PowerPoint Lesson 4 Expanding on PowerPoint Basics

1. PowerPoint Lesson 4Expanding on PowerPoint Basics Microsoft Office 2007: Introductory

2. Objectives • Integrate PowerPoint with other Office programs. • Create a new master. • Create new layout masters. • Format text and objects. • Align text and pictures. • Insert comments. Microsoft Office 2007: Introductory

3. Objectives (continued) • Set up a slide show. • Package a presentation. • Save a presentation to view on the Web. • Send a presentation via e-mail. • Create output. Microsoft Office 2007: Introductory

4. Action button Comment Custom show Destination file Document Inspector Document properties Embed Format Painter Grid Guides Link Linked object Package for CD Snap to Source file Vocabulary Microsoft Office 2007: Introductory

5. Integrating PowerPoint with Other Office Programs • As you work with different computer applications, you will begin to develop preferences for using certain programs for various tasks. • You may create charts in a spreadsheet program or written text using a word processor. • You do not have to recreate that work to use it in a presentation. Microsoft Office 2007: Introductory

6. Integrating PowerPoint with Other Office Programs (continued) • Inserting Text from a Word Outline • You can import text from Word to create a new presentation or add slides to an existing presentation. • A Word outline is the easiest kind of document to import because it is formatted with styles. • Applying a Design Theme • When an outline is inserted into a new blank presentation, the Office theme is applied to the presentation by default. • Once you have the text in the slides, you can begin to work on the design and graphics to enhance the presentation. Microsoft Office 2007: Introductory

7. Integrating PowerPoint with Other Office Programs (continued) • Understanding Embedding, Linking, and Paste Special • Destination File: Since you are creating a presentation in PowerPoint, the presentation file is the destination file. • Source File: The source file is where you have the information you want to bring into the presentation. • Embedding: When it is easier to edit the information using the original application, you can embed the data as an object, using the Insert Object dialog box. For example, if a table from a Word document is embedded into a PowerPoint presentation, PowerPoint enables the table to be edited using Word. Microsoft Office 2007: Introductory

8. Integrating PowerPoint with Other Office Programs (continued) • Understanding Embedding, Linking, and Paste Special • Linking: If you insert an object from a file, you can choose to link the object, and a connection is retained between the source and destination files. With a linked object, if you update the source file, the data in the destination file is also updated. • Paste Special: The Paste Special command has several options that provide you with flexibility in how you copy data from a source file to a destination file. Options include HTML Format, Picture, and Formatted Text (RTF). Microsoft Office 2007: Introductory

9. Integrating PowerPoint with Other Office Programs (continued) • Editing Embedded Data • To make changes to the Word file embedded in the PowerPoint presentation, double-click the text you want to edit. Word opens so that you can edit the text. • When you finish and return to PowerPoint, the presentation includes the changes you made to the text. • Importing an Excel Worksheet into a Presentation • You learned how to build and modify a chart on a slide and use Excel to edit and change the chart and data. You can also import data from an existing Excel worksheet. Microsoft Office 2007: Introductory

10. Integrating PowerPoint with Other Office Programs (continued) • Reusing Slides from Other Presentations • You can copy and paste slides from one presentation to another. • You can also use a Slide Library to store favorite slides that you want to reuse again and again. • Sending a Presentation to Word • The options in the Send To Microsoft Office Word dialog box can send your presentation to Word in several different formats. Microsoft Office 2007: Introductory

11. Creating New Masters • PowerPoint will allow you to apply more than one slide master to a presentation. There are several ways that you can create a new master. • Display the slide masters by clicking the View tab on the Ribbon, and then clicking the Slide Master button. • In the Edit Master group, click the Insert Slide Master button. • Another way to create a slide master is to apply a new theme. Each theme will generate a new slide master and the corresponding layout masters. Microsoft Office 2007: Introductory

12. Creating New Layout Masters • PowerPoint will allow you to create a new layout master for any theme or slide master. • When you click the New Slide button, you are presented with a series of layouts for that slide master. • There may be times when the existing masters do not quite work for you. PowerPoint allows you to create a custom slide layout and then add the placeholders as needed. Microsoft Office 2007: Introductory

