Good Morning,

I have a couple dozen files, half of them PowerPoint, half of them Word. I need to repeatedly search all of them for various words and phrases. What is the easiest way to find all occurrences of a string, then open the files and go to each occurrence for editing?

Thanks,
Rob

Using a PDF file: From the many PowerPoint files, it used to be possible to write out a single PDF file that was convenient to search. However, with the latest versions of PowerPoint, the size of the created PDF is so large that we have had to write out several smaller PDF files, requiring multiple searches instead of a single search.

Using Windows7 Folder Search:
By putting all the files in a single folder, it is possible to use folder search which restricts the search to what is in that folder. What is returned is a list of clickable files; that is, I know what file contains the 'hit', but I don't know 'where' until I open the file and look.

What I am looking for:
A single search, restricted to a set of a few dozen files, that returns the files containing the string, AND enough context that I can see what edits are necessary.

Perhaps I have already found the best methods and should stop looking?

Thanks,
Rob

Using code it would be possible to search all files in a folder for a "keyword / phrase"

If the substitution is straighforward eg replace all instances of January with February that could be automatic.

I guess you could also return a list of files / slide numbers with the search text. If you say which approach is best I'll knock up a demo when I have a moment.

__________________
Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Thanks John,

Yes -- currently, when I do a 'Windows 7 Folder Search', it returns a list of files and the contents of the first page of each file. What I would prefer would be that same list of files and the contents of what is close (a few lines before and after) the 'hit'.

Your suggestion of returning a list of files with the slide numbers containing the search text is also excellent.

Either solution would greatly enhance my work days

I've put some basic PowerPoint code here

http://www.pptalchemy.co.uk/Downloads/Search.ppt

Create a folder 'Search' on your desktop and put the files in it.

Run the code in the download

(If you don't know how be sure to say which version you have)

__________________
Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Thanks John,

Clicking on your link opens up a PowerPoint file. I don't see anything else.

So I tried opening your Downloads area, and do not have permission.

What should I be seeing?

Thanks,
Rob

You should get an option to OPEN or SAVE, Choose SAVE. Open the ppt on your PC mking sure macros are enabled. Place the files in the folder as above and run the code in the downloaded file. It should create (and save) a list of slides with the search text.

__________________
Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Interesting -- it is almost perfect!

I did a test case, and it got the first three hits correct -- then went on to tell me about hits on every slide from the last correct hit to the end of the presentation that were not there. That is, I confirmed the results by bringing up the file and searching within it -- confirmed the first three hits, then could not confirm the next 11.

Regards,
Rob

There's the problem with 'top of head' code! I forgot to reset the search flag between slides.

Have a look at http://www.pptalchemy.co.uk/Downloads/Search2.ppt

__________________
Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Thanks -- this long distance debugging is tricky

I just ran your new version, and it reported the first hit (of three) in the first file.

When I ran Windows7 Folder Search, it reported hits in two files.

So it looks like the macro is stopping after the first hit in the first file. In addition, it is not continuing to look in additional files after getting a hit in the first one.

Thanks for your help.
Regards,
Rob

Definitely doesn't do that here!

They are PowerPoint files? (it won't find word files)

Here's a video of my search

Video

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Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Jing is a very nice tool!

I have found the difference. My PowerPoint files have some 'hidden' pages -- notes sections at the bottom of the slides, and instructor pages following each slide. The macro finds what is in the slides, but not what is in the hidden pages.

This might let me triage very nicely -- I can find, assess, and fix the most important stuff first (the slides) with your macro -- then, with those fixed, if I use Windows7 Folder Search, I will get hits only on the hidden pages -- and can fix those.

Thanks John,
Rob

Should search hidden slides as is and it can easily search the notes pages!

Update

__________________
Microsoft PowerPoint MVP 2007-2023
Free Advanced PowerPoint Tips and Tutorials

Very Nice! It catches all of them! You have given me the basics to thoroughly manage bunches of files!

Thank you very much!
Regards,
Rob

search3.ppt doesn't seem to work.

I'm using powerpoint 10 and when I open up the search3.ppt, it gives me a message,

"powerpoint can't reach the file...." when i click help, it says "The presentation cannot be opened. Your antivirus program may prevent you from opening the presentation. To fix this problem, make sure your antivirus program is current and working correctly. If the problem persists and the presentation is from someone that you trust, turn off your antivirus program, and then try to open the presentation again. If you do this, make sure you turn on your antivirus program again after you open the presentation."

The search 3 file is only 640 bytes. is that correct? I'm wondering whether it's downloading properly.

when i try it on another machine with powerpoint 2007, a blank PPT file opens and when I click on macro, the dialog box opens but there are no macros in there to run... what am I doing wrong?

Thanks

Jeremy