PowerPoint® 2003
Just the Steps™
FOR
DUMmIES
‰
by Barbara Obermeier &
Ted Padova
www.it-ebooks.info
www.it-ebooks.info
PowerPoint® 2003
Just the Steps™
FOR
DUMmIES
‰
by Barbara Obermeier &
Ted Padova
www.it-ebooks.info
PowerPoint® 2003 Just the Steps™ For Dummies®
Published by
Wiley Publishing, Inc.
111 River Street
Hoboken, NJ 07030-5774
www.wiley.com
Copyright © 2006 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical,
photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without
either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance
Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be
addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355,
or online at http://www.wiley.com/go/permissions.
Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way,
Dummies Daily, The Fun and Easy Way, Dummies.com, Just the Steps, and related trade dress are trademarks or registered trademarks of John Wiley
& Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. All other trademarks are
the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES
WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED
OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE
FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING
LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES
ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A
POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE
AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS
WRITTEN AND WHEN IT IS READ.
For general information on our other products and services, please contact our Customer Care Department within the U.S. at 800-762-2974, outside
the U.S. at 317-572-3993, or fax 317-572-4002.
For technical support, please visit www.wiley.com/techsupport.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.
Library of Congress Control Number: 2006920604
ISBN-13: 978-0-7645-7479-5
ISBN-10: 0-7645-7479-5
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1B/RY/QU/QW/IN
www.it-ebooks.info
About the Authors
Authors’ Acknowledgments
Barbara Obermeier is principal of Obermeier Design,
a graphic design studio in Ventura, California. She’s the
author of Photoshop CS2 All-in-One Desk Reference For
Dummies and has contributed as author, coauthor, or
technical editor on numerous books. Barb is also a faculty member in the Visual Communication Department
at Brooks Institute.
We would like to thank our project editor, Paul
Levesque, who kept the book on track; Bob Woerner,
our excellent Sr. Acquisitions Editor at Wiley Publishing;
Marvin Hoffman, an accomplished technical editor;
Andy Hollandbeck, who refined our writing; and the
dedicated production staff at Wiley Publishing.
Ted Padova is the author of over 20 computer books. He
writes primarily on Adobe Acrobat, Adobe Photoshop,
Photoshop Elements, and Adobe Illustrator. He is a
nationally and internationally known speaker on Adobe
Acrobat and digital imaging.
Dedications
I would like to dedicate this book to Gary, Kylie, and
Lucky.
—Barbara Obermeier
For Arnie
—Ted Padova
www.it-ebooks.info
Publisher’s Acknowledgments
We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.
Some of the people who helped bring this book to market include the following:
Composition Services
Acquisitions, Editorial, and Media Development
Project Editor: Paul Levesque
Project Coordinator: Adrienne Martinez
Sr. Acquisitions Editor: Bob Woerner
Copy Editor: Andy Hollandbeck
Layout and Graphics: Denny Hager, Joyce Haughey,
Lynsey Osborn, Melanee Prendergast, Heather Ryan
Technical Editor: Marvin Hoffman
Proofreaders: Jessica Kramer, Joe Niesen, Sossity R. Smith
Editorial Manager: Leah P. Cameron
Indexer: Glassman Indexing Services
Media Development Manager: Laura VanWinkle
Editorial Assistant: Amanda Foxworth
Cartoons: Rich Tennant (www.the5thwave.com)
Publishing and Editorial for Technology Dummies
Richard Swadley, Vice President and Executive Group Publisher
Andy Cummings, Vice President and Publisher
Mary Bednarek, Executive Acquisitions Director
Mary C. Corder, Editorial Director
Publishing for Consumer Dummies
Diane Graves Steele, Vice President and Publisher
Joyce Pepple, Acquisitions Director
Composition Services
Gerry Fahey, Vice President of Production Services
Debbie Stailey, Director of Composition Services
www.it-ebooks.info
Contents at a Glance
Introduction............................................1
Part I: Creating A Presentation ................3
Chapter 1: Getting Started with PowerPoint .................................5
Chapter 2: Customizing the PowerPoint Interface .....................15
Chapter 3: Building Your Presentation and Adding Content .....21
Chapter 4: Basic Editing Techniques............................................33
Chapter 5: Advanced Editing and Formatting.............................43
Chapter 6: Working with Masters .................................................51
Part II: Adding Visual
Interest to Slides...................................59
Chapter 7: Adding Lines and Shapes ...........................................61
Chapter 8: Using Color, Texture, and Pattern .............................73
Chapter 9: Working with Pictures ................................................87
Chapter 10: Creating Tables and Graphs....................................101
Chapter 11: Creating Organizational Charts and Diagrams .....119
Part III: Adding a Dash of Pizzazz
with Multimedia .................................131
Chapter 12: Integrating Sound and Movies ..............................133
Chapter 13: Incorporating Hyperlinks and Transitions ...........145
Chapter 14: Incorporating Animation.......................................157
Part IV: Presenting Effectively .............167
Chapter 15: Preparing the Presentation ....................................169
Chapter 16: Sharing Your Presentation......................................181
Index..................................................195
www.it-ebooks.info
www.it-ebooks.info
Table of Contents
Introduction............................................1
About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Why You Need This Book . . . . . . . . . . . . . . . . . . . . . . . . . .1
How This Book Is Organized . . . . . . . . . . . . . . . . . . . . . . . .2
Get Ready To . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Part I: Creating A Presentation . . . . . . . .3
Chapter 1: Getting Started with PowerPoint . . . . . . . . . . . . .5
Start PowerPoint Using the Start Menu . . . . . . . . . . . . . . . .6
Start PowerPoint Using Keyboard Shortcuts . . . . . . . . . . . .6
Open a Saved Presentation . . . . . . . . . . . . . . . . . . . . . . . . .7
Close a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Create a Blank Presentation . . . . . . . . . . . . . . . . . . . . . . . . .8
Create a Presentation Based on a Template . . . . . . . . . . . .9
Create a Presentation Using the AutoContent Wizard . . .10
Change the Opening Default View . . . . . . . . . . . . . . . . . .12
Change Save Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Save a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Exit PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Chapter 2: Customizing the PowerPoint Interface . . . . . . . . .15
Customize PowerPoint Tools . . . . . . . . . . . . . . . . . . . . . . .16
Show Full Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Add a Command to a Toolbar . . . . . . . . . . . . . . . . . . . . . .17
Remove a Command from a Toolbar . . . . . . . . . . . . . . . .17
Dock a Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Get Help in PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Search a Help Topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Use the Research Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Chapter 3: Building Your Presentation and Adding Content . . .21
Create an Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Import a Microsoft Word Document . . . . . . . . . . . . . . . .23
Send a Presentation from PowerPoint to Word . . . . . . . .24
Change a Slide Master to a Title Master . . . . . . . . . . . . . .25
Apply a Slide Template . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Insert a New Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Insert a Slide from Another Presentation . . . . . . . . . . . . .27
Display Multiple Presentations . . . . . . . . . . . . . . . . . . . . .28
Copy a Slide from Another Presentation . . . . . . . . . . . . .28
Paste a Slide from the Clipboard . . . . . . . . . . . . . . . . . . .29
Create a Default Slide Design . . . . . . . . . . . . . . . . . . . . . .30
Edit a Slide Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . .30
Change Selected Slides’ Color Schemes . . . . . . . . . . . . . .31
Show Large Design Previews . . . . . . . . . . . . . . . . . . . . . . .31
Chapter 4: Basic Editing Techniques . . . . . . . . . . . . . . . . . . .33
Edit Text on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Move Text on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Move Text on a Master Slide . . . . . . . . . . . . . . . . . . . . . . .35
Resize Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Format Text Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Adjust Line and Paragraph Spacing . . . . . . . . . . . . . . . . . .37
Set Indents and Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Add a New Text Placeholder . . . . . . . . . . . . . . . . . . . . . . .39
Rotate Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
View a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Organize Slides in the Slide Sorter . . . . . . . . . . . . . . . . . .41
Delete a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Copy and Paste between Slides . . . . . . . . . . . . . . . . . . . . .42
Chapter 5: Advanced Editing and Formatting . . . . . . . . . . . .43
Add Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . .44
AutoFormat Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Use AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Spell Check Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Find and Replace Words . . . . . . . . . . . . . . . . . . . . . . . . . .49
Copy Text Formatting Using Format Painter . . . . . . . . . .50
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
Chapter 6: Working with Masters . . . . . . . . . . . . . . . . . . . .51
Create a Title Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Create a Slide Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Create Multiple Slide Masters . . . . . . . . . . . . . . . . . . . . . .55
Create a Notes Master . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Create a Handout Master . . . . . . . . . . . . . . . . . . . . . . . . . .57
Change the Background of Notes . . . . . . . . . . . . . . . . . . .82
Change the Background of Handouts . . . . . . . . . . . . . . .82
Add, Change, or Delete a Fill . . . . . . . . . . . . . . . . . . . . . . .83
Change the Color of Text . . . . . . . . . . . . . . . . . . . . . . . . . .84
Change the Color or Fill of Text in WordArt . . . . . . . . . .85
Chapter 9: Working with Pictures . . . . . . . . . . . . . . . . . . . .87
Part II: Adding Visual
Interest to Slides . . . . . . . . . . . . . . . . .59
Insert a Picture from Clip Art . . . . . . . . . . . . . . . . . . . . . .88
Insert a Picture from a File . . . . . . . . . . . . . . . . . . . . . . . . .89
Insert a Picture from a Scanner or Camera . . . . . . . . . . . .90
Add a Clip to the Clip Organizer . . . . . . . . . . . . . . . . . . . .91
Insert Pictures to Create a Photo Album . . . . . . . . . . . . .92
Recolor Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Resize a Picture Manually . . . . . . . . . . . . . . . . . . . . . . . . .95
Resize a Picture Precisely . . . . . . . . . . . . . . . . . . . . . . . . . .95
Crop a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Flip or Rotate a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Align and Distribute Pictures . . . . . . . . . . . . . . . . . . . . . . .97
Group Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97
Adjust Picture Brightness and Contrast . . . . . . . . . . . . . . .98
Adjust Picture Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98
Add Transparency to a Picture . . . . . . . . . . . . . . . . . . . . . .99
Compress a Picture to Reduce File Size . . . . . . . . . . . . . .99
Add Shadows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
Chapter 7: Adding Lines and Shapes . . . . . . . . . . . . . . . . . .61
Use the Drawing Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . .62
Draw and Format an AutoShape . . . . . . . . . . . . . . . . . . . .64
Use WordArt to Jazz Up Text . . . . . . . . . . . . . . . . . . . . . . .65
Draw and Group Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Change a Line Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Add Arrowheads to Lines . . . . . . . . . . . . . . . . . . . . . . . . . .67
Create Block Arrows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Draw a Curved Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Move Lines and Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Rotate Lines and Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Stack Lines and Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Chapter 8: Using Color, Texture, and Pattern . . . . . . . . . . . .73
➟
Apply a Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Apply a Color Scheme to Selected Slides . . . . . . . . . . . .74
Apply a Color Scheme to Notes Pages . . . . . . . . . . . . . . .75
Apply a Color Scheme to Handouts . . . . . . . . . . . . . . . . .75
Edit a Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Use the Color Scheme from Another Presentation . . . . .77
Change the Slide Background Color . . . . . . . . . . . . . . . . .77
Change the Slide Background to a Gradient . . . . . . . . . .78
Change the Slide Background to a Texture . . . . . . . . . . . .79
Change the Slide Background to a Pattern . . . . . . . . . . . .80
Change the Slide Background to an Image . . . . . . . . . . . .81
Chapter 10: Creating Tables and Graphs . . . . . . . . . . . . . .101
viii
www.it-ebooks.info
Insert a Table from Scratch . . . . . . . . . . . . . . . . . . . . . . . .102
Insert a Table from a Layout . . . . . . . . . . . . . . . . . . . . . .102
Insert a Table by Drawing . . . . . . . . . . . . . . . . . . . . . . . .103
Insert a Table from Microsoft Word . . . . . . . . . . . . . . . .104
Enter Table Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Format Table Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Add and Modify Table Columns and Rows . . . . . . . . . .106
Modify Table Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . .108
Shade the Table, Cells, Columns, or Rows . . . . . . . . . . .109
Apply Fill Effects to a Table . . . . . . . . . . . . . . . . . . . . . . .109
Table of Contents
Insert Pictures into a Table . . . . . . . . . . . . . . . . . . . . . . . .110
Enter Formulas with Microsoft Equation 3.0 . . . . . . . . .111
Create a Graph from Scratch . . . . . . . . . . . . . . . . . . . . . .112
Import an Excel Spreadsheet or Graph . . . . . . . . . . . . . .112
Enter Data into the Datasheet . . . . . . . . . . . . . . . . . . . . .113
Select a Graph Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113
Format a Graph’s Text . . . . . . . . . . . . . . . . . . . . . . . . . . . .114
Format a Graph’s Title and Legend . . . . . . . . . . . . . . . . .115
Format a Graph’s Plot Area . . . . . . . . . . . . . . . . . . . . . . .115
Format a Graph’s Grid Lines . . . . . . . . . . . . . . . . . . . . . .116
Modify a Graph’s Colors . . . . . . . . . . . . . . . . . . . . . . . . .116
Add Labels to a Graph . . . . . . . . . . . . . . . . . . . . . . . . . . .117
Modify a Graph’s Axes . . . . . . . . . . . . . . . . . . . . . . . . . . .117
Chapter11: Creating Organizational
Charts and Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
Create a Default Organization Chart . . . . . . . . . . . . . . .120
Modify an Organization Chart Style . . . . . . . . . . . . . . . .121
Modify an Organization Chart Layout . . . . . . . . . . . . . .121
Modify Organization Chart Elements . . . . . . . . . . . . . . .122
Import an Organization Chart from Word or Excel . . .123
Create a Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124
Convert a Diagram Type . . . . . . . . . . . . . . . . . . . . . . . . .125
Modify a Diagram Style . . . . . . . . . . . . . . . . . . . . . . . . . .126
Modify a Diagram Size . . . . . . . . . . . . . . . . . . . . . . . . . .127
Modify Diagram Elements . . . . . . . . . . . . . . . . . . . . . . . .128
Create a Flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
Modify a Flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130
Part III: Adding a Dash of Pizzazz
with Multimedia . . . . . . . . . . . . . . . .131
Chapter 12: Integrating Sound and Movies . . . . . . . . . . . .133
Insert Sound from a File . . . . . . . . . . . . . . . . . . . . . . . . .134
Insert Sound from the Clip Organizer . . . . . . . . . . . . . .135
Insert Sound from a CD . . . . . . . . . . . . . . . . . . . . . . . . .136
Record a Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137
Record a Narration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138
Insert an Animated GIF from a File . . . . . . . . . . . . . . . .140
Insert a Movie from a File . . . . . . . . . . . . . . . . . . . . . . . .140
Insert an Animated GIF or Movie from the Clip
Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Resize a Movie . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142
Edit Movie and Sound Options . . . . . . . . . . . . . . . . . . .143
Chapter 13: Incorporating Hyperlinks and Transitions . . . . .145
Create a Hyperlink in a Presentation . . . . . . . . . . . . . . .146
Insert a Hyperlink to a File or Web Site . . . . . . . . . . . . .147
Insert a Hyperlink to a New File . . . . . . . . . . . . . . . . . . .148
Insert a Hyperlink to an E-Mail Address . . . . . . . . . . . . .149
Insert a Hyperlink to Another Presentation . . . . . . . . . .150
Change the Color of Hyperlinked Text . . . . . . . . . . . . . .151
Show Highlights or Play Sounds on Hyperlinks . . . . . .152
Insert an Action Button . . . . . . . . . . . . . . . . . . . . . . . . . .153
Add a Transition to All Slides . . . . . . . . . . . . . . . . . . . . .154
Add a Different Transition to Each Slide . . . . . . . . . . . .155
Chapter 14: Incorporating Animation . . . . . . . . . . . . . . . . .157
Apply Animation Schemes . . . . . . . . . . . . . . . . . . . . . . .158
Create a Motion Path for Animations . . . . . . . . . . . . . . .159
Apply a Custom Animation to Text or Objects . . . . . . .160
Apply Animation to Bullets . . . . . . . . . . . . . . . . . . . . . . .162
Apply Additional Effects to Animated Bullets . . . . . . . .163
Apply Additional Effects to Animated Text
or Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164
Part IV: Presenting Effectively . . . . . .167
Chapter 15: Preparing the Presentation . . . . . . . . . . . . . . .169
Set Up Your Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170
Set Timings for Slides Manually . . . . . . . . . . . . . . . . . . .171
➟
ix
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
Set Timings for Slides While Rehearsing . . . . . . . . . . . . .171
Establish Print Options . . . . . . . . . . . . . . . . . . . . . . . . . .172
Print Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174
Print Audience Handouts . . . . . . . . . . . . . . . . . . . . . . . .174
Print Speaker Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175
Print an Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176
Send Handouts, Notes, or an Outline
to Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177
Create a Backup by Packaging for CD . . . . . . . . . . . . . .178
Optimize Slide Show Performance . . . . . . . . . . . . . . . . .180
Use Two Monitors to Run a Presentation . . . . . . . . . . . .184
Set Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .185
Use PowerPoint Viewer . . . . . . . . . . . . . . . . . . . . . . . . . .186
Send a Presentation as an E-Mail Attachment . . . . . . . .186
Send a Presentation for Review . . . . . . . . . . . . . . . . . . . .187
Review a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . .188
Combine Reviewed Presentations with the Original . . .189
Transfer a Presentation to an FTP Site . . . . . . . . . . . . . .190
Convert a Presentation to PDF . . . . . . . . . . . . . . . . . . . .191
Create a Self-Running Presentation
for a Booth or Kiosk . . . . . . . . . . . . . . . . . . . . . . . . . . . .191
Hold an Online Meeting . . . . . . . . . . . . . . . . . . . . . . . . .192
Deliver a Presentation on the Web . . . . . . . . . . . . . . . . .193
Publish a Photo Album on the Web . . . . . . . . . . . . . . . .194
Chapter 16: Sharing Your Presentation . . . . . . . . . . . . . . .181
Create a Custom Show . . . . . . . . . . . . . . . . . . . . . . . . . . .182
Prepare a Self-Directed Show . . . . . . . . . . . . . . . . . . . . .183
Use a Laptop and Projector to Run Your Show . . . . . . .184
➟
Index . . . . . . . . . . . . . . . . . . . . . . . . .195
x
www.it-ebooks.info
W
elcome to Microsoft PowerPoint 2003. This industry-leading program
has an abundance of tools and commands to satisfy all your presentation needs. Whether you want to present important material to your
colleagues or clients or just show off your latest travel photos, Microsoft
PowerPoint 2003 Just the Steps For Dummies has something for you.