13. Formatting Text and Objects • Replacing Text Fonts • You can change a font throughout your presentation. On the Home tab on the Ribbon, click the Replace list arrow, then click Replace Fonts. The Replace Font dialog box opens. • Using the Format Painter • If you format an object, and want to format another object the same way, use the Format Painter. Select the object whose attributes you want to copy, click the Format Painter button, and then click the object you want to format. • To copy attributes to more than one object or text selection, select the item whose attributes you want to copy, double-click the Format Painter button, and then click each of the items. Click the Format Painter button to finish. Microsoft Office 2007: Introductory

14. Aligning Text and Pictures • Out-of-alignment text or pictures can be distracting. To align a text box or picture, you can add grid lines and picture guides. • Click the View tab on the Ribbon, and then, in the Show/Hide group, click the Gridlines check box to turn on the grid or you can right-click any blank area of a slide and click Grid and Guides. • The Grids and Guides Dialog box options: • Snap objects to grid moves an object to the closest gridline on a slide and snaps it to the line. • Grid settings sets the spacing between the intersections of the gridlines. • Guide settings displays crosshairs on the screen to help you align an object in the center, left, right, top, or bottom of the slide. Microsoft Office 2007: Introductory

15. Inserting Comments • Working with friends or coworkers on a project is a way to collaborate to get the best presentation. • You can insert comments in the slide for others to see. You use the Comment features in the Review tab on the Ribbon, in the Comments group. You can insert, review, and edit comments. • Each user’s comment will have a different color or initial, so you can identify who originated each comment. Microsoft Office 2007: Introductory

16. Delivering a Presentation • To start a slide show, click the Slide Show button on the status bar. • Creating Custom Shows • If you want a particular slide to be hidden when you run your presentation, click the Hide Slide button. • A custom show is a way to limit the slides shown in a slide show. Click the Slide Show tab on the Ribbon, click the Custom Slide Show button in the Start Slide Show group, and then click Custom Shows. Microsoft Office 2007: Introductory

17. Delivering a Presentation (continued) • Using On-Screen Tools • There are on-screen navigation tools you can use to control a presentation while presenting it. • When you run the presentation, a navigational toolbar appears in the lower-left corner of the screen. Click the rectangle button and a Slide show menu is displayed. • When you click the mouse, the slides advance in order. You can choose the Previous or Next button to display the slide before or after the current one. Microsoft Office 2007: Introductory

18. Delivering a Presentation (continued) • Creating Action Buttons • Action buttons are buttons that are inserted on a slide. They enable you to jump from slide to slide, even to slides in another slide show. • Action buttons are assigned hyperlinks to direct the actions. • Hiding Slides • If you need to limit the number of slides you are showing to an audience, you can quickly hide slides. This is faster than creating a custom show. Microsoft Office 2007: Introductory

19. Delivering a Presentation (continued) • Annotating a Show: As you are presenting, you can use the on-screen annotation tools to emphasize specific text or graphics on a slide. Pointer options include: • Automatic: Displays the arrow as you move it around a slide. • Visible: Displays the arrow all of the time. • Hidden: Hides the arrow during a presentation. • The Pen and Highlighter tools allow you to write or highlight features on the screen. Microsoft Office 2007: Introductory

20. Setting Up a Slide Show • PowerPoint has many features to help you make a presentation interesting and effective. • A presentation can be set up to be self-running, for viewing at a trade show booth. • An individual can view a presentation over a company intranet or on the Web. • The most common method is to run a presentation with a speaker who directs the show. Microsoft Office 2007: Introductory

21. Setting Up a Slide Show (continued) • Rehearsing Timing • PowerPoint can automatically advance the slides in your presentation at preset time intervals. • To rehearse timing for a presentation, in the Slide Show tab in the Set Up group, click the Rehearse Timings button. • When you think enough time has passed for a slide to appear on the screen, click the Next button. • To view rehearsal times for each slide, view the presentation in Slide Sorter view. The time allotted to each slide is listed at the lower-left corner of each slide. Microsoft Office 2007: Introductory

