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Document assembly seems to be a hot topic these days especially when combined with the power of SharePoint. Today, I want to show you a pretty rich document assembly solution that is able to take multiple Word, Excel and PowerPoint documents and merge them all together to form a final Word document. I showed this solution at both PDC and SPC, so I am going to take the opportunity in this blog to discuss some of the details around the solution.

If you want to jump straight into the code, feel free to download the solution here.




Scenario


Imagine a scenario where I work for a company that analyzes stocks and generates reports for every company/stock analyzed. These reports are typically quite rich and usually involve more than one person contributing to the content. Content is separated out into multiple Word, Excel, and PowerPoint documents where each document is assigned to an individual. Once all the content has been written, the content is all assembled into a final report as a Word document. My company has asked me to write a solution that will be able to merge all these documents programmatically.

Solution


Before I get into the details of my solution, I want to talk about a brand new feature of SharePoint 2010, called Document Sets, which I will leverage to help solve this problem. Document Sets gives users a new way to manage a collection of documents as a single object. Think of this feature as allowing for a binder of related content.

In the case of this solution, I have defined a custom Document Set as having a set of files (six in my case) that correspond to the various components of the final analysis report. Here is a screenshot of a Document Set for a company called Contoso:

Using Document Sets and given the scenario I talked about above we will need to take the following actions:


  1. Create a set of documents that represent the Document Set for my solution. One of the documents will be a Word template that represents the look and feel of the final report

  2. Create and add a custom Document Set to a SharePoint library

  3. Create a web part for the SharePoint library that has a button labeled 'Assemble Documents', which will be used to merge all the content together into a final document. This web part will be added to the Document Set library

  4. Using the Open XML SDK, open the template document from the Document Set and look for all content controls

  5. For every content control found, find the corresponding document content in the library and merge that content into the final document

  6. Once the document assembly is complete, offer the user the ability to open or save the report

Step 1 – Creating the Right Template


Setting up the right template makes all the difference when creating Office document solutions. In the case of my solution I have a Document Set with six files, where one of the files is my template file. All these documents are empty except for the template document. As in many of my previous posts, the template document represents the final look of the final report. I will leverage content controls within my template to specify semantic regions within my document to be used to merge content together. The title of my content controls will represent the type of content to be merged. For example, a Word document, a chart from a spreadsheet, a table from a spreadsheet, or a SmartArt graphic from a presentation. The content of my content control will represent the name of the file that contains the content to be merged. For example, here is a screenshot of my template document highlighting one of my content controls labeled 'Word:Document' with content set to 'Introduction':

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This content control will represent the region where I will merge the Introduction Word document into my template file. For sake of completeness the other content controls are labeled 'Spreadsheet:Chart', 'Spreadsheet:Table', and 'Presentation:SmartArt'.

You can find the files that represent my Document Set here.

Step 2 – Setting Up Document Sets in SharePoint 2010


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Perform the following steps to enable Document Sets on your SharePoint 2010 site:


  1. Site Actions Site Settings (top level site settings)

  2. Site Collections Administration Site collection features

  3. Activate Document Sets feature, if not already activated

  4. Go to the Document Library where you want to add the Document Sets feature

  5. Site Actions Site Settings

  6. Galleries Site content types

  7. Create

  8. Set 'Select parent content type from:' to 'Document Set Content Types'

  9. Specify a name and click OK

  10. In the Site Content Types list click on the link to the created Document Set

  11. Document Set settings

  12. Specify the default content (in my case I added six documents to the set) and click OK

  13. Go to the Document Library where you want to add the Document Sets feature

  14. Library Tools Library Library Settings

  15. Advanced Settings

  16. Choose 'Yes' for 'Allow management of content types?' and click OK

  17. Content Types Add from existing site content types

  18. Add your custom content type for the Document Set

At this point you should have a library set up with a Document Set content type.

Step 3 – Create a Web Part with an Assemble Documents Command


In order to make this solution usable, we need to add a command within our document library that allows users to merge documents together. The easiest way to accomplish this task is to create a Web Part within Visual Studio 2010. Once you've created the Web Part modify the CreateChildControls

method as follows:


Control control = this.Page.LoadControl(_ascxPath);

btnSubmit.Text = 'Assemble Documents';

btnSubmit.Click += newEventHandler(btnSubmit_Click);


This method will add a new button control where we can add our logic to merge the documents contained within a given Document Set (the merge code will be called fromvoid btnSubmit_Click(object sender, EventArgs e).