About This Book
This book cuts all the fluff out of a computer book and takes you right to
steps to produce an effect, task, or job. The book is not linear. However, in
some cases, you might need to move around a little to understand one concept before moving to another. Each series of steps is defined with headings
to simplify your task of searching for a specific item and finding similar
tasks related to a particular concept. Be certain to look back at the Table of
Contents when you aren’t certain where to find one task or another.
Whenever you want to get something done with this book, try to discipline
yourself to follow this method:
1. Pick the task. Glance over the Table of Contents to find a category
you want to explore — something like working with pictures, which
we cover in Chapter 9.
2. Find it fast. This is easy because the chapters are designed with coverage
of similar items within each chapter. Look over the subheadings listed
in the Table of Contents to find a specific task within a given chapter.
3. Get it done. Mimic each step and look at the accompanying figures to
help you thoroughly understand a given task.
Why You Need This Book
Microsoft PowerPoint 2003 is one of those programs that many people need
and use, but they often know just enough to get by. What happens when
you want to implement something you haven’t used before, like hyperlinks
or sound? Most programs today don’t come with written documentation
www.it-ebooks.info
➟
Introduction
Conventions used
in this book
➟ We use the ➪ symbol for menu commands.
This tells you to follow the path to select a
menu command. Something like “Choose
Format➪Background” is our way of saying
“Choose Background from the Format menu.”
When you select this particular menu command, the Background dialog box opens.
➟ Web site addresses appear in a monospace
font to make them easy to identify — for
example — www.dummies.com. Type
the URL in your Web browser’s Location bar
exactly as you see the monospace type.
➟ To help clarify steps, some figures contain a
circle or callout symbol. Look carefully at each
figure to fully understand what we’re talking
about in the text.
Look for this icon to find tips, notes, and
special points of interest throughout the
text.
PowerPoint 2003 Just the Steps For Dummies
anymore. You’ll probably have to search through skimpy online
Help files or, worse, wade through lots of tedious narrative text
in a gigantic reference manual to find the help you need.
This book eliminates background descriptions and detailed
explanations and takes you directly to a series of steps to produce precisely what you want to do with a presentation. If you
want it simple, fast, and direct, then this is the book for you.
How This Book Is Organized
This book is organized into four parts. The following sections
introduce each one.
Part I: Creating a Presentation
If you are fairly new to PowerPoint, the chapters in this part
get you up and running. First, you find out how to create a
presentation. After your presentation is started, we show you
how to add content from scratch, from Word, and from existing presentations. You then find the necessary steps on how to
edit and format your content to get just the look you want. We
finish this part by giving you information on working with the
various types of masters in PowerPoint.
Part II: Adding Visual Interest to Slides
After you have a basic presentation, you may want to add elements to increase visual interest. These comprehensive chapters
show you how to do just that. You find out how to add and edit
simple graphics like shapes, lines, and arrows. You then find
steps on how to add shadows and 3-D effects to those shapes
and also to text. If that isn’t enough, you discover how to jazz
up your text by using the WordArt feature. We also give you all
the steps you need to know on how to apply color, texture, and
➟
2
pattern to your slide elements. Pictures score big with
added visual punch. We show you how to bring in both
clip art and photos to your presentations. Finally, we round
out this part by giving you all you need to create and fully
edit tables, graphs, organizational charts, and diagrams.
Part III: Adding a Dash of Pizzazz with Multimedia
If text, shapes, and pictures aren’t enough for you, you may
want to explore using sound, movies, and animation in
your presentations. It isn’t nearly as complicated as you
might think. We give you the steps to insert sound and
movie files from various sources. You also find out how to
use hyperlinks to jump to other slides and presentations or
to a Web site. To make your presentation flow smoothly,
we show you how to implement transitions between your
slides. And lastly, to make your presentation really come
alive, you find steps on animating slides, objects, and text.
Part IV: Presenting Effectively
When your presentation is ready, we show you how to prepare and share it with the world. You find important information on setting up your show options for optimum
performance. We give you the steps on printing your slides,
handouts, and notes for your audience. You find out how
to package your presentation on CD and how to hold an
online presentation meeting. Finally, you discover how to
give a presentation live, via a kiosk, or over the Web.
Get Ready To
Glance over the Table of Contents to locate the task you
want to perform in Microsoft PowerPoint. You don’t need
to grasp any background information; just jump into the
series of steps that defines a solution for a project you
want to complete.
www.it-ebooks.info
Part I
Creating A Presentation
www.it-ebooks.info
Chapter 1: Getting Started with PowerPoint . . . . . . . .5
Start PowerPoint Using the Start Menu....................6
Start PowerPoint Using Keyboard Shortcuts ............6
Open a Saved Presentation .......................................7
Close a Presentation ..................................................7
Create a Blank Presentation ......................................8
Create a Presentation Based on a Template .............9
Create a Presentation Using the AutoContent
Wizard ....................................................................10
Change the Opening Default View ........................12
Change Save Options ..............................................12
Save a Presentation ..................................................13
Exit PowerPoint........................................................13
Chapter 2: Customizing the PowerPoint Interface . . .15
Customize PowerPoint Tools ..................................16
Show Full Menus .....................................................16
Add a Command to a Toolbar................................17
Remove a Command from a Toolbar.....................17
Dock a Toolbar ........................................................18
Get Help in PowerPoint ..........................................19
Search a Help Topic .................................................20
Use the Research Pane .............................................20
Chapter 3: Building Your Presentation
and Adding Content . . . . . . . . . . . . . . . . . . . . . . . . .21
Create an Outline ....................................................22
Import a Microsoft Word Document .....................23
Send a Presentation from PowerPoint to Word.....24
Change a Slide Master to a Title Master.................25
Apply a Slide Template............................................26
Insert a New Slide....................................................26
Insert a Slide from Another Presentation...............27
Display Multiple Presentations...............................28
Copy a Slide from Another Presentation ...............28
www.it-ebooks.info
Paste a Slide from the Clipboard............................29
Create a Default Slide Design .................................30
Edit a Slide Color Scheme.......................................30
Change Selected Slides’ Color Schemes .................31
Show Large Design Previews ...................................31
Chapter 4: Basic Editing Techniques . . . . . . . . . . . . . .33
Edit Text on a Slide..................................................34
Move Text on a Slide ...............................................34
Move Text on a Master Slide ...................................35
Resize Text Boxes......................................................35
Format Text Attributes .............................................36
Adjust Line and Paragraph Spacing ........................37
Set Indents and Tabs................................................38
Add a New Text Placeholder ...................................39
Rotate Text ................................................................39
View a Slide Show ...................................................40
Organize Slides in the Slide Sorter .........................41
Delete a Slide............................................................41
Copy and Paste between Slides ..............................42
Chapter 5: Advanced Editing and Formatting . . . . . . .43
Add Headers and Footers ........................................44
AutoFormat Text.......................................................46
Use AutoCorrect.......................................................47
Spell Check Slides....................................................48
Find and Replace Words..........................................49
Copy Text Formatting Using Format Painter .........50
Chapter 6: Working with Masters . . . . . . . . . . . . . . .51
Create a Title Master ................................................52
Create a Slide Master ...............................................54
Create Multiple Slide Masters .................................55
Create a Notes Master..............................................56
Create a Handout Master ........................................57
Getting Started
with PowerPoint
➟
Chapter
T
he first step of any journey through Microsoft PowerPoint is to start up
the program and either a) create a new presentation or b) open an existing presentation. Obviously, you can’t do anything in PowerPoint until you
launch the program.
In this chapter, we talk about some methods you can use to launch
PowerPoint and how you can immediately begin to create a new presentation. We also show you how to save a presentation after you’ve created it
and safely exit the program.
Note that, at this point, we assume you have installed either the entire
Microsoft Office 2003 suite or just Microsoft Office PowerPoint 2003. If you
need to perform an installation, refer to the user documentation accompanying your installer CD for installation instructions.
Get ready to . . .
1
➟ Start PowerPoint Using the Start Menu ........6
➟ Start PowerPoint Using Keyboard
Shortcuts ....................................................6
➟ Open a Saved Presentation ..........................7
➟ Close a Presentation ....................................7
➟ Create a Blank Presentation ........................8
➟ Create a Presentation Based on a
Template ....................................................9
➟ Create a Presentation Using
the AutoContent Wizard ............................10
➟ Change the Opening Default View ..............12
➟ Change Save Options ................................12
➟ Save a Presentation ..................................13
➟ Exit PowerPoint ........................................13
www.it-ebooks.info
Chapter 1: Getting Started with PowerPoint
Start PowerPoint Using
the Start Menu
1. Start your computer and log on to Windows if your
computer is not on.
2. Choose Start Menu➪Programs➪Microsoft Office➪
Microsoft PowerPoint 2003 (see Figure 1-1). Microsoft
PowerPoint opens, and you’re ready to create a new
slide presentation or open an existing presentation.
Start PowerPoint Using
Keyboard Shortcuts
Figure 1-1: Open the Start Menu and choose Programs➪Microsoft Office➪
Microsoft PowerPoint 2003
1. Hold the Ctrl key down and press Esc.
2. Press the P key on your keyboard to select Programs.
3. Press right, left, up, and down arrows to navigate
through the menu commands and folders until you
arrive at Microsoft PowerPoint 2003.
4. Press Enter to launch PowerPoint (as shown in
Figure 1-2).
You can also create a program shortcut on your desktop. Locate
Microsoft PowerPoint 2003 on your Start menu and right-click the
PowerPoint application icon to open a context menu. Choose Send
To➪Desktop (create shortcut). The program shortcut is created on
your desktop. Just double-click the shortcut icon and PowerPoint
launches.
➟
Figure 1-2: Click Microsoft PowerPoint 2003 on the Start menu or select Microsoft
PowerPoint 2003 and press Enter to open the program
6
www.it-ebooks.info
Close a Presentation
Open a Saved Presentation
1. Launch PowerPoint.
2. Choose File➪Open and the Open dialog box appears
(see Figure 1-3). Alternately, you can press Ctrl+O to
open the Open dialog box.
3. Using the Look In drop-down menu, navigate to your
hard drive and locate the folder where you have a saved
presentation.
4. Choose List from the View drop-down menu to display
slide presentations in a list.
5. Click a presentation to select it.
If you want to open multiple presentations, press the Ctrl key and
click each presentation you want to open in the Open dialog box.
Click Open and PowerPoint opens all the selected presentations.
Figure 1-3: Select one or more presentation files in the Open dialog box and
click Open
6. Click Open and the presentation opens in PowerPoint.
Close a Presentation
1. Open a PowerPoint document in PowerPoint.
2. Click the X in the top-right corner of the PowerPoint
Document window (see Figure 1-4). Be certain to click
the X appearing in the top-right corner of the Document
window. Another X appears at the top-right corner of
the PowerPoint application window. If you click this X,
the program quits.
Alternately, you can choose File➪Close to close the document. After
closing a file, PowerPoint remains open and ready for you to create
a new presentation or open another presentation.
➟
Figure 1-4: Click the X in the top-right corner of the Document window or choose File➪
Close to close the open document
7
www.it-ebooks.info
Chapter 1: Getting Started with PowerPoint
Create a Blank Presentation
1. Open PowerPoint.
2. Click Getting Started in the Task pane to open a drop-
down menu.
The Task pane at the right side of the PowerPoint window contains
several panes with menus to assist you in creating and editing slide
presentations. If the pane is not visible when you open PowerPoint
or you accidentally lose the pane, choose View➪Task Pane or press
Ctrl+F1. If you need more room to view your slides, you can close
the pane by clicking the X in the top-right corner of the pane.
3. Select New Presentation from the menu (see Figure 1-5).
By default, PowerPoint opens a new blank presentation document
when you launch the program. If you want to begin working on a new
presentation, you can start with the document appearing on program
launch. You can also use any of these options to create a new blank
document: click Getting Started and select New Presentation, choose
File➪New, click the New button on the toolbar, or press Ctrl+N. You
can use any of these options to create a new blank document.
Figure 1-5: Select New Presentation from the Getting Started drop-down menu
4. In the New Presentation task pane (see Figure 1-6), select
one of the following options to create a presentation:
• Blank Presentation: Create a new blank presentation.
• From Design Template: Use one of the many design
templates installed with PowerPoint.
• From AutoContent Wizard: The AutoContent Wizard
helps you with presentation ideas.
• From Existing Presentation: Open an existing presentation you want to modify.
➟
• Photo Album: Create a slideshow of pictures.
5. To create a blank presentation, click the Blank
8
Presentation option in the New Presentation Task pane.
Figure 1-6: Click Blank Presentation
in the New Presentation Task pane
to create a new blank presentation
www.it-ebooks.info
Create a Presentation Based on a Template
Create a Presentation Based
on a Template
1. Open PowerPoint.
2. Click Getting Started in the Task pane to open the drop-
down menu.
3. Select New Presentation.
4. Click From Design Template to open the Slide Design
task pane (see Figure 1-7).
5. Scroll the Slide Design Task pane by dragging the slider
on the right side of the pane up and down to view all
templates. You have slides organized into three separate
categories in the Slide Design pane. The categories
include
Used in this Presentation: Any design templates
used in the open PowerPoint document appear in
this category.
Figure 1-7: Click From Design Template in the New
Presentation Task pane to open the Slide Design Task pane
Recently Used: Templates you have used in recent
PowerPoint projects conveniently appear in this
category.
Available for Use: This category contains all the
design templates available to you for creating new
presentations.
6. Select the template you want to use in a new presenta-
tion from the Available for Use category (as shown in
Figure 1-8).
Note that the template you select in the Slide Design Task pane shows
you a view of the opening slide called the title slide. The title slide
design is usually different from the presentation slides. When you
add additional slides to your presentation, the slide design used for
the presentation slides is similar to the title slide but not identical.
Figure 1-8: Click a slide template in the Slide Design Task pane
www.it-ebooks.info
➟
9
Chapter 1: Getting Started with PowerPoint
Create a Presentation Using the
AutoContent Wizard
1. In PowerPoint, click Getting Started to open the drop-
down menu.
2. Select New Presentation from the menu.
3. Click From AutoContent Wizard.
4. The AutoContent Wizard opens. In the opening pane,
click Next and you arrive at the second pane (see
Figure 1-9).
Figure 1-9: Open the AutoContent Wizard and click the Next button
to arrive at the second pane
5. Click a category from one of the following:
• All: Lists all slide presentations in all categories. You
can scroll the window and select a slide presentation
to create from the list.
• General: Displays a list of general business topics.
• Corporate: Displays a list of corporate topics such as
business plans, financial reports, employee orientation, and so on.
• Projects: Lists presentations that might be used in a
planning process.
Figure 1-10: Click Next to move to the next pane in the wizard
• Sales/Marketing: Lists presentations suited for a marketing program.
6. Click a presentation from within a category and click
Next to move to the next pane (see Figure 1-10).
7. Select an output option from one of the following:
➟
• On-Screen Presentation: Click this radio button to
create a presentation that is intended to be shown on
your computer or on a projector connected to your
computer.
10
www.it-ebooks.info
Create a Presentation Using the AutoContent Wizard
• Web Presentation: Click this radio button for a slide
presentation that you want to show on a Web site.
• Black and White Overheads: Click this radio button
if you want to print your slides on clear acetate on a
black-and-white laser printer.
• Color Overheads: Click this radio button if you want
to print your slides on clear acetate on a color printer.
• 35mm Slides: Click this radio button if you want to
print your slides on a commercial film recorder that
outputs to 35mm slides.