22. Inspecting a Document and Viewing Document Properties • Document Inspector • Before you send a presentation out for review, it is a good idea to inspect the document for personal information. • To use the Document Inspector, click the Microsoft Office button, point to Prepare, and then click Inspect Document. • Document Properties pane • This pane stores information about the document. Document properties include the author name, document title, subject, keywords, category, and status. You may choose to remove this information before you pass a file along. • To view the Document Properties pane, click the Microsoft Office Button, point to Prepare, and then click Properties. Microsoft Office 2007: Introductory

23. Inspecting a Document and Viewing Document Properties (continued) • Embedding Fonts • Not all computers have every font style installed on them. You can embed fonts so that your text appears exactly as you originally created it. • To embed fonts in your presentation, click the Microsoft Office button, and then click PowerPoint Options to open the PowerPoint Options dialog box. Click Save in the left pane. The Customize how documents are saved pane appears. Microsoft Office 2007: Introductory

24. Using Package for CD and Copying Presentations to Folders • If you are giving your presentation on another computer, you can use Package for CD to compact all your presentation files into a single, compressed file that fits on a CD. • You can then unpack the files when you reach your destination computer. • To use this feature, click the Microsoft Office button, point to Publish, and then click Package for CD. • If the computer on which you are giving your presentation does not have PowerPoint installed, you can download a PowerPoint Viewer. Microsoft Office 2007: Introductory

25. Saving Presentations to View on the Web • PowerPoint helps you easily create Web documents, by either creating a new presentation or converting an existing presentation. • Click the Microsoft Office button, point to Save As, and then click Other Formats. If you are converting an existing presentation to a Web page, click the Save as type list arrow, and then click Web Page in the Save As dialog box. • Making a presentation available on the Web is also known as “publishing a presentation.” • You can preview a presentation in your browser. Microsoft Office 2007: Introductory

26. Sending a Presentation via E-mail • You can send a presentation as an e-mail attachment or e-mail it to a recipient for review. • Open the presentation you want to send, click the Office Button, point to Send, and then click E-mail. • PowerPoint automatically opens your e-mail editor, and the presentation is inserted into the e-mail as an attachment. Microsoft Office 2007: Introductory

27. Creating Output • You can alter the output format of your presentation by working in the Page Setup dialog box. • The Print Preview window is an excellent feature to give you a preview of what you are printing before you print and waste paper. • You can change the orientation of your slides or notes, handouts, and outline. Microsoft Office 2007: Introductory

28. Summary • You can embed or link data from other applications such as Microsoft Excel and Microsoft Word into PowerPoint. Embedded information can be edited using the original application. • Text can be imported from Word. It is easiest for PowerPoint to convert the text to slides when the Word document is in outline form. • Slides can be copied and pasted from one presentation to another. You can also use a Slide Library to store favorite slides that you want to reuse again. • You can also save a presentation as a Word document to use as a handout, or create other documents using the text and slides from the presentation. Microsoft Office 2007: Introductory

29. Summary (continued) • You can apply multiple slide masters to a presentation. • PowerPoint allows you to create a new layout master for any theme or slide master. • You can also create custom slide layouts and then add the placeholders as needed. • To replace fonts throughout an entire presentation, use the Replace Font dialog box. • You can copy the formatting of an object or text by clicking the Format Painter button. Use the Format Painter to apply the same format to another object or text. Microsoft Office 2007: Introductory

30. Summary (continued) • To align a text box or picture, you can add grid lines and picture guides to slides. • Comments can be inserted in a slide for others to see. • A custom show can be created to limit the slides displayed in any slide show for particular audiences. • Action buttons are the buttons inserted on a slide that enable you to jump from slide to slide, even to slides in another slide show, or to other documents. • When presenting a slide show, you can use on-screen annotation tools to emphasize specific text or graphics on a slide. The Ball Point Pen, Felt Tip Pen, and Highlighter tools allow you to write on the screen. Microsoft Office 2007: Introductory

31. Summary (continued) • A presentation can be set up to be self-running. • You can inspect a presentation for personal information using the Document Inspector. • You can use Package for CD to compact all your presentation files into a single, compressed file that fits on a CD. You can then unpack the files when you reach your destination computer. • PowerPoint helps you easily create Web documents, either by creating a new presentation or by converting an existing presentation. Making a presentation available on the Web is also known as “publishing a presentation.” Microsoft Office 2007: Introductory