Automatically Filing PowerPoint Presentations – Automator, Hazel, AppleScript

This came from a response to a fellow traveller in the Mac Power Users Facebook group. I was about to share the Automator action and Hazel rule that make up this little scheme when it dawned on me that this is a good opportunity to share a fairly straight forward workflow you can easily automate.

This is a fairly common need among students. Most good lecturers will share their presentations with you for their classes. Automating the filing of those slides is both, a good way to save a little time, and a way to ensure a consistent and reliable filing system. I don’t know about you, but my file management can get a little haphazard when done manually.

The situation is simple. Before or after class you are either sent, or given access to download a Powerpoint presentation with the slides for that particular lecture. However, you would rather have a PDF copy – or images as my MPU colleague prefers. There are a few ways you can come at this. If you simply want a PDF copy of the presentation, you can use Hazel to call an AppleScript and convert the file, rename and move it, and you’re done. If on the other hand you want images, you could do the conversion with an Automator workflow and simply add the ‘Render PDF as Images’ action to the end. Thereafter, it is a simple matter for Hazel to move the new file to wherever you want it. I tend to have it placed in my PDF Expert folder in iCloud, so I can markup the presentation on the iPad. Here is what the two versions of Hazel rules, and the Automator workflow look like:

 

Automatically File Powerpoint Presentations With Hazel
Automator Workflow does most of the work here.  Either Hazel or Automator can rename and move the file

 

Automatically File Powerpoint Presentations
Automatically File Powerpoint Presentations

If you want to build the Automator workflow yourself — and, there is no better way to learn how to use it — there are a couple of things to look out for. If you have any version of MS Office prior to 2016, you might be able to use the