8. Click Next to advance to the next pane (see Figure 1-11).
Figure 1-11: Click Next to open the next pane in the wizard, where
you type a name for your presentation
9. Type a title for your presentation in the Presentation
Title text box.
10. Type a footer in the Footer text box if you want a footer
to appear on your slides.
By default, the date of the last update and the slide numbers will
appear on the new presentation. If you don’t want such information
to appear on the slides, uncheck the respective check box in the
wizard.
11. Click Next in the wizard to advance to the last pane in
the wizard.
12. Click Finish to complete the slide creation and open it
in PowerPoint (see Figure 1-12).
13. Edit the presentation to customize it for your own needs.
The slide presentation opens in Normal view with the Outline tab in
view. You can edit text in the Outline tab or directly on each slide to
change text and customize the presentation for your own use.
Figure 1-12: Click Finish in the wizard and the new presentation opens in PowerPoint
➟
11
www.it-ebooks.info
Chapter 1: Getting Started with PowerPoint
Change the Opening Default View
1. Open PowerPoint and choose Tools➪Options.
2. Click the View tab in the Options dialog box (see
Figure 1-13).
3. Uncheck the Startup Task Pane option.
When you remove the check mark for the Startup task pane,
PowerPoint opens with the Task pane closed and provides you more
viewing and editing room when working on slides. Press Ctrl+F1 to
show the Task pane.
4. Review other options on the View tab. You can make
choices for items to remain in view or toggle off the
views for the Show and Slide Show options.
Figure 1-13: Remove the Startup task pane check mark to
provide more viewing and editing room when working on slides
5. Select the option you want to see when you launch
PowerPoint from the Default View drop-down menu. The
default option is The View Saved in the File, which shows
you the last view when you saved your file in PowerPoint.
Change Save Options
1. Open PowerPoint and choose Tools➪Options.
2. Click the Save tab in the Options dialog box (see
Figure 1-14).
3. Type a default directory path — pointing to the place
where you want PowerPoint to save your presentation
files — into the Default File Location text box. The
default folder is My Documents.
Figure 1-14: Typing in a new directory path for
where you want to save your PowerPoint slides
4. Click OK in the Options dialog box.
➟
Look over other options on the Save tab and adjust settings according to
your personal needs. Click each tab in the Options dialog box and you can
customize PowerPoint to suit your personal work habits. When you need
information on given settings in the tabs, consult the PowerPoint Help document (choose Help➪Microsoft Office PowerPoint Help).
12
www.it-ebooks.info
Exit PowerPoint
Save a Presentation
1. Create a new blank presentation or a presentation from
a design template.
2. Open the File menu and select one of the following:
• Save As: Use this option or choose File➪Save when
saving for the first time to open the Save/Save As dialog box (see Figure 1-15).
• Save as Web Page: Use this command to save the
design you create in PowerPoint as a Web page.
3. Name your file by typing a name in the File Name text
box and locate a folder where you want to save the file.
Figure 1-15: Choose File➪Save As to save a PowerPoint presentation
4. Click Save to save the file.
Exit PowerPoint
1. Click the Close box in an open presentation document.
2. If you haven’t saved the file since your last edit,
PowerPoint prompts you with a dialog box to save your
changes before the file closes (see Figure 1-16).
Figure 1-16: Click Yes to save your last edits before
exiting PowerPoint or No to ignore edits made since
the last save
3. Click Yes to save your last edits. Click No to exit
PowerPoint if you want to quit without saving your
changes.
Alternately, you can press Alt+F4 to exit PowerPoint.
➟
13
www.it-ebooks.info
Chapter 1: Getting Started with PowerPoint
➟
14
www.it-ebooks.info
➟
Customizing
the PowerPoint
Interface
Chapter
P
owerPoint offers you much flexibility in customizing your work environment to suit your own personal editing needs. You can organize
toolbars, open frequently used toolbars, add commands to toolbars, and
work with expanded or shortened menus. All these options are available for
you to create a work environment that accommodates your slide creation
needs.
In addition to customizing the PowerPoint interface, we tossed in a little
information on accessing help documents. After you get a handle on creating a blank presentation — the stuff we discuss in Chapter 1 — things can
get a little complicated. Fortunately, PowerPoint offers you help every step
along the way as you create your presentations.
www.it-ebooks.info
Get ready to . . .
2
➟ Customize PowerPoint Tools........................16
➟ Show Full Menus........................................16
➟ Add a Command to a Toolbar ....................17
➟ Remove a Command from a Toolbar ..........17
➟ Dock a Toolbar ..........................................18
➟ Get Help in PowerPoint ..............................19
➟ Search a Help Topic....................................20
➟ Use the Research Pane ..............................20
Chapter 2: Customizing the PowerPoint Interface
Customize PowerPoint Tools
1. Open PowerPoint and choose Tools➪Customize.
2. Click the Toolbars tab in the Customize dialog box (see
Figure 2-1).
3. Check the boxes for all toolbars you want to display in
PowerPoint.
Depending on your editing tasks, you’ll want to frequently visit the
Customize dialog box to show toolbars according to the kind of edits you
make on a slide presentation. For example, when working with tables,
you’ll want to display the Tables and Borders toolbar. Check the boxes
for all tools pertaining to edits you make and turn them off by removing check marks when you no longer need a given toolbar.
Figure 2-1: Click Toolbars and check the boxes
for all toolbars you want to show in PowerPoint for
a given editing session
4. Click Close and the toolbars you selected appear in the
PowerPoint Document window.
Show Full Menus
1. Open PowerPoint and choose Tools➪Customize.
2. Click the Options tab in the Customize dialog box (see
Figure 2-2).
3. Check the Always Show Full Menus check box on the
Options tab.
By default, PowerPoint displays partial menus when you click a menu
on the menu bar. When you pause a moment, the menu expands to
a full menu where all the commands appear. As a matter of practice,
you’ll want to see all the menu commands during an editing session.
Figure 2-2: Click Options and check the box
for Always Show Full menus
4. Click Close, and each time you open a menu, the full
➟
menu opens.
16
www.it-ebooks.info
Remove a Command from a Toolbar
Add a Command to a Toolbar
1. Open PowerPoint and choose Tools➪Customize.
2. Click the Toolbars tab in the Customize dialog box.
3. Check a toolbar in the Toolbars list you want to
customize.
4. Click the Commands tab.
5. Click a category in the left scrollable window.
6. Select a command from the right scrollable window.
7. Drag the command to the toolbar. In Figure 2-3, we
added the Save As command to the Tables and Borders
toolbar.
8. Click Close to dismiss the Customize dialog box.
Figure 2-3: Drag a command from the Commands
tab to a toolbar
Remove a Command from a Toolbar
1. Open PowerPoint, and choose Tools➪Customize to
open the Customize dialog box.
When you remove a command from a toolbar, the Customize dialog box needs to be open.
2. Right-click the mouse button on the command you
want to remove from the toolbar. Note that the
Customize dialog box is open and you right-click the
command in the toolbar.
3. Select Delete from the context menu (see Figure 2-4).
4. Click Close to dismiss the Customize dialog box.
Figure 2-4: Selecting Delete from the context menu
➟
17
www.it-ebooks.info
Chapter 2: Customizing the PowerPoint Interface
Dock a Toolbar
1. Open PowerPoint and choose Tools➪Customize.
2. Click the Toolbars tab in the Customize dialog box.
3. Check toolbars you want to display. Click OK and
the toolbars appear in the Document window (see
Figure 2-5).
When you dock a toolbar, the toolbar is added in a row at the top
of the PowerPoint window and remains stationary until you drag it
to another location or close the toolbar.
4. Click and drag the toolbar up to the toolbar area in the
PowerPoint window. As you approach the Standard
toolbar, the toolbar snaps in position below the
Standard toolbar.
5. Release the mouse button when the toolbar is in
Figure 2-5: Toolbars are opened as floating toolbars scattered around the Document
window
position.
You can arrange toolbars in docked positions by dragging the separator bar appearing on the left side of each toolbar. Drag left and
right to position horizontally or up and down to change the toolbar
location.
6. Click and drag another toolbar to move it to position
(see Figure 2-6).
To undock a toolbar, click and drag the separator bar on the left side
of the toolbar and away from the toolbar area. When a toolbar is
floating again in the Document window, click the X appearing in the
top-right corner of the toolbar to close it.
➟
18
Figure 2-6: After dragging toolbars to the toolbar area, the floating toolbars are
docked in position
www.it-ebooks.info
Get Help in PowerPoint
Get Help in PowerPoint
1. Open PowerPoint and choose Help➪Microsoft Office
PowerPoint Help or press the F1 key on your keyboard.
The PowerPoint Help pane opens on the right side of the
PowerPoint window (see Figure 2-7).
When accessing help information, you do not need to have a slide
document open in PowerPoint.
2. To find help information, do one of the following:
• Type a help topic to search in the Search For text box.
• Click Table of Contents to browse the contents in the
help document.
If you want hard copy of a help item, you can easily print the help
topic window by clicking on the Printer icon or pressing Ctrl+P. The
Print dialog box opens. Make a selection for your printer and choose
the page range for the pages to be printed.
Figure 2-7: Select Help➪Microsoft Office PowerPoint Help or press F1 to open the
Help pane
3. Click a Table of Contents item to expand the topic.
When you click a topic, subtopics and/or items display
below a topic category.
4. Click an item in the contents list and the Help docu-
ment displays information on the selected item.
5. To expand the pane so you can read more comfortably,
place the cursor along the left edge of the Help document and drag left (see Figure 2-8).
6. To find help on additional topics, click the Table of
Contents; the Help document changes to display information on the respective topic.
The Microsoft Office PowerPoint Help document is an independent
file. Move the document around by dragging the title bar. Minimize,
maximize, and close the Help window by clicking the appropriate
button in the top-right corner.
Figure 2-8: Drag the left edge of the Help pane to the left to open the pane
to more easily read the help information
www.it-ebooks.info
➟
19
Chapter 2: Customizing the PowerPoint Interface
Search a Help Topic
1. Open PowerPoint and click in the box in the top-right
corner where you see Type a Question for Help.
2. Type in a topic you wish to search for and then press
Enter. The PowerPoint Search Results pane opens (see
Figure 2-9).
3. Click one of the listed results. The Microsoft Office
PowerPoint Help document opens in another window.
4. If you want to expand the window, drag the left edge to
the left.
5. Click the X in the top-right corner of the Microsoft
Office PowerPoint Help document to close the file.
Use the Research Pane
Figure 2-9: Click a Search Result topic to open the Microsoft Office PowerPoint
Help document
1. With PowerPoint open, choose View➪Task Pane.
2. Click Getting Started (or the item you see appearing at
the top of the Task pane if another pane is open).
3. Select Research from the menu. The Research pane
opens (see Figure 2-10).
4. Type an item to search in the Search For text box.
5. Select a research location from the drop-down menu
below the Search For text box.
6. Press Enter on your keyboard to search the topic.
➟
20
The search locations offer many choices. You can select from a variety of reference books, research sites on the Web, and translate
words among several languages. For more options with language
translations, click the Translation Options link in the Translation
pane. For more research options, click Research Options.
Figure 2-10: Type a topic or word
to search and select a search location
from the drop-down menu
www.it-ebooks.info
Building Your
Presentation and
Adding Content
A
n outliner, among other things, makes PowerPoint the ideal presentation program. By importing text from a Microsoft Word document or
typing text directly in PowerPoint in outline form, you can quickly apply text
to slides when preparing a presentation. You can select a design template,
type an outline, and finish your presentation within record time. When
modifying a presentation is necessary, PowerPoint provides you options for
rearranging slides, text on slides, and slide designs without spending time
creating new documents.
In this chapter, you find out how to use PowerPoint’s outliner feature,
assemble some quick and easy presentations, and modify your presentation
designs.
www.it-ebooks.info
➟
Chapter
Get ready to . . .
3
➟ Create an Outline ......................................22
➟ Import a Microsoft Word Document ............23
➟ Send a Presentation from PowerPoint
to Word ....................................................24
➟ Change a Slide Master to a Title Master ......25
➟ Apply a Slide Template ..............................26
➟ Insert Slides ..............................................26
➟ Display Multiple Presentations....................28
➟ Copy and Paste Slides ................................28
➟ Create a Default Slide Design ....................30
➟ Change Color Schemes ..............................31
➟ Show Large Design Previews ......................31
Chapter 3: Building Your Presentation and Adding Content
Create an Outline
1. Launch PowerPoint and create a new blank presentation.
By default, a blank presentation opens when you launch
PowerPoint. If you don’t have a new blank slide in view in the
PowerPoint Slides pane, choose File➪New or click the New button
on the Standard toolbar.
2. Click the Outline tab to show the Outline pane (see
Figure 3-1). Note that if the Outline tab is not Visible,
choose View➪Normal.
3. Click the X in the Task pane to close the pane.
You can leave the Task pane open while creating an outline; however,
collapsing the pane provides you more viewing area on the slides.
You can quickly bring the Task Pane back by pressing Ctrl+F1.
Figure 3-1: Click the Outline tab to open the Outline pane
4. Click to the right of the small slide icon, type the main
title in the title slide, and then do one of the following:
• Advance to the next slide: If you want just a title to
appear on the first slide, press Enter, and PowerPoint
creates a second slide.
• Add a subtitle: Press Ctrl+Enter and you stay on the
same slide. Type a subtitle and then press Enter. Note
that if you want to add a second subtitle to the same
slide, just press Enter.
5. Type a slide title on slide 2 in the Outline tab and press
Ctrl+Enter to add a bullet point. Press Ctrl+Enter to add
additional bullet points.
6. Press Enter to create a new slide and repeat Step 5 to
➟
continue adding slides (see Figure 3-2).
Figure 3-2: Add slide titles and bullet points for all the slides in your presentation
22
www.it-ebooks.info
Import a Microsoft Word Document
Import a Microsoft Word Document
1. Create a new blank presentation in PowerPoint.
2. Choose Insert➪Slides from Files. The Slide Finder dialog
box opens.
If you have an outline created in Microsoft Word and formatted as
an outline, choose Insert➪Slides from Outline. PowerPoint imports
the Word outline.
3. Click the Browse button in the Slide Finder dialog box
to open the Browse dialog box (see Figure 3-3).
4. Select All Files from the Files of Type drop-down menu.
5. Click the Word document you want to import.
Figure 3-3: Click Browse in the Slide Finder dialog box to open the Browse
dialog box
6. Click Open and you return to the Slide Finder dialog
box (see Figure 3-4).
7. Click the right arrow at the bottom of the Slide Finder
dialog box to scroll all the slides for a quick preview.
8. To import the Word text, do one of the following:
• Click the Insert All button to insert all the Word text
and create the slides as shown in the preview.
• Click individual slides corresponding to the Word
text you want to import. Then click the Insert button.
The Slide Finder dialog box provides you with an option to see the
Word text as either slides or as a list of slide titles. The default is the
Slide view (as shown in Figure 3-4). Click the Title View icon to the far
left of the Slide Finder dialog box, and the view changes to a list of
slides by title.
Figure 3-4: Choose the Word text you want to use
➟
23
www.it-ebooks.info
Chapter 3: Building Your Presentation and Adding Content
Send a Presentation from
PowerPoint to Word
1. Create a slide presentation in PowerPoint.
2. Choose File➪Send To➪Microsoft Office Word. The Send
to Microsoft Office Word dialog box opens, as shown in
Figure 3-5.
3. Choose your page layout method:
• Notes Next to Slides: The notes appear on the right
side of each slide, with two slides to a page (see
Figure 3-6).
• Blank Lines Next to Slides: Blank lines appear on
the right side of each slide.
• Notes Below Slides: A page includes one slide with
notes below each slide.
Figure 3-5: Select an option for exporting
the PowerPoint file to a Word document
• Blank Lines Below Slides: A Word page has one
slide with blank lines below each slide.
• Outline Only: Export just the text shown on the
PowerPoint Outline tab to a Word file.
• Paste: Paste the PowerPoint data in an existing Word
document.
• Paste Link: Link the PowerPoint data to an existing
Word file.
4. Click OK. The file opens directly in Microsoft Word.
5. To save the Word file, choose File➪Save. Type a filename
for the document, select a target folder, and click Save.
➟
24
Figure 3-6: Here, your notes appear next to your slides
www.it-ebooks.info
Change a Slide Master to a Title Master
Change a Slide Master
to a Title Master
1. Import a Microsoft Office Word document from either
an outline or text document into PowerPoint by choosing Insert➪Slides from Files.
When you import a Word file in PowerPoint, all the text imports on
slides are defined as slide masters. Most often, presentations contain one or more different slide masters, and the first slide is typically assigned to a title master slide. The title master design is your
opening slide and may contain a title and subtitle.
Figure 3-7: Select Slide Layout in the
Task pane to open the Slide Layout pane
2. Choose View➪Task Pane to open the Task pane — if it
is not already open. (See Chapter 1 for more information on using the Task Pane.)
3. Select Slide Layout from the Task pane’s drop-down menu
(see Figure 3-7). The Slide Layout pane includes different
options available for different slide layouts. The top text
layouts area in the pane contains four different layouts.
4. Click the first slide in the Slides pane and choose one of
the following in the Text Layouts pane:
• Title Slide: Create the title slide design (see Figure 3-8).
