XML Hacking: Default Table Text

Let’s start hacking some XML with a simple project: setting the default table text size. This article assumes you have read the introduction and have a suitable text editor installed. Mac users should also read XML Hacking: Editing in OS X.

When you insert a new table in PowerPoint, the default table text size is 18 points. Using XML hacking, we can set this to whatever point size the designer prefers. You can also set the text to appear in all caps. Following the previous post’s instructions, add .zip to the file ending and unzip the file. Look for the ppt folder and open it:

PPT folder for default table text

In the ppt folder is another folder called slideMasters. If your sample presentation is typical, it has only one Slide Master, so you won’t be surprised to find that typically slideMasters contains only one file, called slideMaster1.xml. Open this file in your text editor and reformat the XML to make it readable (XML Tools>Pretty Print in NotePad++, or Markup>Tidy>Reflow in BBEdit). Scroll down to near the end, looking for a tag called <p:otherStyle>. This is the section that formats default text in miscellaneous objects, like tables:

otherStyle handles default table text


Default Table Text Levels

Within the otherStyle section, the 4th line starts with <a:lvl1pPr. Then the 14th line begins with <a:lvl2pPr. Each of these 10-line sections formats a different text level, with the 4th line starting the first and the 14th beginning the second level. A handy, if terse, reference to all the parameters is shown here. Not all of these are actually used in the context of a table. As one example, there are a:spcBef and a:spcAft for setting space before and after, but this is ignored by PowerPoint in a table. PowerPoint pays attention to the font size, the left margin, line spacing, alignment and whether it’s all-caps, small caps, bold and/or italic.

The font size is set by this line: <a:defRPr sz="1800" kern="1200">. sz=1800 is the font size in hundredths of a point, so 1800 gives us the default 18-point size. Since this is the first level that might well be used for table headings, you could set it to something like 1450 to get a 14.5 point result.

Since this first level can be used for headings, let’s make it all-caps while we’re at it. Edit the line to read <a:defRPr sz="1450" kern="1200" cap="all">. Done! (Please note, this can be used for headings, but the user must still use the Home>Increase List Level command to set the actual level of text for each section of the table. In PowerPoint 2016 for Mac, the command is called Indent More.)

Now proceed to the second level and set its point size. Something like <a:defRPr sz="1200" kern="1200">

Other useful attributes for <a:defRPr> include cap="small" for small caps, b="1" for bold and i="1" for italics. In addition, spc="400" adds enough tracking to make 10pt text have about 1 character width between each pair. This latter parameter can be positive for wider spacing or negative to crunch text together.

Scroll down a little further: you’ll notice that there are 9 levels, though in a table you’ll probably only use the first 2 or 3. In typical Microsoft style, each level is indented further than the preceding one. Compare level 1 with level 2:

<a:lvl1pPr marL="0"

<a:lvl2pPr marL="457200"

marL is the left margin. The units of measurement here are EMUs: English Metric Units. This is an invented measurement system that allows easy conversion between English and Metric. suffice it to say that 457200 EMUs is 1/2". When I modify this section, I set all 9 levels to marL="0". I also set all lower levels to the same point size as the lowest designed level, level 2 in our example. That way, if a user keeps changing to a lower text level, the formatting remains the same.

Text alignment can also be set using the algn parameter. The useful settings are l (left), r (right), ctr (centered), just (justified), and dist (text is widespaced to evenly fill cell width). Of course, if you’re setting these, marL should be set to 0. The simplest way to experiment with these parameters is to set the styles in the main text placeholder of the Slide Master (the larger slide at the top of the slide master list). Then unzip the presentation, open ppt/slideMasters/slideMaster1.xml and examine the <p:bodyStyle> section. The <p:otherStyle> section uses exactly the same syntax, so if you need bullets or unusual spacing in a table, you can set up <p:otherStyle> to do it.

Here’s what the final file should look like, with the changes highlighted:

Final XML

 


Preview the Effects

When you’re finished editing, save and close the file. In a folder window where you can see all the unzipped files, select the folders _rels, docProps and ppt, plus [Content_Types].xml:

File to Zip

Zip them into a file that ends with the same file ending as the original presentation, usually .pptx. Open in PowerPoint, insert a table and test your new default font sizes. Please note, assigning these styles makes them available to the whole table, but to access them you still need to use Increase List Level, same as in an ordinary text placeholder. Unfortunately, there’s no way to automatically assign <a:lvl1pPr> to table headings and <a:lvl2pPr> to the body of the table, which would be cool and helpful.