Once we've created this web part, the next step is to add the button to our Document Set. The easiest way to accomplish this task is to use SharePoint Designer 2010. Perform the following steps to add your custom web part to the Document Set library:


  1. Open your SharePoint site within SharePoint Designer 2010

  2. Navigate to your document library that contains the Document Set

  3. All Files Custom document library name Forms Document Set name XXXXhomepage.aspx

  4. Click on the bottom of WebPartZone_CenterMain


  5. Insert Web Part select your custom web part created from Visual Studio


  6. Save and Close

At this point you should see an 'Assemble Documents' command show up for any created Document Set:

Step 4 – Finding the Content Controls


Finding content controls within a document involves the following steps:


  1. Open template document from the SharePoint site

  2. Load document into memory

  3. Open document (from memory) with the Open XML SDK

  4. Loop through all content controls within the document

  5. For every content control figure out the title

  6. Based on the title perform a particular action

The following code accomplishes the steps outlined above:


SPFolder folder = SPContext.Current.ListItem.Folder;

string[] folderName = folder.Name.Split(splitter);

string filePrefix = @'Stock Analysis Demo/' + folderName[0] + '/' + folderName[0];

SPFile template = folder.Files[filePrefix + ' - Template.docx'];

using (MemoryStream mem = newMemoryStream())

using (WordprocessingDocument myDoc = WordprocessingDocument.Open(mem, true))

MainDocumentPart mainPart = myDoc.MainDocumentPart;

foreach (Word.SdtElement sdt in mainPart.Document

.FirstOrDefault();

{

}

sdt.InnerText + '.xlsx'];

{

ImportSmartArtFromPowerPoint(mainPart, sdt, file);

file = folder.Files[filePrefix + ' - ' +

}

..


Step 5 – Merging Content Together


In this solution, there are four types of content to be merged:


  1. Word documents

  2. SmartArt graphics from presentations

  3. Charts from spreadsheets

  4. Tables of data from spreadsheets

Let's talk about each of these content types.

Step 5a – Merging Word Documents Together


By far the easiest way to assemble Word documents together is to take advantage of altChunks, which I have already blogged about in the past. In any case, here is the code necessary to merge documents together on SharePoint:


void AddAltChunk(MainDocumentPart mainPart, Word.SdtElement sdt, SPFile filename)

byte[] byteArray = filename.OpenBinary();

AlternativeFormatImportPart chunk = mainPart.AddAlternativeFormatImportPart(

AlternativeFormatImportPartType.WordprocessingML, altChunkId);

mem.Write(byteArray, 0, (int)byteArray.Length);

altChunk.Id = altChunkId;

//Replace content control with altChunk information

sdt.Remove();


Pretty easy stuff!

Step 5b – Import SmartArt Graphics from PowerPoint to Word


Again, I've already blogged about importing SmartArt from PowerPoint to Word. Here is the code necessary to accomplish this task:


void ImportSmartArtFromPowerPoint(MainDocumentPart mainPart, Word.SdtElement sdt, SPFile filename)

string docColorsPartId = ';

using (PresentationDocument myPres = PresentationDocument.Open(mem, true))

PresentationPart presPart = myPres.PresentationPart;

//Get the slide that contains the SmartArt graphic

SlidePart slide = (SlidePart)presPart.GetPartById('rId3');

//Get all the appropriate parts associated with the SmartArt

DiagramDataPart dataPart = slide.DiagramDataParts.First();

DiagramColorsPart colorsPart = slide.DiagramColorsParts.First();

DiagramStylePart stylePart = slide.DiagramStyleParts.First();

//Get some of the appropriate properties off the SmartArt graphic

slide.Slide.Descendants<PPT.GraphicFrame>().First();

PPT.NonVisualDrawingProperties drawingPr = graphicFrame

.Descendants<PPT.NonVisualDrawingProperties>().First();

graphicFrame.Descendants<Draw.Extents>().First();

DiagramLayoutDefinitionPart docLayoutPart =

mainPart.AddPart<DiagramLayoutDefinitionPart>(layoutPart);

mainPart.AddPart<DiagramColorsPart>(colorsPart);

docLayoutPartId = mainPart.GetIdOfPart(docLayoutPart);

docDataPartId = mainPart.GetIdOfPart(docDataPart);

docColorsPartId = mainPart.GetIdOfPart(docColorsPart);

docStylePartId = mainPart.GetIdOfPart(docStylePart);

//Use the document reflector to figure out how to add a SmartArt

//Change attribute values based on specifics related to the SmartArt

new WP.Inline(

new WP.Extent() { Cx = extents.Cx, Cy = extents.Cy },

TopEdge = 0L,

new WP.DocProperties()

},

new Dgm.RelationshipIds()

StylePart = docStylePartId,

) { Uri = 'http://schemas.openxmlformats.org/drawingml/2006/diagram' })

DistanceFromBottom = (UInt32Value)0U,

OpenXmlElement parent = sdt.Parent;

}


The only difference between the code above and the code I showed you in my previous post is that the code above works with files on SharePoint.