• Title Only: Select this option if you don’t have a subtitle on your opening slide.
• Title and Text: Leave this default as is if you want
slides with titles and single-column bullet lists.
• Title and 2-Column Text: Select all slides but the first
slide and click this option if you want to change the
slides to a title and two-column text.
Figure 3-8: Click the first slide in the slide pane and click Title Slide
5. Choose File➪Save and save your presentation.
➟
25
www.it-ebooks.info
Chapter 3: Building Your Presentation and Adding Content
Apply a Slide Template
1. Create a new presentation or import a Word document
in PowerPoint.
2. Define title and master slides by using the Slide Layout
pane. (See Chapter 6 for more on defining title and
master slides.)
3. Select Slide Design from the Task pane’s drop-down
menu.
4. Drag the slider bar on the right side of the Slide Design
pane to scroll through the designs in the Apply a Design
Template area.
5. Click the design you want in the Apply a Design
Template area to apply the template to your presentation
(see Figure 3-9).
Figure 3-9: Click the design you want to apply to your presentation
6. Choose File➪Save to save your presentation.
Insert a New Slide
1. Open a presentation in PowerPoint.
2. Click the Slides tab to display the slides as thumbnails.
3. Click the slide preceding the slide you want to add in
your presentation.
4. Choose Insert➪New Slide, press Ctrl+M (see Figure 3-10),
or right-click and select New Slide.
5. Type text in either Slide mode or Outline mode for the
title and bullet points.
6. Choose File➪Save or press Ctrl+S to save your edits.
➟
Figure 3-10: Here you can either choose Insert➪New Slide or press Ctrl+M
26
www.it-ebooks.info
Insert a Slide from Another Presentation
Insert a Slide from Another
Presentation
1. Open a presentation in PowerPoint.
2. Click the Slides tab to show the slide thumbnails.
3. Choose Insert➪Slides from Files. The Slide Finder dialog
box opens.
4. Click the Browse button in the Slide Finder dialog box.
5. Navigate to the folder containing a presentation you
want to use to import slides.
6. Select the presentation and click Open (see Figure 3-11).
7. While the Slide Finder dialog box remains open, click a
Figure 3-11: Click a presentation and click Open to import slides from one
presentation to another
slide in the Slides pane immediately preceding the place
where you want the imported slides to appear.
While the Slide Finder is open, you can click slides or outline topics
without leaving the dialog box. All slides you import are inserted
after the selected slide or outline topic.
8. After clicking Open, you return to the Slide Finder dia-
log box (see Figure 3-12). In the Slide Finder, do one of
the following:
• Click a slide in the Select Slides area of the Slide
Finder. Then click the Insert button.
• Press Ctrl and click the slides you want to import.
Then click the Insert button.
• Click Insert All to insert all slides in the open
presentation.
9. Choose File➪Save or press Ctrl+S to save your edits.
Figure 3-12: Click a slide in the Slide pane and click either Insert or Insert All to
import slides
➟
27
www.it-ebooks.info
Chapter 3: Building Your Presentation and Adding Content
Display Multiple Presentations
1. Choose File➪Open and open a presentation in
PowerPoint.
2. Repeat Step 1 until you’ve opened the files you need.
3. Choose Window➪Arrange All (see Figure 3-13).
Copy a Slide from Another
Presentation
1. Open two slide presentations in PowerPoint.
2. Choose Window➪Arrange All.
If you want the slides arranged with a particular file appearing on
the left side of the PowerPoint window, select the presentation to
make it the active window. When you choose Window➪Arrange All,
the active presentation appears on the left side of the PowerPoint
window.
Figure 3-13: Choose Window➪Arrange All to display all open presentations
3. Choose View➪Normal and click the Slides tab.
4. Click a slide in the presentation you want to copy
and drag the slide thumbnail to the target file Slides
tab where you want the copied slide to appear (see
Figure 3-14).
If you want to duplicate a slide in the same presentation, click a
slide thumbnail and choose Edit➪Duplicate.
➟
28
As you drag the thumbnail to the target Slides tab, notice that the cursor changes to an arrow with a plus symbol as it reaches the destination in the Outline/Slides tab. As you move the selection arrow to the
target Slides tab, a horizontal bar indicates the insertion point.
Figure 3-14: Copy a slide from the source file and paste it into the destination file
Photo courtesy PhotoDisc, Inc.
www.it-ebooks.info
Paste a Slide from the Clipboard
Paste a Slide from the Clipboard
1. Open a presentation containing a slide you want to copy.
2. Right-click a slide thumbnail in the Slides pane or some
content on a slide.
If you want to copy a slide with all the slide text, right-click a slide
thumbnail in the Slides tab. If you want to copy some content, such
as a picture or clip art, right-click an object on a slide.
3. Select Copy from the context menu (see Figure 3-15).
Alternately, you can choose Edit➪Copy or press Ctrl+C.
Before you can paste Clipboard data, you must first copy data to the
Clipboard. Any Copy command you use copies the selected slide or
object to the Clipboard.
4. If you want to copy several items in one presentation
Figure 3-15: Open a context menu and select Copy
Photo courtesy PhotoDisc, Inc.
and paste them in another presentation, click slides or
objects and copy additional items to the Clipboard.
As you copy additional items, the copied data is added to the
Clipboard. Each item you copy in a PowerPoint session is accessible
for pasting in another presentation.
5. Close the presentation after copying the data.
6. Choose File➪Open and open a presentation where you
want to paste the Clipboard data.
7. Choose View➪Task Pane.
8. From the Task pane drop-down menu, select Clipboard.
9. Click a slide preceding the new slide you want to create.
10. Click the item in the Clipboard pane you want to paste
as a new slide (see Figure 3-16).
Figure 3-16: Use the Clipboard to add content
www.it-ebooks.info
➟
29
Chapter 3: Building Your Presentation and Adding Content
Create a Default Slide Design
1. Open PowerPoint and create a new blank presentation.
2. Choose View➪Task Pane to open the Task pane.
3. Select Slide Design from the Task pane drop-down menu.
4. Scroll through the designs in the Slide Design pane and
select the slide design you want to use for a default.
5. Right-click the desired design and select Use for All New
Presentations from the context menu (see Figure 3-17).
After changing the default design, all new blank presentations you
create in PowerPoint use the default design template. At any time, you
can click another design to change the appearance of a presentation.
Figure 3-17: Right-click the design you want and then select Use for All New Presentations
Edit a Slide Color Scheme
1. Open a presentation in PowerPoint.
2. Choose View➪Task Pane to open the Task pane.
3. From the Task pane drop-down menu, select Slide
Design–Color Schemes.
4. Click the color scheme you want to use in the Apply
a Color Scheme area in the Slide Design pane (see
Figure 3-18).
➟
30
Figure 3-18: Click the desired color scheme from the Slide Design pane
www.it-ebooks.info
Show Large Design Previews
Change Selected Slides’
Color Schemes
1. Open a presentation in PowerPoint.
2. Choose View➪Task Pane.
3. Select Slide Design–Color Schemes from the Task pane
drop-down menu.
4. Open the Slides tab (if not already open) by choosing
View➪Normal and click Slides in the left pane.
5. Ctrl-click slides you want to change the current color
scheme of while leaving the remaining slides deselected.
6. Right-click the new color scheme you want to use and
Figure 3-19: Selecting the Apply to Selected Slides command from the context menu
select Apply to Selected Slides (see Figure 3-19).
Normally you shouldn’t change slides to different color schemes
randomly in a presentation for good design practice. However,
when you create custom design templates, you may want to use
slight variations of color to identify different slide topics.
Show Large Design Previews
1. Open a presentation in PowerPoint.
2. Choose View➪Task Pane.
3. Select Slide Design from the Task pane drop-down menu.
4. Right-click any design template in the Apply a Design
Template area in the Task pane and select Show Large
Previews from the context menu (see Figure 3-20).
Showing large previews can help you see a design more clearly. When
you first start using PowerPoint, you may want to keep the previews
at larger sizes until you’re more familiar with the layouts.
Figure 3-20: Right-click a design template and select Show Large Previews
www.it-ebooks.info
➟
31
Chapter 3: Building Your Presentation and Adding Content
➟
32
www.it-ebooks.info
➟
Basic Editing
Techniques
Chapter
P
owerPoint provides you with a number of editing features you can use
to add some polish to your presentations. Using a design template
starts you off with a particular preset format and layout. When you want to
change design and layout, PowerPoint offers you the flexibility to modify
text styles, bullet points, tabs and spacing, graphics, and just about any
appearance you see on the slides.
In this chapter, you find out how to modify slides by using many PowerPoint
commands and tools to customize presentations for your personal taste.
www.it-ebooks.info
Get ready to . . .
4
➟ Edit Text on a Slide ....................................34
➟ Move Text on a Slide..................................34
➟ Move Text on a Master Slide ......................35
➟ Resize Text Boxes ....................................35
➟ Format Text Attributes................................36
➟ Adjust Line and Paragraph Spacing ............37
➟ Set Indents and Tabs ..................................38
➟ Add a New Text Placeholder ......................39
➟ Rotate Text ................................................39
➟ View a Slide Show ....................................40
➟ Organize Slides in the Slide Sorter..............41
➟ Delete a Slide ............................................41
➟ Copy and Paste between Slides ..................42
Chapter 4: Basic Editing Techniques
Edit Text on a Slide
1. Open a presentation in PowerPoint.
2. Choose View➪Normal to open the Tabs pane or click
the Normal View (Restore Panes) button in the lowerleft corner of the PowerPoint window.
3. Click the Slides tab to view thumbnail images of the
slides in your presentation (see Figure 4-1).
4. Click a slide thumbnail in the Slides tab to display the
slide in the Slides pane.
5. Click the cursor inside the text placeholder below the
title text placeholder on a slide.
6. Highlight the text you want to edit.
7. Type new text to replace the selected text.
Figure 4-1: Click the Slides tab to view thumbnail images of the slides
Move Text on a Slide
1. With a presentation open in PowerPoint, click a slide in
the Slides tab to place a slide in the Slides pane.
2. Click the cursor inside a text placeholder.
3. Move the cursor to the placeholder border so that it
changes from an I-beam to a double-crossed arrow and
then click the border (see Figure 4-2).
4. Drag the placeholder to a new position.
Note that when you move a text placeholder, the placeholder moves
only on the slide in view. All other text placeholders remain in the
positions established on the master slide.
➟
34
Figure 4-2: You can click a border and drag the placeholder to a new position
www.it-ebooks.info
Resize Text Boxes
Move Text on a Master Slide
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
3. Click the text placeholder to select it.
4. Click the border and drag to a new position (see
Figure 4-3).
5. Click Close Master View on the Slide Master View tool-
bar to return to the Normal slides view.
6. Press the Page Down key and view the slides in your
presentation.
All edits you make on the master slide apply to all the slides associated with that master.
Figure 4-3: Click and drag the placeholder to a new position on the master slide
Resize Text Boxes
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
If you want to resize a text box on a single slide, select the slide on
either the Outline or Slides tab to display the slide in the Slides pane.
3. Click either the title or the text placeholder depending
on what placeholder you want to resize.
4. Drag any one of the small circles on the placeholder
border in or out to size smaller or larger, respectively
(see Figure 4-4).
5. Click Close Master View on the Slide Master View tool-
bar to return to Normal view.
Figure 4-4: Click one of the circles and drag to resize the placeholder
www.it-ebooks.info
➟
35
Chapter 4: Basic Editing Techniques
Format Text Attributes
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
If you want to change text attributes on a single slide, select the
slide on either the Outline or Slides tab to display the slide in the
Slides pane.
3. Click either the title or the text placeholder depending
on what placeholder you want to edit the font(s).
4. Right-click the mouse and select Fonts from the context
menu (see Figure 4-5). The Font dialog box opens (see
Figure 4-6).
5. Choose from the following:
Figure 4-5: Select text and right-click the mouse to open a context menu
• Font: Select a font.
• Font Style: Select a font style.
• Size: Select a size from the list or type a size in the
text box.
• Effects: Select from the different Effects options by
checking the check boxes.
• Color: Select a color from the drop-down menu.
Select More Colors in the drop-down menu to create
a custom color.
• Default for New Objects: Check this box to apply
the change as a new default for additional text placeholders you create.
➟
• Preview: Click Preview to show the results before dismissing the Fonts dialog box.
6. Click OK in the Fonts dialog box to apply the attribute
36
changes to the selected text.
Figure 4-6: Set new attributes and click Preview before dismissing the dialog box
www.it-ebooks.info
Adjust Line and Paragraph Spacing
Adjust Line and Paragraph Spacing
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
If you want to change line and paragraph spacing on a single slide,
select the slide on either the Outline or Slides tab to display the slide
on the Slides pane.
3. Click the text placeholder.
4. Right-click and select Format Placeholder from the con-
text menu. The Format Auto Shape dialog box opens.
5. Click the Text Box tab (see Figure 4-7).
6. Select a text anchor point from the Text Anchor Point
drop-down menu. The Text anchor point drop-down
menu offers you options for anchoring text to the Top,
Middle, Bottom, Top Centered, Middle Centered, and
Bottom Centered position within the text placeholder
rectangle.
Figure 4-7: Click the Text Box tab to make changes to text alignment
7. Make changes for the internal margin as desired.
8. Click Preview before dismissing the dialog box.
9. Click OK.
10. Choose Format➪Line Spacing to open the Line Spacing
dialog box (see Figure 4-8).
11. Change line spacing options for Line Spacing, Before
Paragraph, and/or After Paragraph as desired.
12. Click Preview to show the changes on the slide.
13. Click OK to accept the changes.
Figure 4-8: Adjust the line spacing and then click Preview to show the results
➟
37
www.it-ebooks.info
Chapter 4: Basic Editing Techniques
Set Indents and Tabs
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
3. Choose View➪Ruler (see Figure 4-9).
4. Click the text placeholder to select it.
5. Click the cursor in a line of text.
6. Click the tab selector on the left side of the ruler until
the tab you want to use appears (see Figure 4-10). Your
choices include the following:
• Indent Tabs. The first two markers are used to set
indents for leading indents and indentation.
• Left tab: The first marker at 1.5 inches is the left tab
marker. Left align text with this tab.
Figure 4-9: When Ruler is selected, a ruler appears above the slide
• Center tab: The next marker is a center tab. Select
this tab to center text.
• Right tab: The next tab is the right tab. Right align
text with this tab.
• Decimal tab: Use the last marker to align decimal
points.
7. Click the ruler where you want to add a tab. Click as
many times as you want to place tabs at different ruler
positions.
8. To move a tab, click it in the ruler and drag left or right.
9. To delete a tab, click the tab and drag below the ruler.
10. Click Close Master View to return to Normal view.
➟
38
Figure 4-10: Click inside a body of text and the tabs appear on the horizontal ruler
www.it-ebooks.info
Rotate Text
Add a New Text Placeholder
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
3. Choose Insert➪Text Box.
4. The cursor changes shape to a cross. Click and drag a
rectangle to shape the text box. Release the mouse button and the text box is shaped. A blinking cursor
appears inside the box ready for you to type.
5. Type text in the box (see Figure 4-11).
6. Choose View➪Normal or click the Normal icon at the
bottom of the Tabs pane.
Rotate Text
Figure 4-11: Add a text box and type text in the box
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
3. Click a text placeholder to select it. The rotate handles
appear.
4. Position the cursor over the rotate handle and the cursor
changes to a semicircle with an arrowhead.
5. Rotate the text placeholder as you need (see Figure 4-12).
You can rotate placeholders for text on either master slides or
slides.
Figure 4-12: Position the cursor over the rotate handle
www.it-ebooks.info
➟
39
Chapter 4: Basic Editing Techniques
View a Slide Show
1. Open a presentation in PowerPoint.
2. Choose View➪Slide Show or press F5.
Alternatively, you can click the Slide Show from Current Slide button in the Status bar at the bottom of the Tabs pane (to the right of
the Slide Sorter button).
3. Click buttons in the lower-left corner of the slide show
window to do the following:
• Left arrow: Navigate to the previous slide.
• Marker: Open a pop-up menu where you can mark
up a slide with comments or change selection arrow
appearances (see Figure 4-13).
For marking up text with highlights, select the Ballpoint Pen, the
Felt Tip Pen, or the Highlighter and drag anywhere on a slide to
make a highlight. Use the Eraser tools to eliminate markups. You
can change markup colors by clicking Ink Colors and selecting a
new color from a pop-up color palette.
Figure 4-13: Click the highlighter icon and select an option from the pop-up menu
• Navigation: Open a pop-up menu where you
can choose navigation and viewing options (see
Figure 4-14).
• Right arrow: Advance one slide.
4. Press the Esc key to exit Slide Show mode.
If you add markups on slides, PowerPoint opens a dialog box after
you press the Esc key to bail out of the Slide Show mode. To keep
your markups, click Keep. To remove the markups, click Discard.
➟
40
Figure 4-14: Open the Navigation pop-up menu to navigate slides
www.it-ebooks.info
Delete a Slide
Organize Slides in the Slide Sorter
1. Open a presentation in PowerPoint.
2. Choose View➪Slide Sorter.
Alternatively, you can click the Slide Sorter button in the Status bar
below the Tabs pane. Note that the Slide Sorter button is to the right
of the Normal View button.