Original versus Custom table text

To find out more about creating table styles in PowerPoint, please read my two-part article XML Hacking: Custom Table Styles and XML Hacking: Table Styles Complete. Being able to create table styles in PowerPoint is a rare skill and something unique you can offer your clients.

12:16 am

9 thoughts on “XML Hacking: Default Table Text

  1. Pingback: XML Hacking: Custom Table Styles - Office Best Practices

  2. Thank you for all this great information. I was able to hack my XML quite elaborately to solve a lot of customization problems in my PPT file. However, this particular section where you discuss <a:lvl1pPr vs <a:lvl2pPr, doesn't work for me the way you describe. Your example shows setting of all caps for <a:lvl1pPr, and your illustration shows only the header of the table being affected by this. You also set <a:lvl1pPr font to 14.5 and <a:lv21pPr, and the remaining levels to 12, and your illustration indeed shows that only the header row is 14.5 point font and the next row is 12 point font.

    However, when I try all this, all the attributes I set in <a:lvl1pPr end up applying to the whole table. If I add the caps as you describe, it makes the whole table caps. If I make <a:lvl1pPr have font size 22 (2200), it sets the whole table to font size 22. Furthermore, the <a:lvl2pPr attributes I set, in my case font size 20, are only obeyed by level 2 indented text, such as in a sub-bullet. So it seems to me that you are saying <a:lvl1pPr applies to the header, when in fact it applies to all rows and all text that is at the first level of indentation and the subsequent ones only apply to sub-levels of indentation.

    My problem is that I need the header row to be size 2200 and alignment to be ctr. I can't seem to get this to happen to only the header row. Based on your all caps for only the header row above, I thought it would work by just setting <a:lvl1pPr to have 22 font and ctr alignment, but it didn't work for only the header row, it applied to all rows, so I tried your all caps example, and as I stated above, it didn't work only for the header row either.

    Is it maybe that it used to work in previous powerpoint versions and then someone "fixed it" to work for indentation levels instead of row levels? Is there some other way to achieve this? Thanks in advance for any insight on this.

    • Thanks for your comments, I’ve clarified the text of the post. As with an ordinary text placeholder, all text starts at level 1 and the user has to use Home>Increase List Level to get to the other levels. In PowerPoint 2016 for Mac, this command is Home>Indent More. It would be great if a designer could assign a list level to a table part so that the heading automatically came out all caps while the body was upper and lower case. As the Open Office spec is currently written, only a few type attributes like bold and italic can be set in the table style. For this reason, even after creating a table style, it’s still a good idea to include a sample table in your presentation with a few instructions about using Increase List Level in appropriate areas.

  3. Oh, and I should mention I’m using PowerPoint 2016 and also I really want to thank you for posting all this. I read all of your hacking xml stuff, had never done it before, it seems easy now, and it’s all thanks to you. It is very well done!

  4. Dear John,
    your posts on this website really helped me a lot to change a Table style which was predefined by Microsoft but not in line with the CI guidance of our company.
    The prefined table style changed the text color to white and bold for the cells manipulated when clicking ‘first row’ and/or ‘first column’ and the default font size was also wrong.

    What took me some time to understand (and I thought it might help other readers as well) was that one has to change the font size in the “otherStyle” section of the “ppt\slide masters\slidemaster1.xml” file, while the bold and text color setting have to be changed in the “ppt\tablestyles.xml” document. BTW: In the later ‘not bold’ can be choosen by setting b=”off” , in contrast to the b=”0″ nomeclature in the first document (thanks microsoft for this extra complexity).

    Thanks for enabling me to solve this and keep up the great work on this homepage!

    Volker

  5. Do you know how to set vertical alignment of text using Default table text? All of my text is currently top aligned, I’d like them bottom aligned. Thanks in advance.

    • Unfortunately, there is not a way to set the vertical alignment in a table style. The p:otherStyle section of slideMaster1.xml has a fontAlgn parameter, but all it does is set the vertical alignment within a line of text. The vertical alignment is then visible if you have large text followed by a smaller point size.

      When you set vertical alignment using the PowerPoint program interface, a tag is added to the selected cell: . This can’t be added to a tableStyle.

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