Step 5c – Import Charts from Excel to Word


Again, I am going to leverage the same code I showed you in a previous post called importing charts from spreadsheets to Word documents. Here is the same code modified to work with files that exist within SharePoint:


void ImportChartFromSpreadsheet(MainDocumentPart mainPart, Word.SdtElement sdt, SPFile spreadsheetFileName)

//create a new paragraph that has an inline drawing object

Word.Drawing drawing = new Word.Drawing();

//These dimensions work perfectly for my template document

byte[] byteArray = spreadsheetFileName.OpenBinary();

mem.Write(byteArray, 0, (int)byteArray.Length);

using (SpreadsheetDocument mySpreadsheet = SpreadsheetDocument.Open(mem, true))

WorkbookPart workbookPart = mySpreadsheet.WorkbookPart;

WorksheetPart worksheetPart = XLGetWorksheetPartByName(mySpreadsheet,

DrawingsPart drawingPart = worksheetPart.DrawingsPart;

ChartPart chartPart = (ChartPart)drawingPart.GetPartById('rId1');

//Clone the chart part and add it to my Word document

ChartPart importedChartPart = mainPart.AddPart<ChartPart>(chartPart);

string relId = mainPart.GetIdOfPart(importedChartPart);

//The frame element contains information for the chart

drawingPart.WorksheetDrawing.Descendants<GraphicFrame>().First();

string chartName = frame.NonVisualGraphicFrameProperties.NonVisualDrawingProperties.Name;

//Clone this node so we can add it to my Word document

Draw.Graphic clonedGraphic = (Draw.Graphic)frame.Graphic.CloneNode(true);

clonedGraphic.GraphicData.GetFirstChild<ChartReference>();

docPr.Id = GetMaxDocPrId(mainPart) + 1;

drawing.Append(inline);

parent.InsertAfter(p, sdt);

WorksheetPart XLGetWorksheetPartByName(SpreadsheetDocument document, string sheetName)

// Find the sheet with the supplied name, and then use that Sheet object

// to retrieve a reference to the appropriate worksheet.

Excel.Sheet theSheet = wbPart.Workbook.Descendants<Excel.Sheet>()

if (theSheet null)

return (WorksheetPart)(wbPart.GetPartById(theSheet.Id));

uint max = 1;

foreach (WP.DocProperties docPr in mainPart.Document.Descendants<WP.DocProperties>())

max = id;


Step 5d – Import Table of Data from Excel to Word


In a previous post I showed you how to import a table from Word to Excel. Today, I will show you how to do the reverse. Here are the steps necessary to accomplish this task:


  1. Create a Word table with the Open XML SDK that will hold the data from Excel

  2. Open the Excel file with the Open XML SDK

  3. Retrieve the specific sheet that contains the table of data

  4. In the found sheet, locate the SheetData object, which contains the table of data

  5. For every row in the SheetData object, retrieve all the cell data

  6. Once all data in the row is retrieved, create a Word row with the same data

  7. Append the created Word row to the Word table

To help with the tasks listed above I am going to take advantage of some of the Open XML SDK code snippets that were published. Here is the code necessary to accomplish the tasks outlined above:


void ImportTableFromSpreadsheet(MainDocumentPart mainPart, Word.SdtElement sdt, SPFile spreadsheetFileName)

//create Word table

Word.TableProperties tblPr = new Word.TableProperties();

Word.TableStyle tblStyle = new Word.TableStyle();

Word.TableWidth tblW = new Word.TableWidth();

byte[] byteArray = spreadsheetFileName.OpenBinary();

mem.Write(byteArray, 0, (int)byteArray.Length);

using (SpreadsheetDocument mySpreadsheet = SpreadsheetDocument.Open(mem, true))

WorkbookPart workbookPart = mySpreadsheet.WorkbookPart;

WorksheetPart worksheetPart = XLGetWorksheetPartByName(mySpreadsheet, 'Sheet1');

worksheetPart.Worksheet.GetFirstChild<Excel.SheetData>();

foreach (Excel.Cell c in r)

Word.TableRow tr = CreateRow(cellText);

}

sdt.Remove();

//create cells with simple text

Word.Paragraph p = new Word.Paragraph();

p.AppendChild(r);

}

// Get the value of a cell, given a file name, sheet name, and address name.

string XLGetCellValue(Excel.Cell c, WorkbookPart wbPart)

// If the cell doesn't exist, return an empty string:

// If the cell represents an integer number, you're done.