3. Select a zoom level from the Zoom drop-down menu if
the default is too small for you to read the slide content.
4. Click a slide thumbnail and drag it to a location
between two slides.
5. As you drag a slide in the Slide Sorter, the cursor
changes to display a dotted rectangle below the selection arrow. When you move a slide either between two
slides or to the far left of a slide in a row, a vertical line
appears, as shown in Figure 4-15. Release the mouse
button and the slide drops between the slides on either
side of the vertical line.
Figure 4-15: Click and drag a slide to a new position to reorder the slides
Delete a Slide
1. Open a presentation in PowerPoint.
2. Open the Slides tab.
3. Click a slide thumbnail of a slide you want to delete.
4. Right-click and select Delete Slide from the context
menu (see Figure 4-16).
Alternatively, you can press the Delete (Del) key on your keyboard
or choose Edit➪Delete Slide.
Figure 4-16: Select Delete Slide from the context menu to delete a slide
www.it-ebooks.info
➟
41
Chapter 4: Basic Editing Techniques
Copy and Paste between Slides
1. Open a presentation in PowerPoint.
2. Open the Slides tab and click a slide in your presentation.
3. Choose Insert➪New Slide, press Ctrl+M, or right-click
a slide in the Slides pane and select New Slide
(Figure 4-17).
Slides are inserted immediately after the slide in view in the Slides
pane.
4. Click a slide in your presentation whose data you want
to copy.
5. Highlight the object or text placeholder and choose
Edit➪Copy. You can also right-click and select Copy
from the context menu or press Ctrl+C.
Figure 4-17: Insert a new slide where you want data pasted
6. Click the new slide added to your presentation and
choose Edit➪Paste or right-click and select Paste from
the context menu (see Figure 4-18).
The item you paste is pasted at the same coordinates as where the
item was copied from. If copying and pasting text placeholders, you
can be certain the pasted placeholder appears at the same position
as the one you copied.
➟
42
Figure 4-18: Right-click and select Paste from a context menu
www.it-ebooks.info
Advanced Editing
and Formatting
➟
Chapter
I
n Chapter 4, we talk about some basic editing techniques for changing
font attributes on title and master slides. More editing options are available to you for automating your workflow and checking your slides for
spelling errors.
In this chapter, we talk about creating headers and footers, automating text
formatting and corrections, and using PowerPoint’s powerful spell checker.
Get ready to . . .
5
➟ Add Headers and Footers ..........................44
➟ AutoFormat Text ........................................46
➟ Use AutoCorrect ........................................47
➟ Spell Check Slides ......................................48
➟ Find and Replace Words ............................49
➟ Copy Text Formatting Using Format
Painter ......................................................50
www.it-ebooks.info
Chapter 5: Advanced Editing and Formatting
Add Headers and Footers
1. Open a presentation in PowerPoint.
2. Open the Slides tab.
3. Click a slide to which you want to apply a header
and/or footer.
Ctrl+click to select multiple slides for adding a header and/or
footer.
4. Choose View➪Header and Footer to open the Header
Figure 5-1: The Header and Footer dialog box
and Footer dialog box (see Figure 5-1).
5. Make choices for the following:
• Date and Time: Check the box and choose a date/
time format from the drop-down menu.
You can also insert a date and time by choosing Insert➪Date and
Time. You get the same Header and Footer dialog box.
• Update Automatically: Check the radio button to
update the current date each time the presentation is
opened.
• Fixed: Click the Fixed radio button and type a date/
time in the text box.
When you include a date and time in your slide show, the date/time
is derived from your system clock. When you add a fixed date/
time, you can add any date/time value you desire in the text box.
➟
44
www.it-ebooks.info
Add Headers and Footers
• Slide Number: Add a slide number to each slide.
• Footer: Add a footer. Type the footer text in the box.
• Don’t Show on Title Slide: Check this box to keep
the header/footer from appearing on the title slide.
• Preview: View the Preview area in the Header and
Footer dialog box to see where the header/footer is
placed on the slide. Note that when adding a footer
as described here, three bold rectangles appear where
the footer information is added.
6. Click Apply and the header/footer information is
applied to the selected slides (see Figure 5-2). Click
Apply to All to apply changes to all slides.
If you need to modify the placement of the header/footer information
or the text attributes, choose View➪Master➪Slide Master. Select the
text placeholders and right-click to open a context menu. Select Font to
edit the font attributes. From the same context menu, select Format
Placeholder to edit text alignment.
Figure 5-2: Settings made in the Header and Footer dialog box are applied to selected
slides
Photo courtesy PhotoDisc, Inc.
➟
45
www.it-ebooks.info
Chapter 5: Advanced Editing and Formatting
AutoFormat Text
1. Open a presentation in PowerPoint.
2. Choose Tools➪AutoCorrect Options.
3. Click the AutoFormat As You Type tab in the
AutoCorrect dialog box (see Figure 5-3).
4. Check the boxes for the items you want to apply
for autoformatting. Three categories appear in the
dialog box:
• Replace as You Type. Auto corrections for quotes,
fractions, hyphens, and more are made while you
type.
• Apply as You Type. Formatting options such as bulleted and numbered lists and fitting text to frames is
applied as you type.
Figure 5-3: Check items to which you want to apply
autoformatting
• Apply as You Work. As you work, automatic layout is
applied to inserted objects.
The AutoFit Title Text to Placeholder and AutoFit Body Text to
Placeholder options make text fit within a text box or AutoShape.
If you have too much text to fit within a placeholder, the text is
automatically downsized so all text can fit within the placeholder.
5. Leave all the check boxes checked as set by the program
default and click OK.
6. Open a slide to edit by clicking a slide thumbnail in the
Slides tab.
7. Type :-) (colon, dash, right parenthesis). The AutoFormat
➟
uses a smiley face for the text as it was defined in the
AutoFormat options (see Figure 5-4).
Figure 5-4: The Smiley Face autocorrect option changes the typed characters to a
graphic
46
www.it-ebooks.info
Use AutoCorrect
Use AutoCorrect
1. Open a presentation in PowerPoint.
2. Choose Tools➪AutoCorrect Options.
3. Click the AutoCorrect tab to open the AutoCorrect:
(language) dialog box.
Note (language) is the default language installed with your
PowerPoint application. If the installation was made for U.S. English,
the title of the dialog box is AutoCorrect: English (U.S.).
4. Select options by checking the boxes for the items
you want PowerPoint to autocorrect as you type (see
Figure 5-5).
5. Type an item in the Replace text box and a replacement
Figure 5-5: Select items you want PowerPoint to
autocorrect
item in the With text box. For example, type dollar in
the Replace text box and $ in the With text box. Each
time you type dollar, the symbol $ is automatically
substituted.
6. Click the Add button for each item you add for
replacement.
7. Click Exceptions to open the AutoCorrect Exceptions
dialog box (see Figure 5-6).
8. Type words you don’t want PowerPoint to capitalize
when typed as the first word in a sentence. For example,
a word like eMail.
Figure 5-6: Click Exceptions to open the
AutoCorrect Exceptions dialog box
9. Click the INitial CAps tab.
10. Type words or acronyms in which you want multiple
Choices you make in the AutoCorrect: (language) dialog box and the
AutoCorrect Exceptions dialog box become new defaults and apply to all
presentations you create and/or edit.
caps in a word — something like IQ.
11. Click OK in the AutoCorrect Exceptions dialog box.
12. Click OK in the AutoCorrect: (language) dialog box.
➟
47
www.it-ebooks.info
Chapter 5: Advanced Editing and Formatting
Spell Check Slides
1. Open a presentation in PowerPoint.
2. Choose Tools➪Spelling or press F7 to open the Spelling
dialog box (see Figure 5-7).
3. Click one of the following:
• Ignore/Ignore All: Click Ignore to ignore a word you
know is spelled correctly. Click Ignore All if the word
is repeated in your presentation.
Figure 5-7: Choose Tools➪Spelling to open the
Spelling dialog box
• Change/Change All: Accept PowerPoint’s suggestion
in the Change To text box by clicking Change or
Change All. If PowerPoint provides no suggestion,
type the correct spelling in the Change To text box.
• Add: Click Add if you want to add a word to a custom dictionary.
• Suggest: Click Suggest, and PowerPoint provides one
or more options in the Suggestions list.
• AutoCorrect: Click AutoCorrect to add a word to the
AutoCorrect list. When you type the word again on a
slide, PowerPoint autocorrects any misspelling you
might type for the word.
• Close: Click Close when finished spell checking.
Figure 5-8: Check options you want for spell
checking and click OK
4. Click Close after performing a spell check.
5. Choose Tools➪Options.
6. Click Spelling and Style in the Options dialog box (see
Figure 5-8).
7. Select options on the Spelling and Style tab.
➟
8. Click OK to exit the Options dialog box.
48
www.it-ebooks.info
Find and Replace Words
Find and Replace Words
1. Open a presentation in PowerPoint.
2. Choose Edit➪Find or press Ctrl+F to open the Find dia-
log box (see Figure 5-9).
3. Type a word you want to find in your presentation in
the Find What text box.
4. Check the following boxes to narrow your search:
• Match Case: Check this box to match letter case.
• Find Whole Words Only: Check this box to locate
whole words and not word stems.
5. Click Find Next to find the next occurrence of the word.
6. Click Close to close the Find dialog box.
7. Choose Edit➪Replace to open the Replace dialog box
Figure 5-9: Type a word to find in the Find What text box
Photo courtesy PhotoDisc, Inc.
(see Figure 5-10).
8. Type a word to find in the Find What text box.
9. Type a word you want to use to replace the found
word(s) in the Replace With text box.
10. Check the boxes for Match Case and Find Whole Words
Only if they apply.
Figure 5-10: Click Close when finished
replacing words
11. Do one of the following:
• Click Replace to replace a single instance of the
found word. You can click the Find Next button to
locate another instance.
• Click Replace All to replace all instances of a found
word.
12. Click Close after replacing all the words you want to
replace.
➟
49
www.it-ebooks.info
Chapter 5: Advanced Editing and Formatting
Copy Text Formatting Using
Format Painter
1. Open a presentation in PowerPoint.
If you want to copy formatting from one presentation to another,
open a second presentation.
2. Choose View➪Normal to open the Tabs pane or click
the Normal View (Restore Panes) button in the Status
bar in the lower-left corner of the PowerPoint window.
3. Click the cursor in a text placeholder whose formatting
you want to copy and apply to a different slide or different presentation.
4. Click the Format Painter tool on the Standard toolbar
Figure 5-11: Click the Format Painter tool
(see Figure 5-11).
5. Click a slide in the Slides pane to which you want to
apply the same style.
6. When you click the Format Painter tool, the cursor
changes to an I-beam with a paintbrush, as shown in
Figure 5-12. Move the cursor to a text placeholder and
drag across the text line to which you want to apply the
copied style. The same text attributes (font, style, point
size, color) from the text you originally clicked with the
Format Painter tool are applied to the target slide.
➟
50
If you want to apply a style to several slides, double-click the
Format Painter tool. Click and drag across text you want to change.
Press the Page Down key to scroll slide pages and select more text
to change. Repeat the steps to change all the text you want to
change. When you finish, click the Format Painter tool again to turn
it off or press the Esc key.
Figure 5-12: Click with the Format Painter tool in a text placeholder to apply the
copied style to another slide
www.it-ebooks.info
Working with Masters
Master slides provide you options for globally changing the design of your
presentations. With a quick reorganization and formatting for text — or a
change in the graphic images on a master slide — you can apply changes to
all slides in your presentation in a matter of minutes.
➟
Chapter
PowerPoint provides you with four different master slides. The title master
and slide master affect the design of your presentation. The note master and
handout master handle the designs for notes and handouts.
In this chapter, you find out how to edit and change all master slides and
apply the changes to your presentation.
Get ready to . . .
6
➟ Create a Title Master..................................52
➟ Create a Slide Master ................................54
➟ Create Multiple Slide Masters ....................55
➟ Create a Notes Master................................56
➟ Create a Handout Master ..........................57
www.it-ebooks.info
Chapter 6: Working with Masters
Create a Title Master
1. Open a PowerPoint Presentation where you want to
change the master slides.
2. Choose View➪Master➪Slide Master.
3. The Slide Master View toolbar opens(see Figure 6-1).
Your options here are as follows:
• Insert New Slide Master: Create a new slide master.
• Insert New Title Master: Create a new title master slide.
• Delete Master: Delete the master slide currently in
view.
• Preserve Master: Protect both the title master and
slide master against additional changes. After clicking
the tool, a pushpin icon appears adjacent to the left
side of the slide thumbnails on the Slide Master tab.
Click the tool again to unprotect the masters.
Figure 6-1: The Slide Master View toolbar
• Rename Master: Type a name for your master in the
dialog box that opens.
• Master Layout: Each master title slide contains five
placeholders. By default, all the placeholders appear
on a new title slide when you create it. If you delete a
placeholder and want to restore it, click this tool and
the Master Layout dialog box opens. Check the box
for the missing placeholder and it is restored.
• Close Master View. Click this button to dismiss the
Slide Master View toolbar and exit master editing
mode.
4. Click the Insert New Title Master button to create a new
➟
title master (see Figure 6-1).
5. Click the mouse cursor in the Title placeholder to select it.
52
Figure 6-2: Select Font from the context menu to open the Font dialog box
www.it-ebooks.info
Create a Title Master
6. Right-click the mouse button and select Font from
the context menu. The Font dialog box opens (see
Figure 6-2).
7. Scroll the Font window and select a new font, font style,
and font size.
8. Click Preview to preview the text.
9. Click OK and click in the Text placeholder to select the
text.
10. Right-click and select Font from the context menu.
11. Change font attributes for the selected text.
12. Choose Insert➪Picture➪From File to open the Insert
Picture dialog box.
13. Select a picture to use as the background in the Insert
Picture dialog box and click the Insert button.
Figure 6-3: Order➪Send to Back moves the picture behind the text
Keep in mind that inserted pictures appear in the foreground, hiding the text on your slide. After inserting a picture, you need to
move the picture behind the text.
Photo courtesy PhotoDisc, Inc.
14. Right-click the inserted picture and choose Order➪Send
to Back (see Figure 6-3).
15. Click Close Master View on the Slide Master View tool-
bar to dismiss the toolbar and return to Normal view.
16. Click the first slide in your presentation in the Slides
pane.
17. Click Title Slide in the Slide Layout pane; the new title
master is applied to your opening slide (see Figure 6-4).
You can also create a new presentation from scratch and add custom master slides. Open PowerPoint and click the New button on
the Standard toolbar; then follow the remaining steps for creating
a new Title slide.
Figure 6-4: A new title slide is added to the presentation
www.it-ebooks.info
➟
53
Chapter 6: Working with Masters
Create a Slide Master
1. Open an existing presentation or create a new presenta-
tion in PowerPoint.
2. Choose View➪Master➪Slide Master (see Figure 6-5).
3. Format the title and text on the master slide for font,
font style, and font size.
4. Insert a picture on the master slide if you like and be
certain to send the picture to the background by rightclicking the inserted picture and choosing Order➪Send
to Back.
5. Click Close Master View on the Slide Master View tool-
bar to return to Normal view.
6. Open the Task pane (Ctrl+F1) and select Slide Design
from the drop-down menu. Your new slide master
appears in the Apply a Design Template area in the Slide
Design pane.
Figure 6-5: Changing from Normal view to Master Editing view
7. Open the Slides tab if it is not in view and click the sec-
ond slide in the presentation.
8. Scroll the Slides tab to place the last slide thumbnail in
view.
9. Press the Shift key and click the last slide thumbnail.
10. Right-click the new slide master design in the Slide
Design pane (see Figure 6-6).
11. Click Apply to Selected Slides to apply the new master
slide to all slides selected in the Slides tab.
➟
54
Figure 6-6: Select slides in the Slides tab and select Apply to Selected Slides
Photo courtesy PhotoDisc, Inc.
www.it-ebooks.info
Create Multiple Slide Masters
Create Multiple Slide Masters
1. Open an existing presentation in PowerPoint.
2. Choose View➪Master➪Slide Master.
3. Edit the current master slide for font attributes, adding a
picture or changing background colors.
4. Click the Rename Master button on the Slide Master
View toolbar and type a name for the master.
5. Click the Insert New Master Slide button on the Slide
Master View toolbar to create a second master slide.
6. Edit the slide for font and background.
7. Click the Rename Master button and type a new master
slide name in the Rename dialog box (see Figure 6-7).
8. Click Close Master View on the Slide Master View toolbar.
Figure 6-7: The Rename Master dialog box
Photo courtesy Corbis Digital Stock
9. Press the Ctrl key and click each slide thumbnail in the
Slides tab that you want to apply one master slide.
10. Open the Slide Design pane and click the slide master
you want to apply to the selected slides.
11. Press Ctrl and click the remaining slides in the Slides
tab that you want to apply your second master.
12. Click the second master slide in the Slide Design pane
(see Figure 6-8).
