report reference is optional and can prove useful when the Results Analyzer Export is usedin conjunction with the Results Analyzer 's filters. For example, if a survey included a question ongender the results can be analyzed separately for 'Male' and 'Female' responses. To clearly identify theexported output documents the individual reports can be exported using the report reference 'MaleOnly Responses' and 'Female Only Responses' respectively.

Please note that if a Report Reference is provided it is listed in the 'Ref' column of the exportdownload table.

result analyzer to microsoft office word, powerpoint & bmp ... · results analyzer to microsoft...

Documents