// For dates, this code returns the serialized value that

// represents the date. The code handles strings and booleans

// individually. For shared strings, the code looks up the corresponding

// value in the shared string table. For booleans, the code converts

switch (c.DataType.Value)

// For shared strings, look up the value in the shared strings table.

var stringTable = wbPart.GetPartsOfType<SharedStringTablePart>().FirstOrDefault();

// If the shared string table is missing, something's wrong.

// Just return the index that you found in the cell.

// Otherwise, look up the correct text in the table.

value = stringTable.SharedStringTable.ElementAt(int.Parse(value)).InnerText;

case Excel.CellValues.Boolean:

value = 'FALSE';

break;

}


Step 6 – Offer Assembled Document to User


The last step is to offer the assembled document to the user with an Open/Save/Cancel dialog as follows:

Here is the code snippet to create this dialog based on a document that is in memory:


{

HttpResponse resp = HttpContext.Current.Response;

resp.AddHeader('Content-Disposition', 'attachment; filename=Assembled Document.docx');

resp.ContentEncoding = System.Text.Encoding.UTF8;

resp.OutputStream.Write(mem.ToArray(), 0, (int)mem.Length);

}

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End Result


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Putting everything together and running the code we end up with a document that contains all the content contained within our library merged into a final report:

Pretty cool stuff!

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Content from a PDF file might be what you need for your presentation, but it’s not as easy to get content out of a PDF file as it is from many other document types. There are two options, which depend on how you want to use the PDF content:

  • To show content from a PDF on a slide Take a picture of the part of a PDF that you want, and paste it on your slide.
  • To keep a PDF file as a support document for your presentation Insert the entire PDF into the presentation as an object that you can open and view during your presentation.

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Note: Unfortunately, inserting PDF content is not possible when editing a presentation in PowerPoint for the web. You need PowerPoint 2013 or a newer version to follow these steps.

Insert PDF file content as a picture

  1. Open the PDF that you want to insert a picture of, and then switch to PowerPoint.
    Tips:
    • Do not minimize your PDF window, and make sure it's the last window you have open before moving to the next step.
    • Make sure everything that you want to capture as a picture is visible in your PDF window. You may need to decrease the zoom level in your PDF to see everything you want to capture.
  2. In PowerPoint, select the slide that you want to add the content to, and then, on the Insert tab, in the Images group, click Screenshot.
    Note: Depending on your window size, the Screenshot button may appear different.
    Your PDF file should be the first thumbnail image in the Available Windows list.
  3. Below the thumbnail images, select Screen Clipping. PowerPoint minimizes and shows the window with the PDF file.
  4. When your screen gets a white “frosted” appearance and the pointer becomes a crosshair , drag to draw a box around the content that you want to clip. (Press the Esc key to cancel the Screen Clipping procedure.)
    When you stop dragging, the selected area appears on the PowerPoint slide as a picture. You can move it, resize it, crop it, and format it as you like by selecting it and using the Picture Tools Format tab.

Insert a PDF file as an object

  1. Make sure the PDF file that you want to insert is not currently open on your computer.
  2. In PowerPoint, select the slide that you want to add the file to, and then select Insert > Object.
  3. In the Insert Object box, select Create from file, and then enter the PDF file location; or, click Browse, find the PDF file, and then select OK.
    This makes the PDF file part of the presentation file. The quality of the PDF file is reduced with this method, but you can open the full PDF file by double-clicking the image when viewing or editing in Normal view.
    Note: If you receive an error when trying to insert your PDF file as an object, make sure you do not have the PDF file open.

Open the PDF from a Slide Show

Tacx genius software for mac. To open the inserted PDF file during a Slide Show, attach an action to it.

  1. In Normal view, on the slide with the PDF file, click the PDF file’s icon or image, and then on the Insert tab, in the Links group, click Action.
  2. In the Action Settings box, select the Mouse Click tab if you want to open the PDF with a click, or the Mouse Over tab if you want it to open when you move the pointer over the PDF file icon.
  3. Select Object action, and select Open in the list.

Insert a vector graphic instead

Office 365 subscribers can insert scalable vector graphics (.svg files) in PowerPoint. For details see Edit SVG images in Office.

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See Also