Note that a tool tip opens when the cursor appears over a master slide
in the Slide Design pane and reports all slides, according to slide number, that use the slide appearing below the cursor.
Figure 6-8: Applying different master slides to selected slides
www.it-ebooks.info
➟
55
Chapter 6: Working with Masters
Create a Notes Master
1. Open an existing presentation in PowerPoint.
2. Choose View➪Master➪Notes Master.
3. Right-click the Note Master and select Notes Background
(see Figure 6-9).
4. Edit the color and fill effects by making selections in the
Notes Background dialog box.
If you want to add a graphic image to the Notes pages, select
Insert➪Picture. Select from the submenu either Clip Art (to add a
clipart image) or From File (to add a graphic you created and saved
as a file). When the object is inserted on the Notes master page,
move the object below the slide. Objects placed on the slides themselves won’t be visible on the notes pages.
5. Click Apply to change the background color and fill effect.
Figure 6-9: Select Notes Background
6. Click the Close Master View button on the Notes Master
View toolbar to return to Normal view.
7. Choose View➪Notes Page.
8. Click the cursor in the text box and type the notes you
want to appear for the slide in view (see Figure 6-10).
9. Press the Page Down key on your keyboard to advance
to the next slide.
10. Type text in the notes text box to add note text to the
slide in view.
11. Continue advancing slides and adding note text for each
slide.
12. Choose File➪Save to update your presentation.
➟
56
Figure 6-10: Click the cursor in the notes text box and type your note text
www.it-ebooks.info
Create a Handout Master
Create a Handout Master
1. Open an existing presentation in PowerPoint.
2. Choose View➪Handout Master.
3. Click a handout layout style on the Handout Master
View toolbar (see Figure 6-11).
As you click different layout options on the Handout Master View toolbar, the Handout Master reflects changes made to the design. You
have options for handouts displaying one or several slides per page.
The dotted lines represent the slide images and the blank space is
designed for your presentation audience to add personal notes.
4. Click the Close Master View button on the Handout
Master View toolbar to return to Normal view.
5. Choose File➪Print Preview.
Figure 6-11: Click a layout style on the Handout Master View toolbar
6. Open the Print What drop-down menu and select an
option from the menu choices for the number of slides
you want to appear on each handout page (see Figure
6-12).
7. Preview the handout design.
8. Click Close in the Print Preview dialog box to return to
Normal view.
9. Choose File➪Save to save your edits.
Figure 6-12: Selecting the number of slides to appear per printed page
www.it-ebooks.info
➟
57
Chapter 6: Working with Masters
➟
58
www.it-ebooks.info
Part II
Adding Visual Interest
to Slides
www.it-ebooks.info
Chapter 7: Adding Lines and Shapes . . . . . . . . . . . . .61
Use the Drawing Toolbar ........................................62
Draw and Format an AutoShape ............................64
Use WordArt to Jazz Up Text ..................................65
Draw and Group Lines ............................................66
Add Arrowheads to Lines ........................................67
Draw a Curved Line.................................................68
Move Lines and Shapes ...........................................69
Stack Lines and Shapes............................................70
Chapter 8: Using Color, Texture, and Pattern . . . . . . .73
Apply a Color Scheme.............................................74
Apply a Color Scheme to Notes Pages ...................75
Edit a Color Scheme ................................................76
Change the Slide Background Color ......................77
Change the Slide Background to a Gradient .........78
Change the Slide Background to a Texture ............79
Change the Slide Background to a Pattern ............80
Change the Slide Background to an Image ............81
Change the Background of Notes...........................82
Add, Change, or Delete a Fill..................................83
Change the Color of Text ........................................84
Change the Color or Fill of Text in WordArt .........85
Chapter 9: Working with Pictures . . . . . . . . . . . . . . .87
Insert a Picture from Clip Art .................................88
Insert a Picture from a File......................................89
Insert a Picture from a Scanner or Camera ............90
Add a Clip to the Clip Organizer............................91
Insert Pictures to Create a Photo Album................92
Recolor Clip Art .......................................................94
Resize a Picture Manually .......................................95
Resize a Picture Precisely.........................................95
Crop a Picture ..........................................................96
Align and Distribute Pictures..................................97
www.it-ebooks.info
Adjust Picture Brightness and Contrast..................98
Add Transparency to a Picture ................................99
Add Shadows..........................................................100
Chapter 10: Creating Tables and Graphs . . . . . . . . .101
Insert a Table from Scratch....................................102
Insert a Table by Drawing......................................103
Insert a Table from Microsoft Word .....................104
Enter Table Text ......................................................105
Add and Modify Table Columns and Rows .........106
Modify Table Borders.............................................108
Shade the Table, Cells, Columns, or Rows ...........109
Insert Pictures into a Table ....................................110
Enter Formulas with Microsoft Equation 3.0 .......111
Create a Graph from Scratch .................................112
Enter Data into the Datasheet...............................113
Format a Graph’s Text ............................................114
Format a Graph’s Title and Legend.......................115
Format a Graph’s Grid Lines .................................116
Add Labels to a Graph ...........................................117
Chapter11: Creating Organizational Charts and
Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
Create a Default Organization Chart ...................120
Modify an Organization Chart Style ....................121
Modify Organization Chart Elements..................122
Import an Organization Chart from
Word or Excel ......................................................123
Create a Diagram...................................................124
Convert a Diagram Type .......................................125
Modify a Diagram Style ........................................126
Modify a Diagram Size..........................................127
Modify Diagram Elements ....................................128
Create a Flowchart .................................................129
Modify a Flowchart................................................130
➟
Adding Lines
and Shapes
Chapter
If a picture is what you want to communicate a message, then PowerPoint’s
drawing options are your ticket to creating graphic representations of ideas
and concepts. Using drawing tools and autoshapes, you can create visual
messages utilizing free form drawing tools and predefined shapes.
With the ease of drawing lines and geometric shapes or selecting graphic
objects from a number of different palettes, you can quickly assemble a diagram or drawing to illustrate your point. In this chapter you learn how to
use the many different tools in PowerPoint to create graphic objects and
images.
www.it-ebooks.info
Get ready to . . .
7
➟ Use the Drawing Toolbar ............................62
➟ Draw and Format an AutoShape ................64
➟ Use WordArt to Jazz Up Text ......................65
➟ Draw and Group Lines ..............................66
➟ Change a Line Style ..................................66
➟ Add Arrowheads to Lines............................67
➟ Create Block Arrows ..................................67
➟ Draw a Curved Line ..................................68
➟ Move Lines and Shapes..............................69
➟ Rotate Lines and Shapes ............................69
➟ Stack Lines and Shapes ............................70
Chapter 7: Adding Lines and Shapes
Use the Drawing Toolbar
1. Create a new blank presentation in PowerPoint by click-
Figure 7-1: The Drawing toolbar
ing the New button on the Standard toolbar.
2. Click the text placeholders and press the Delete (Del)
key on your keyboard.
3. Choose View➪Toolbars➪Drawing to open the Drawing
toolbar (see Figure 7-1).
The Drawing toolbar may be docked at the bottom of the PowerPoint
window. To move the toolbar to the top level or move it to the
Document window as a floating toolbar, click the separator bar on the
far left side of the toolbar and drag to move it.
4. Choose from one of the following tools:
• Autoshapes: You can select from a number of different shapes to add to your slide.
• Line: Click the Line tool and drag the cursor in the
Slide window to create a line.
Figure 7-2: Click the Insert Diagram or
Organizational Chart tool to open the
Diagram Gallery
• Arrow: Draw a line with an arrowhead.
• Rectangle: Draw a rectangle. To draw a square, press
the Shift key.
• Oval: Draw ovals and circles.
• Text Box: Click the Text Box tool and drag with your
mouse to create a text placeholder for the rectangle.
• Insert WordArt: Open the WordArt Gallery to choose
from a variety of stylized text.
➟
• Insert Diagram or Organizational Chart: Click one
of the gallery items in the Diagram Gallery (see
Figure 7-2) and then click OK to add that diagram to
your slide page.
62
www.it-ebooks.info
Use the Drawing Toolbar
• Insert Clip Art: Select a clip art object from the Clip
Art pane and drag it to the slide in view. Drag to
position on the slide. (see Figure 7-3).
• Insert Picture: Select an image in the Insert Picture
dialog box, then click the Insert button to import the
image on your slide.
• Fill Color: Select a preset color from the drop-down
menu or click More Fill Colors to open the Windows
System color palette.
• Line Color: Select your linen then click the Line
Color tool to open a drop-down menu where you
can change a line’s color.
• Font Color: Select your text, then click the Font
Color tool and select a color to change the font color.
• Line Style: The Line Style drop-down menu provides
options for changing the style of lines in terms of
point size and multiple lines.
Figure 7-3: Click the Clip Art button to open the Clip Art pane
• Dash Style: The Dash Style drop-down menu lets you
select from a different number of dashed line styles.
• Arrow Style: The Arrow Style drop-down menu lets
you select an end point shape. To create custom line
and arrowhead shapes, select More Arrows from the
drop-down menu to open the Format Autoshape
dialog box.
• Shadow Style: The Shadow Style drop-down menu
lets you select from different drop shadow appearances. To customize the shadows for offset distances,
select Shadow Settings to open the Shadow Settings
toolbar.
• 3-D Style: The 3-D Style drop-down menu lets you
select 3-D styles for your 2-D objects. At the bottom
of the menu, you can select 3-D Settings to open the
3-D Settings toolbar where you can make custom
appearances on the selected object (see Figure 7-4).
Figure 7-4: Changing 2-D to 3-D
www.it-ebooks.info
➟
63
Chapter 7: Adding Lines and Shapes
Draw and Format an AutoShape
1. Create a blank presentation by clicking the New button
on the Standard toolbar.
2. Choose View➪Toolbars➪Drawing to open the Drawing
toolbar.
3. Click the Insert Clip Art button on the Drawing toolbar
to open the Clip Art pane.
Figure 7-5: Select an item on one of the submenus
4. Click an object in the pane and drag it to the blank slide.
If you want more clip art choices than you see in the Clip Art pane,
click Clip Art on Office Online at the bottom of the Clip Art pane.
Your Web browser takes you to the Microsoft Web site where you
can obtain free clip art images.
5. Click the AutoShapes button on the Drawing toolbar.
6. Select a menu item and then an object. In this example,
we used Callouts and selected the Rounded Rectangular
Callout (see Figure 7-5).
7. Release the mouse button and the cursor changes to a
crosshair.
8. Draw the shape you desire and then release the mouse
button; the autoshape appears on the slide.
9. Use the Fill Color tool from the Drawing toolbar to fill
it with color
Figure 7-6: Add text to an autoshape to communicate an idea to your audience
10. Click the Text Box tool on the Drawing toolbar (or press
F2 with an object selected) and start typing.
11. Click and drag a rectangle to define the size of a new
text placeholder somewhere inside your autoshape.
➟
12. Type text to add new text that describes the point you
want to communicate (see Figure 7-6).
64
www.it-ebooks.info
Use WordArt to Jazz Up Text
Use WordArt to Jazz Up Text
1. Create a new blank slide.
2. Open the Drawing toolbar by choosing
View➪Toolbars➪Drawing.
3. Click the WordArt button on the Drawing toolbar to
open the WordArt Gallery (see Figure 7-7).
4. Click a style you want to use for new text on your slide
and then click OK in the WordArt Gallery.
Figure 7-7: Select a style and click OK
5. The Edit WordArt Text dialog box opens. In the dialog
box, do the following:
• Select a font from the Font drop-down menu.
• Select a point size from the Size drop-down menu.
• Select B for Bold and I for Italic if you want either or
both styles applied to your text.
• Type the text you want to appear on your slide in the
Text window.
6. Click OK and the text drops on the slide.
When the WordArt text appears on your slide and the text is
selected, the WordArt toolbar opens. You can make further formatting changes to the text — such as fill colors and patterns — by
clicking buttons on the toolbar.
7. Click a circle on the border and drag in or out to size
the text.
Figure 7-8: Use the WordArt toolbar for any additional formatting
8. To change the text color, click the Format WordArt but-
ton on the WordArt toolbar (see Figure 7-8). The Format
WordArt dialog box opens where you can change the
color and adjust the transparency settings.
➟
65
www.it-ebooks.info
Chapter 7: Adding Lines and Shapes
Draw and Group Lines
1. Create a new blank slide.
2. Open the Drawing toolbar by choosing View➪
Toolbars➪Drawing.
3. Click the Line button on the Drawing toolbar.
4. Click and drag a line. To keep the line straight, press the
Shift key as you drag the mouse. Release the mouse button to complete drawing the line.
5. Draw a second line on the same slide.
6. Select both lines by clicking one line and Shift+clicking
the second line.
7. Right-click and choose Grouping➪Group (see Figure 7-9).
When you group lines together, you can easily change line attributes and size the lines together when they are grouped.
Figure 7-9: Choose Grouping➪Group to group lines together
Change a Line Style
1. Create one or more lines on a slide.
2. If creating more that one line, be sure to group them.
3. Be certain the line (or group) is selected and then right-
click and select Format AutoShape from the context
menu. The Format AutoShape dialog box opens (see
Figure 7-10).
4. Use the various drop-down menus in the Line area to
format your selection as desired.
5. Click OK to change the line attributes.
➟
66
Figure 7-10: Change line attributes in the Format AutoShape dialog box
www.it-ebooks.info
Create Block Arrows
Add Arrowheads to Lines
1. Open the Drawing toolbar by choosing View➪
Toolbars➪Drawing.
2. Do one of the following:
• Click the Arrow button on the Drawing toolbar and
drag the mouse to create a line. The arrowhead
appears at the end point.
• Click the Line button on the Drawing toolbar and
draw a line on your slide.
If you want a default arrowhead to appear on a line, use the Arrow
button. If you want to modify arrowheads, you can use either tool
to create a line.
Figure 7-11: Format arrowheads in the
Arrows section
3. Right-click a line and select Format AutoShape to open
the Format AutoShape dialog box — or just double click
the line to open the same dialog box.
4. Select from the drop-down menus in the Arrows section
for beginning and ending styles (see Figure 7-11), then
click OK.
Create Block Arrows
Figure 7-12: Choose AutoShapes➪Block Arrows to select
a block arrow style
1. Open the Drawing toolbar by choosing View➪
Toolbars➪Drawing.
2. Click the AutoShapes button to open the AutoShapes
If you want to add some flair to the design of block arrows, click the 3-D
Style button on the Drawing toolbar and select a 3-D style. Additionally,
you can add a drop shadow by clicking the Shadow Style button and
selecting a shadow type from the drop-down menu.
drop-down menu.
3. Select Block Arrows from the menu options.
4. Click a style for the arrow you want to add to your slide
(see Figure 7-12).
5. Click and drag the mouse to create the shape at the
desired size.
www.it-ebooks.info
➟
67
Chapter 7: Adding Lines and Shapes
Draw a Curved Line
1. Open the Drawing toolbar by choosing View➪
Toolbars➪Drawing.
2. Select AutoShapes on the Drawing toolbar to open the
drop-down menu.
3. Select Basic Shapes and click the Arc shape on the sub-
menu (see Figure 7-13).
Figure 7-13: Select the Arc shape to draw a curved line
If you want to draw a freeform line instead of an arc shape, choose
AutoShapes➪Lines and click on the Curve line or the Scribble tool
in the Lines submenu.
4. Click and drag the mouse to create the arc shape.
5. To reshape the line, click and drag the end points.
You can drag end points to size the line and reshape the path by
dragging the line end points appearing as diamonds on either side
of the line. Additionally, you can resize the shape by clicking the circles and dragging in or out to resize the entire shape. You can also
rotate the shape by dragging the rotate handle.
6. After reshaping, click the line to select it.
7. Right-click and select Format AutoShape from the con-
text menu — or just double click the line. The Format
AutoShape dialog box appears (see Figure 7-14).
Figure 7-14: The Line area of the Colors and Lines tab
8. Select options from the drop-down menus in the Line
area of the Colors and Lines tab.
9. Click Preview to preview the results.
10. Click OK when the shape appears as you like.
➟
68
www.it-ebooks.info
Rotate Lines and Shapes
Move Lines and Shapes
1. Create a line or shape on a slide.
2. Move the cursor over a point on the line or shape.
3. Wait until the cursor changes to a selection arrow with a
star (see Figure 7-15), then click and drag to move the
line or shape.
Figure 7-15: Position the cursor over
a line and click and drag to move the line
4. To nudge a line or shape horizontally or vertically, do
one of the following:
• Select the line or shape and press an arrow key to
move in the direction of the arrow key.
• Select a line or shape and press the Ctrl key and
an arrow key to slightly nudge in the direction of the
arrow key. The Ctrl key moves a line or object in
smaller increments then when pressing just the
arrow key.
Figure 7-16: Drag left or
right to rotate the object
Rotate Lines and Shapes
1. Create a line or shape on a slide.
2. Select the object to reveal its rotate handle and then
move the cursor over the handle.
3. Wait until the cursor changes from a selection arrow to
a semicircle and arrowhead (see Figure 7-16), then click
and drag to rotate the line or shape.
Drag left to rotate counterclockwise or right to rotate clockwise.
