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PowerPoint · Check

Before a board or client pack leaves the building: inventory periods, then figures, then (optionally) fonts. All three live on the PowerPoint Navifia tab → Tools group.

Note: these tools scan and flag text on slides so you can review what looks off — they do not guarantee every error is caught.

1. Recommended order

  1. Finish Sync — Push updates or Update all links in deck so the pack matches the model.
  2. Run Check period (Ctrl+Shift+P) — stale “as of” labels and FY/CY mixes.
  3. Run Check numbers (Ctrl+Shift+N) — leftover KPIs.
  4. Optionally run Check fonts — off-brand typefaces; use the Replace tab to swap.
  5. Clear draft stamps / finalize if the file leaves the firm (Send & Finalize / Stamps, Redact & Transparency).

On the ribbon the Tools column lists Check numbers , then Check period , then Check fonts . Workflow order is still Period → Numbers → Fonts.

2. Check period

Check Period results
Check Period — period inventory for the deck.

Goal: answer “what periods does this deck claim to cover?” so a leftover month, a Q1 title in a YTD May pack, or an FY/CY mix is obvious while you can still fix it.

Steps

  1. Open the deck in PowerPoint.
  2. Navifia tab → Tools → Check period (or Ctrl+Shift+P).
  3. Scan the period list. Rare or flagged periods sort toward the top. Notes may say naming differs (e.g. FY26 ≈ FY2026). A headline warns when both FY and CY appear.
  4. Select a period — the Locations list shows every slide, the exact spelling found, and whether it sits in a shape or a table.
  5. Double-click a location (or use Go to Slide) to jump there and fix the text.
  6. Re-run after edits if you want a clean list before send.

What counts as one period

  • Same logical period, different spellings, share one row — e.g. FY26 and FY2026, or FY26B / FY2026 Budget.
  • YTD and QTD are never merged (nor MTD/WTD, nor LTM/NTM) — each is its own row.
  • Recognised families include months, quarters, half-years, to-date tags, fiscal/calendar years, nMyy windows (3M25), and rolling LTM/NTM.
  • Scenario suffixes (A/B/E/F, Actual/Budget/Estimate/Forecast, LE/BP/RF) attach when a year is present — e.g. 1Q26E, FY26F.
  • Bare scenario words with no year (LE, Budget alone) are hidden from the list.

3. Check numbers

Check Numbers results
Check Numbers — quantity inventory for the deck.

Goal: inventory distinct quantities hardcoded in the deck so a leftover KPI (appears once, or only on one slide) stands out.

Steps

  1. Navifia tab → Tools → Check numbers (or Ctrl+Shift+N).
  2. Scan the list. Groups with formatting notes and figures on the fewest slides sort first.
  3. Select a number — Locations show slide, exact spelling, and context.
  4. Jump to each location and fix or confirm the figure.

How values are grouped

These share a row These stay separate
$1,234 ≈ 1234 ; $100 ≈ 100 ; 1.2m ≈ 1,200,000 Different magnitudes
80% ≈ 80.0% ≈ 0.8 Bare 14.2 vs 14.2%
— $0.8 is never treated as 80%

When spellings differ but the quantity matches, Notes shows Formatting varies .

Skipped: lone single digits; bare years 1900–2099. Chart and SmartArt text are not scanned.

4. Check fonts (optional brand pass)

Font replace is part of deck QA — not a separate polish tool. Use it after Period and Numbers when a rogue typeface slipped in.

Check tab

  1. Navifia tab → Tools → Check fonts.
  2. Fonts list rarest-first (fewest slides using them).
  3. Select a font to see every location (run count; shapes vs tables).
  4. Double-click a location to jump there.

Replace tab

  1. Open the Replace tab in the same dialog.
  2. Choose the font to replace and the target font.
  3. Run replace — updates shapes, groups, and table cells (case-insensitive), then re-scans so the Check tab reflects the fix.

Text inside charts/SmartArt is out of reach; the dialog says so. Empty text boxes do not count as usage.

5. What these tools do not see

  • Numbers or period labels drawn only as pictures (including EMF/SVG linked shapes) or inside native chart plot values.
  • SmartArt text (fonts check also skips it).
  • Semantic context — e.g. a linked “14.2%” that refreshed to “−3.1%” while the word “grew” around it stayed wrong. No tool catches that; a human still reviews titles and footnotes.

6. Troubleshooting

  • Expected period missing — unusual abbreviations may not match. Check the slide text spelling; re-run after a small edit to confirm recognition.
  • Too many FY/CY warnings — intentional dual calendars still trigger the headline; treat it as a review prompt, not always an error.
  • A leftover figure never appears — it may be inside a chart picture or SmartArt. Check those shapes by eye.
  • Replace did not change a chart label — chart text is not in scope; edit the chart or re-export from Excel.
  • Shortcut conflict confusion — in PowerPoint, Ctrl+Shift+P is Check period; in Excel the same chord is Push updates. Use the app you are in.

Suggested pack-close checklist

  1. Push / Update all links
  2. Check period → fix stale labels
  3. Check numbers → clear leftovers
  4. Check fonts → Replace if needed
  5. Excel Links → no Source missing; Threads pane → open questions you still care about
  6. Send slides to share a PPT/PDF, or Finalize deck for a clean outbound copy (working deck unchanged). Use Break Links only if you mean to unlink the open deck.

← Arrange · Next: Send & Finalize →