➟
69
www.it-ebooks.info
Chapter 7: Adding Lines and Shapes
Stack Lines and Shapes
1. Create a blank new slide.
2. Open the Drawing toolbar by choosing View➪
Toolbars➪Drawing.
3. Click the Line tool and draw a series of lines to create a
map with lines intersecting.
If you want to draw a freeform line, click the AutoShape button,
select Lines from the drop-down menu, click the Curve line option
(lower-left corner on the submenu), then draw a freeform shape
with the line.
Figure 7-17: Intersecting lines forming the roads on a map
4. Press Ctrl+A or choose Edit➪Select All to select all the
lines.
5. Right-click and select Format AutoShape to open the
Format AutoShape dialog box.
6. Choose 12 from the Weight drop-down menu for a 12-
point line. Click OK to change all lines to 12 points (see
Figure 7-17).
7. Press Control + A to select all the lines. Right click on a
selected line and then select Grouping➪Group to group
the lines.
8. While the lines are selected, choose Edit➪Copy.
9. Choose Edit➪Paste.
10. Right-click and select Format AutoShape. The Format
AutoShape dialog box opens.
➟
70
www.it-ebooks.info
Stack Lines and Shapes
11. Choose 8 from the Weight drop-down menu.
12. Select White from the Color drop-down menu for the
color.
13. Click OK.
14. Move the white lines to fit on top of the black 12-point
lines by clicking and dragging or pressing the arrow keys
(see Figure 7-18).
15. Import clip art or any images to enhance the appearance
of your map by choosing Insert➪Picture➪Clip Art or
choose From File to import an image.
16. Click the Text Box button on the Drawing toolbar and
drag open a rectangle to create a text placeholder.
Repeat, adding text placeholders as needed and type the
text to describe the street names (see Figure 7-18).
Figure 7-18: The finished map
➟
71
www.it-ebooks.info
Chapter 7: Adding Lines and Shapes
➟
72
www.it-ebooks.info
Using Color, Texture,
and Pattern
➟
Chapter
C
olor is an important element in communication. Each color has an
inherent “personality” and can evoke emotion and action. Certain colors also have been historically associated with certain products, industries,
and even messages. The colors you choose and the way you combine colors
can have an effect on your presentation and the way it is perceived by your
audience. You want to ensure that your color choices are never arbitrary but,
instead, are well-thought-out.
Fortunately, PowerPoint makes choosing and using color simple. If you’re
not particularly color savvy, you can rest assured that PowerPoint’s predefined color schemes are well designed. If you’re feeling more creative, defining your own colors is easy. And if you decide color isn’t enough, you also
have the ability to add textures and patterns to your background and graphic
elements. This chapter gives you the know-how to work with all three.
Get ready to . . .
8
➟ Apply a Color Scheme ................................74
➟ Apply a Color Scheme to Notes Pages/
Handouts ..................................................75
➟ Edit a Color Scheme ..................................76
➟ Use the Color Scheme from Another
Presentation ..............................................77
➟ Change the Slide Background Color ............77
➟ Change the Slide Background to a
Gradient/Texture/Pattern/Image ..............78
➟ Change the Background of Notes/
Handouts ..................................................82
➟ Add, Change, or Delete a Fill......................83
➟ Change the Color of Text............................84
➟ Change the Color or Fill of Text in
WordArt ....................................................85
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
If you have applied more than one design template to your slides and
want the color scheme applied to all slides, select Apply to All Slides from
the drop-down list. If you want to apply the color scheme to a set of
slides that use a particular design template, first select a slide in that
group and then choose Apply to Master from the drop-down list.
Apply a Color Scheme
1. Open a presentation in PowerPoint.
2. Choose Format➪Slide Design to open the Slide Design
task pane. You can also click Design in the Formatting
toolbar.
3. Click Color Schemes at the top of the task pane.
4. Click the color scheme you want to use in the Apply a
Color Scheme area, as shown in Figure 8-1. By default,
the color scheme you choose is applied to all the slides
in your presentation.
Apply a Color Scheme
to Selected Slides
Figure 8-1: Apply a color scheme to all of your slides
1. Open a presentation in PowerPoint.
2. Choose Format➪Slide Design to open the Slide Design
task pane. You can also click Design in the Formatting
toolbar.
3. Click Color Schemes at the top of the task pane.
4. Click the Slides tab on the far left of the application
window. If the Slides tab isn’t visible, first choose
View➪Normal.
5. In the Slides tab area, Ctrl-click the slides whose current
color scheme you want to change — while leaving the
remaining slides unselected.
6. Hover your mouse over your desired color scheme in
➟
Figure 8-2: Apply a color scheme to selected slides only
the Color Schemes area of the task pane. Click the
downward-pointing arrow and select Apply to Selected
Slides from the drop-down list, as shown in Figure 8-2.
74
www.it-ebooks.info
Apply a Color Scheme to Handouts
Apply a Color Scheme to Notes Pages
1. Open a presentation in PowerPoint.
2. Choose Format➪Slide Design to open the Slide Design
task pane. You can also click Design in the Formatting
toolbar.
3. Click Color Schemes at the top of the task pane.
4. If you want to apply a color scheme to one notes page
only, select your desired slide in the Slides tab.
Figure 8-3: Apply a color scheme to notes pages
5. Choose View➪Notes Page.
6. Hover your cursor over your desired color scheme in
the Color Schemes area of the task pane. Click the
downward-pointing arrow and select Apply to Notes
Page from the drop-down list, as shown in Figure 8-3.
7. To apply the color scheme to all the notes pages, select
Apply to All Notes Pages from the drop-down list.
Apply a Color Scheme to Handouts
1. Open a presentation in PowerPoint.
2. Choose Format➪Slide Design to open the Slide Design
task pane. You can also click Design in the Formatting
toolbar.
Figure 8-4: Apply a color scheme to handouts
3. Click Color Schemes at the top of the task pane.
4. Choose View➪Master➪Handout Master.
5. Hover your cursor over your desired color scheme in
the Color Schemes area of the task pane. Click the
downward-pointing arrow and select Apply to Handout
Master from the drop-down list, as shown in Figure 8-4.
➟
75
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
Edit a Color Scheme
1. Open a presentation in PowerPoint.
2. Choose Format➪Slide Design to open the Slide Design
task pane. You can also click Design in the Formatting
toolbar.
3. Click Color Schemes at the top of the task pane.
4. Do one of the following to edit the color scheme of
• Slides: Click the Slides tab on the far left of the application window, then Ctrl-click your desired slides.
• Notes: Choose View➪Master➪Notes Master to edit the
color scheme for all the notes pages. To change just a
single notes page, select the slide in the Slides tab area.
Figure 8-5: Select the colors you wish to modify
• Handouts: Choose View➪Master➪Handout Master.
5. Click Edit Color Schemes at the bottom of the task pane.
6. In the Edit Color Scheme dialog box, under the Custom
tab, click the color you want to change in the Scheme
colors area, as shown in Figure 8-5.
7. Click the Change Color button.
8. Do one of the following:
• Standard color palette: Click the color you want.
Click OK.
Figure 8-6: Select a new custom
color for your scheme
• Custom color palette: Click with the crosshair icon to
select a color, as shown in Figure 8-6. You can also drag
the scroll bar to further fine tune the color. Click OK.
9. Repeat Steps 6, 7, and 8 for additional colors you want
to modify.
➟
10. Click Apply to modify the colors and exit the dialog box.
76
www.it-ebooks.info
When you modify an existing color scheme, you automatically create a
new one. It is added to the gallery in the Slide Design Color Schemes task
pane for future use. To delete a color scheme, click the Delete Scheme button at the bottom of the Standard tab of the Edit Color Scheme dialog box
(Step 8).
Change the Slide Background Color
Use the Color Scheme from
Another Presentation
1. Open both presentations in PowerPoint. (Choose
Window➪Arrange All to display your presentations side
by side.)
2. In both presentations, click the Slides tab on the far left
of the application window.
3. In the Slides tab area, select the slide in the first presen-
tation that has the color scheme you want to use.
4. Click the Format Painter in the Formatting toolbar, then
click the window of the second presentation. Finally,
click the slide to which you want to apply the scheme,
as shown in Figure 8-7.
Figure 8-7: Copy schemes between two presentations
Change the Slide Background Color
1. Open a presentation in PowerPoint.
2. Choose Format➪Background.
3. In the Background dialog box, shown in Figure 8-8,
click the downward-pointing arrow and select one of the
eight colors from the current color scheme.
Figure 8-8: Change the background color of your slide(s)
4. Click the Preview button to get a look at your modified
background.
5. Click Apply to apply the new background color to
selected slides only. Click Apply to All to apply the
background to all slides.
To recolor multiple slides, double-click the Format Painter in the
Formatting toolbar. Click the window of the second presentation. Then
click each slide you want to apply the scheme to. When you’re done with
the Format Painter, press Esc to deselect the tool.
➟
77
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
Change the Slide Background
to a Gradient
1. Open a presentation in PowerPoint.
2. Choose Format➪Background.
3. In the Background dialog box, click the downward-
pointing arrow and select Fill Effects.
4. Click the Gradient tab.
5. Specify your color choices. Choose from One Color,
Two Colors, or a Preset.
Figure 8-9: Choose a one-color gradient
6. If you chose One Color in Step 5, first select your
desired color from the Color 1 drop-down list. (Choose
a color from the color scheme or click More Colors to
access the Standard and Custom color palettes.) Use the
slider below Color 1 to determine how dark or light you
want your shading, as shown in Figure 8-9. The dark
side fades your color to black; the light side fades your
color to white. Finally, select your shading style.
7. If you chose Two Colors in Step 5, select your two
desired colors from the Color 1 and Color 2 drop-down
list. Then select your shading style.
8. If you chose Preset in Step 5, select your preset gradient
from the drop-down list that appears. Then select your
shading style.
9. Click OK to exit the Gradient dialog box.
10. Click Apply to apply the new background color to
selected slides only, as shown in Figure 8-10. Click
Apply to All to apply the background color to all slides.
➟
Figure 8-10: Change the background from solid to gradient
78
www.it-ebooks.info
Change the Slide Background to a Texture
Change the Slide Background
to a Texture
1. Open a presentation in PowerPoint.
2. Choose Format➪Background.
3. In the Background dialog box, click the downward-
pointing arrow and select Fill Effects.
4. Click the Texture tab of the Fill Effects dialog box,
shown in Figure 8-11.
5. Select your desired texture from the default preset
library. Or click Other Texture to select a file that you
have found or created and have stored on your hard
drive. Locate the file and then click the Insert button to
import the file and close the Select Texture dialog box.
Figure 8-11: Choose a texture from the preset library
6. Click OK to exit the Texture dialog box.
7. Back in the Fill Effects dialog box, click Apply to apply
the texture to selected slides only, as shown in Figure
8-13. Click Apply to All to apply the textured background to all slides.
When using a texture or pattern as a background, be sure that your
text is still legible and easily readable. Otherwise, your information
won’t get communicated to your audience.
Figure 8-12: A water droplets texture applied to a Background
➟
79
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
Change the Slide Background
to a Pattern
1. Open a presentation in PowerPoint.
2. Choose Format➪Background.
3. In the Background dialog box, click the downward-
pointing arrow and select Fill Effects.
4. Click the Pattern tab, shown in Figure 8-13.
5. Select your desired pattern from the default preset
library.
Figure 8-13: Choose a pattern from the preset library
6. Select your desired foreground and background colors
for the pattern. Choose a color from the color scheme
or click More Colors to access the Standard and Custom
color palettes.
7. Click OK to exit the Pattern dialog box.
8. Click Apply to apply the pattern to selected slides only,
as shown in Figure 8-14, (Click Apply to All to apply
the pattern background to all slides.)
If you want to hide background graphics that are on the slide master, select the Omit Background Graphics from the Master option at
the bottom of the Background dialog box.
Figure 8-14: Your new patterned background
➟
80
www.it-ebooks.info
Change the Slide Background to an Image
Change the Slide Background
to an Image
1. Open a presentation in PowerPoint.
Remember that, by default, when you change any background, the
change applies to all slides that use the design template of the currently selected slide. If you want to change the background of only
certain slides, select those slides in the Slide tab in Normal view.
2. Choose Format➪Background.
3. In the Background dialog box, click the downward-
pointing arrow and select Fill Effects.
Figure 8-15: Choose a picture for your background
4. Click the Picture tab, shown in Figure 8-15.
5. Click Select Picture to select a file that you have found
or created and have stored on your hard drive. Locate
the file and then click the Insert button to import the
file and close the Select Picture dialog box.
6. Click OK to exit the Picture dialog box.
7. Click Apply to apply the image to selected slides only, as
shown in Figure 8-16. Click Apply to All to apply the
image background to all slides.
Figure 8-16: A picture enlivens a stale background
➟
81
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
Change the Background of Notes
1. Open a presentation in PowerPoint.
2. Choose View➪Notes Page.
3. Choose Format➪Notes Background.
4. In the Notes Background dialog box, click the
downward-pointing arrow and select one of the
following:
• Automatic: This option uses the background fill from
the notes master.
• Other Color Scheme Colors: Choose another
scheme color, as shown in Figure 8-17.
• More Colors: Choose a color from the Standard or
Custom color palettes.
Figure 8-17: Change the background of your notes pages
• Fill Effects: Choose from Gradients, Textures,
Patterns, or Pictures in the Fill Effects dialog box.
5. Click Apply to apply the new background to the current
notes page only. Click Apply to All to apply the background to all notes pages.
Change the Background of Handouts
1. Open a presentation in PowerPoint.
2. Choose View➪Master➪Handout Master.
3. Choose Format➪Handout Background.
4. In the Handout Background dialog box, click the arrow
➟
Figure 8-18: Change the background of your handouts
and select one of the options given.
5. Click Apply to apply the new background to all of the
handouts, as shown in Figure 8-18.
82
www.it-ebooks.info
Add, Change, or Delete a Fill
Add, Change, or Delete a Fill
1. Open a presentation in PowerPoint.
2. On your slide, select the AutoShape, picture, text box, or
WordArt you want to modify.
3. On the Drawing toolbar, click the downward-pointing
arrow next to the Fill Color icon, as shown in Figure
8-19. (If the Drawing toolbar is not visible, choose
View➪Toolbars➪Drawing to display it onscreen.)
Figure 8-19: Add a fill to an AutoShape, text box, picture, or WordArt
4. Select one of the following:
• No Fill: This option removes any fill.
• Automatic: This option uses the default fill color.
• Other Color Scheme Colors: Choose one of the
eight colors in the color scheme.
• More Colors: Choose a color from the Standard or
Custom color palettes.
• Fill Effects: Choose from Gradients, Textures,
Patterns, or Pictures in the Fill Effects dialog box. For
details on these options, see this chapter’s previous
sections about changing slide backgrounds.
5. The element you chose in Step 2 should have a new fill,
as shown in Figure 8-20.
To change the color of a line, simply double-click the line on the
slide. In the Format AutoShapes dialog box, choose your desired
color from the drop-down list in the Line area.
Figure 8-20: A text box gains a colored fill
➟
83
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
Change the Color of Text
1. Open a presentation in PowerPoint.
2. On your slide, select the text whose color you want to
modify.
3. On either the Drawing or Formatting toolbar, click the
downward-pointing arrow next to the Font Color icon,
as shown in Figure 8-21.
4. Select one of the following:
• Automatic: This option uses the default fill color.
Figure 8-21: Choose your desired font color
• Other Color Scheme Colors: Choose one of the
eight colors in the color scheme.
• More Colors: Choose a color from the Standard or
Custom color palettes.
5. The text color is changed, as shown in Figure 8-22
To change the color of lines or AutoShapes, see Chapter 5.
Figure 8-22: Your text is recolored
➟
84
www.it-ebooks.info
Change the Color or Fill of Text in WordArt
Change the Color or Fill of Text
in WordArt
1. Open a presentation in PowerPoint.
2. On your slide, select the WordArt whose color you want
to modify.
3. On the WordArt toolbar, click the Format WordArt icon,
as shown in Figure 8-23.
4. In the Format WordArt dialog box, click the Colors and
Lines tab.
5. In the Fill section, choose a color from the drop-down
list, as shown in Figure 8-24:
• No Fill: This option removes any fill.
• Automatic: This option uses the default fill color.
• Other Color Scheme Colors: Choose one of the
eight colors in the color scheme.
Figure 8-23: Click the Format WordArt icon
• More Colors: Choose a color from the Standard or
Custom color palettes.
• Fill Effects: Choose from Gradients, Textures,
Patterns, or Pictures in the Fill Effects dialog box. For
details on these options, see this chapter’s previous
sections about changing slide backgrounds.
6. The WordArt text color is changed.
You can also change the color of the WordArt border by specifying
a color in the Line area of the Format WordArt dialog box.
Figure 8-24: Choose your desired new color
in the WordArt dialog box
➟
85
www.it-ebooks.info
Chapter 8: Using Color, Texture, and Pattern
➟
86
www.it-ebooks.info
Working with Pictures
➟
Chapter
T
he old adage, “A picture is worth a thousand words,” is certainly true
when it comes to presentations. Visually conveying information with
images rather than words is often quicker, has more impact, and is more
interesting.
Working with pictures in PowerPoint is easy. You can import a variety of file
types by using a variety of methods. You can import scanned TIFFs from your
scanner or import JPEGS from your digital camera. If you don’t have access to
either of these devices, you can import clip art and photographs from stock
agencies. Or just use the multitude of art available within PowerPoint’s
libraries, which include 140,000 pieces of clip art, photos, animations, and
sounds. After you have a picture, you can easily modify its size, position, and
even contrast and color to suit your needs. This chapter gives you all the
information necessary to work with pictures of all sorts.
www.it-ebooks.info
Get ready to . . .
9
➟ Insert a Picture from Clip Art/File/
Scanner/Camera........................................88
➟ Add a Clip to the Clip Organizer ................91
➟ Insert Pictures to Create a Photo Album......92
➟ Recolor Clip Art..........................................94
➟ Resize a Picture Manually ..........................95
➟ Crop a Picture............................................96
➟ Align and Distribute Pictures ......................97
➟ Group Pictures ..........................................97
➟ Adjust Picture Brightness and Contrast........98
➟ Add Transparency to a Picture ....................99
➟ Compress a Picture to Reduce File Size ......99
➟ Add Shadows ..........................................100
Chapter 9: Working with Pictures
Insert a Picture from Clip Art
1. Open a presentation in PowerPoint.
2. Choose Insert➪Picture➪Clip Art to open the Clip Art
task pane. You can also click the Insert Clip Art icon on
the Drawing toolbar.
3. In the Search For box, enter a keyword that describes the
art you are looking for.
4. In the Search In box, select the collections from the
drop-down list that you want PowerPoint to search in for
your art. You can choose Everywhere (all collections), My
Collections (clips you have stored on your hard drive),
Office Collections (clips that are part of the Office suite),
and Web Collections (clips located on the Web).
Figure 9-1: Insert clip art into your slide
5. In the Results Should Be box, select your desired media
type from the drop-down list. Choose from Clip Art,
Photographs, Movies, and Sounds. For specific file
formats under each media type, click the plus sign to
expand the directory.
6. Click the Go button.
7. In the Results box, click the thumbnail of your desired
clip. It will then be inserted into your slide, as shown in
Figure 9-1. To find similar clips (if the clip has a defined
style), click the downward-pointing arrow on the right
of the clip and select Find Similar Style from the pop-up
list. Note that you can also insert, copy, or delete clips
from this pop-up list.
➟
88
www.it-ebooks.info
For search keywords, you can also enter all or part of the file name of
the art. If you don’t know the exact name, you can use a question mark
to substitute for a single character in a name or use an asterisk to substitute for multiple characters in the name. If you type two words, such
as yellow leaves, in the Search For box, PowerPoint will search for
clips using the keywords yellow and leaves. If you type in two words
enclosed by quotation marks, such as “yellow leaves”, the program
will search for clips that contain the phrase yellow leaves. And if you
type in two words separated by a comma, such as yellow, leaves,
PowerPoint will search for clips with the keywords yellow or leaves.
The Clip Organizer holds your clips. Clips include clip art, photos, sounds,
and videos. In addition to the Office clips that automatically reside in the
Clip Organizer, you can access Office clips on the Web. You can also
import and store your own clips in the Clip Organizer. Use this powerful
tool to organize, find, and insert your clips.
Insert a Picture from a File
Insert a Picture from a File
1. Open a presentation in PowerPoint.
2. Click the slide where you want the picture to appear. If
you want the picture to appear on multiple slides or
title slides, add it to the slide master or title master,
respectively.
3. Choose Insert➪Picture➪From File. You can also click
the Insert Picture icon on the Drawing toolbar.
4. In the Insert Picture dialog box, navigate to your desired
file.
5. To embed the file into your PowerPoint presentation,
click Insert, as shown in Figure 9-2. To link the file to
your PowerPoint presentation, click the downwardpointing arrow next to Insert and select Link to File.
The picture is inserted into your slide, as shown in
Figure 9-3.
Figure 9-2: Choose whether to embed or link your picture
Embedded pictures become part of the presentation file. They do not
change within the presentation file even if the picture is changed in
its source program. Linked pictures do not become part of the presentation. The presentation only stores the location for the link and
displays a proxy (a representation) of the picture. The picture will
change within the presentation if it is modified in its source program.
Figure 9-3: A picture inserted into a slide
➟
89
www.it-ebooks.info
Chapter 9: Working with Pictures
Insert a Picture from a
Scanner or Camera
1. Open a presentation in PowerPoint.
2. If you are scanning an image, set it up on the scanner.
3. Select Insert➪Picture➪From Scanner or Camera.
4. If you have multiple devices connected to your com-
puter, choose the device you are using under Device.
You can also click the Insert Picture icon on the
Drawing toolbar.
Figure 9-4: Click Custom Insert if your device is a digital
camera
5. If you selected a scanner, choose either Web Quality
(low resolution) or Print Quality (high resolution).
Click Insert to scan your picture. If you want to customize your settings, click Custom Insert. Note that if
the Insert button is grayed out, your particular scanning
software does not support an automatic scan. Click
Custom Insert instead, as shown in Figure 9-4. Proceed
with scanning your image using your scanning software.
6. If you selected a digital camera, click Custom Insert.
Locate the image on your camera, select it, and click
Insert. If PowerPoint doesn’t recognize your camera,
your computer might treat your camera as a removable
drive. If that’s the case, choose Insert➪Picture➪From
File and locate your camera in the Insert Picture
dialog box.
7. The picture will then be inserted into your slide, as
Figure 9-5: A picture inserted from a digital camera
shown in Figure 9-5.
➟
Click Organize Clips at the bottom of the Clip Art task pane to add,
rearrange, or delete clips from your collections.
90
www.it-ebooks.info
Add a Clip to the Clip Organizer
Add a Clip to the Clip Organizer
1. Open a presentation in PowerPoint.
2. Choose Insert➪Picture➪Clip Art to open the Clip Art
task pane. You can also click the Insert Clip Art icon on
the Drawing toolbar.
3. At the bottom of the Clip Art task pane, click the
Organize Clips link, shown in Figure 9-6.
4. In the Clip Organizer dialog box, choose File➪Add
Clips to Organizer➪On My Own.
5. Locate and select the file you want to add.
6. Click Add To and select the collection you want to add
the clip to, as shown in Figure 9-7, or click Add to
add it to your Favorites folder. Click New to create a
new collection.
Figure 9-6: Use the Clip Organizer to store clips
7. Close the Clip Organizer dialog box.
You can also save pictures, WordArt, and AutoShapes you created in
PowerPoint. Select the object and choose Edit➪Copy. Select your
desired collections folder and choose Edit➪Paste.
Figure 9-7: Store clips in the folder of your choice
www.it-ebooks.info
➟
91
Chapter 9: Working with Pictures
Insert Pictures to Create
a Photo Album
1. Choose Insert➪Picture➪New Photo Album. Note that
when you insert pictures to create a Photo Album,
PowerPoint creates a new presentation. Any other open
presentations will be untouched. Also note that a title
slide is automatically created for you when you create a
new photo album, as shown in Figure 9-8.
You can also create a new photo album by clicking New➪Photo
Album in the New Presentation task pane.
2. In the Format Photo Album dialog box, add the images
you want in your album. You can insert pictures from
files on your hard drive, from or removable media or
from a scanner or digital camera, as shown in Figure
9-9. For details on either task, see the previous sections
in this chapter.
Figure 9-8: A title slide is automatically created when making a photo album
3. To insert text boxes, which will show up on their own
separate slides, click the New Text Box button.
4. Rearrange the order of any of your photos and text
boxes by clicking the up and down arrows directly
under the Pictures in Album list.
5. Remove any unwanted images or text boxes by selecting
them in the list and clicking the Remove button. This
removes the pictures from the album only; it doesn’t
delete them from the computer or other source.
➟
92
Figure 9-9: Insert images into your photo album
www.it-ebooks.info
Insert Pictures to Create a Photo Album
6. Fix any images, as follows:
• Rotate: Click the Rotate Left or Rotate Right buttons
under the Preview thumbnail.
• Contrast: Click the More Contrast or Less Contrast
buttons under the Preview thumbnail.
• Brightness: Click the More Brightness or Less
Brightness buttons under the Preview thumbnail.
7. Specify your photo album options, as follows:
• Captions below ALL pictures: Filenames will appear
under each photo.
• ALL pictures black and white: All images will be
converted from color to grayscale or black and white.
• Picture Layout: Fit to Slide displays your image
across the entire slide. You do not have access to
frame options or design templates.
Figure 9-10: A photo album presentation
To modify your photo album, choose Format➪Photo Album.
• Frame shape: Choose the shape of your picture
frame. Choose from shapes such as rounded rectangle and oval.
• Design template: You may choose a design template
to use in your photo album presentation. Click the
Browse button and choose your desired template
from the dialog box. Click Select.
8. Click the Create button.
9. PowerPoint creates your new photo album, as shown in
Figure 9-10.
➟
93
www.it-ebooks.info
Chapter 9: Working with Pictures
Recolor Clip Art
1. Open a presentation in PowerPoint.
2. Select the clip art whose color you want to change.
3. Choose View➪Toolbars➪Picture.
4. Click the Recolor Picture button on the Picture toolbar.
5. In the Recolor Picture dialog box, select Colors to
change any color in the clip art. Select Fills to change
only background or fill colors in the clip art.
6. Select an original color in the clip art, as shown in
Figure 9-11. Then select the color you want to change it
to from the drop-down list. Click More Colors to access
colors in the Standard or Custom color palettes.
Figure 9-11: Select colors to change in your clip art
7. Click the Preview button to see the color changes on the
slide.
8. Click OK to exit the dialog box. Your clip art is recol-
ored, as shown in Figure 9-12.
Want more control over changing your colors? If you inserted a
Windows Metafile (.wmf) from the Clipboard, first convert it into a
drawing object by right-clicking the clip art. Choose Edit Picture. Click
Yes in the dialog box. Use the tools on the Drawing toolbar to modify
the individual components of the clip art. Note that you cannot modify
bitmap, JPEG, GIF, PNG, or TIFF files. These can be modified only in an
image-editing program.
Figure 9-12: Clip art color changed
➟
94
www.it-ebooks.info
Resize a Picture Precisely
Resize a Picture Manually
1. Open a presentation in PowerPoint.
2. Select the picture you want to resize. You can also resize
AutoShapes and WordArt.
3. Position your mouse cursor over one of the handles sur-
rounding the picture, as shown in Figure 9-13.
4. Drag the handle toward or away from the center to
resize the picture smaller or larger. Remember to hold
the Shift key down while you drag to keep the picture’s
original proportions. To keep the center of the object in
the same place, press the Ctrl key while you drag.
Resize a Picture Precisely
Figure 9-13: Resize a picture by dragging a handle
Photo Credit: PhotoSpin
1. Open a presentation in PowerPoint.
2. Select the picture you want to resize. You can also resize
AutoShapes and WordArt.
3. Choose Format➪Picture (or AutoShapes).
4. Click the Size tab in the Format Picture dialog box,
shown in Figure 9-13.
5. Enter your desired size in the Height and Width boxes.
Or enter your desired scale percentage in the Height and
Width boxes.
6. Select the Lock Aspect Ratio option to keep the picture’s
original proportions.
Figure 9-14: Resize a picture by entering
dimensions
Photo Credit: PhotoSpin
➟
95
www.it-ebooks.info
Chapter 9: Working with Pictures
Crop a Picture
1. Open a presentation in PowerPoint.
2. Select the picture you want to crop. You can also resize
AutoShapes and WordArt.
Cropping is one of the easiest things you can do to improve the
composition of your pictures and home in on the focal point.
Figure 9-15: Crop a picture
Photo Credit: PhotoSpin
3. Choose View➪Toolbars➪Picture.
4. Click the Crop button on the Picture toolbar.
5. Position your cursor over a cropping handle and drag,
as shown in Figure 9-15. To crop equally on two sides
simultaneously, press the Ctrl key as you drag the center
crop handle on a side.
6. Click anywhere in your slide outside the selected picture
to deselect the Crop tool.
Flip or Rotate a Picture
1. Open a presentation in PowerPoint.
2. Select the picture you want to flip or rotate. You can also
Figure 9-16: Rotate or flip your pictures
flip or rotate AutoShapes and WordArt.
Photo Credit: PhotoSpin
3. Choose View➪Toolbars➪Drawing.
4. On the Drawing toolbar, click Draw and then select
Rotate or Flip.
5. Select Free Rotate, Rotate Left 90°, Rotate Right 90°, or
➟
Flip Horizontal or Flip Vertical, as shown in Figure 9-16.
6. If you selected Free Rotate in Step 5, position your cur-
96
sor over a handle and drag.
www.it-ebooks.info
You can also simply select the object, position your cursor over the green
handle, and drag. If you don’t see the rotate handle, then rotate via the
Drawing toolbar.
Group Pictures
Align and Distribute Pictures
1. Open a presentation in PowerPoint.
2. Select the pictures you want to align. You can also align
and distribute AutoShapes and WordArt.
3. Choose View➪Toolbars➪Drawing.
4. On the Drawing toolbar, click Draw and then select
Align or Distribute, as shown in Figure 9-17.
5. You can align and distribute pictures relative to the slide
or relative to each other. If you want to align and distribute relative to the slide, select the Relative to Slide
option first. Then click Draw again and choose your
alignment and distribution method.
6. Select your desired alignment or distribution method
from the submenu. Note that the icons visually show
each method.
Figure 9-17: Align and distribute your pictures
Photo Credit: PhotoSpin
Group Pictures
1. Open a presentation in PowerPoint.
2. Select the pictures you want to group. You can also
group AutoShapes and WordArt.
3. Choose View➪Toolbars➪Drawing.
4. On the Drawing toolbar, click Draw and then select
Group, as shown in Figure 9-18.
5. Your selected pictures are now grouped.
If you have meticulously aligned and distributed numerous photos,
you may want to group them to retain their precise alignment and
spacing.
Figure 9-18: Group pictures to keep them together
Photo Credit: PhotoSpin
➟
97
www.it-ebooks.info
Chapter 9: Working with Pictures
Adjust Picture Brightness
and Contrast
1. Open a presentation in PowerPoint.
2. Select a picture that needs a brightness or contrast
adjustment.
Figure 9-19: Adjust the brightness and contrast in a picture
3. Choose View➪Toolbars➪Picture.
4. Click the More or Less Contrast buttons on the Picture
Photo Credit: PhotoSpin
toolbar to adjust the contrast of the image.
5. Click the More or Less Brightness buttons on the Picture
toolbar to adjust the brightness of the image.
6. Your picture’s contrast and/or brightness is adjusted, as
shown in Figure 9-19.
Adjust Picture Color
1. Open a presentation in PowerPoint.
2. Select a picture that needs a color adjustment.
3. Choose View➪Toolbars➪Picture.
4. Click the Color button on the Picture toolbar.
5. Choose from
Automatic: Reverts the picture back to its default color
Figure 9-20: Adjust the color of a picture
Grayscale: Converts the picture to a grayscale image
Photo Credit: PhotoSpin
Black and White: Converts the picture to a blackand-white image (2 levels, either black or white)
➟
Washout: Desaturates the image
6. Your picture’s color is adjusted, as shown in Figure 9-20.
98
www.it-ebooks.info
Compress a Picture to Reduce File Size
Add Transparency to a Picture
1. Open a presentation in PowerPoint.
2. Select the picture you want to add transparency to. You
can add transparency to bitmap images and some clip art.
3. Choose View➪Toolbars➪Picture.
4. Click the Set Transparent Color button on the Picture
toolbar.
Figure 9-21: Add transparency to your pictures
Photo Credit: PhotoSpin
5. Click the color you want to make transparent.
6. That area becomes transparent, as shown in Figure 9-21.
Compress a Picture to
Reduce File Size
1. Open a presentation in PowerPoint.
2. Select View➪Toolbars➪Picture.
3. Click the Compress Picture button on the Picture toolbar.
4. Select your desired options, as shown in Figure 9-22:
• Apply to: Select whether you want to compress
selected pictures or all pictures in your presentation.
Figure 9-22: Compressing pictures makes file sizes smaller
• Resolution: Choose the resolution that is appropriate
for your desired medium — print or the Web.
Compressing pictures shrinks their file sizes and allows them to download from the Web faster.
• Compress Pictures: Compresses the picture information to create a smaller file.
• Delete cropped areas of pictures: Deletes areas of
the pictures that were hidden during cropping.
5. Click OK in the Compress Pictures dialog box.
➟
99
www.it-ebooks.info
Chapter 9: Working with Pictures
Add Shadows
1. Open a presentation in PowerPoint.
2. Select the AutoShape(s), text, or picture to which you
wish to add a shadow effect.
3. Choose View➪Toolbars➪Drawing.
4. Click the Shadow Style button on the Drawing toolbar.
5. Click the shadow style you want from the pop-up
Figure 9-23: Choose your desired shadow style
palette, as shown in Figure 9-23.
6. To change the specific settings of that shadow, such as
position or color, select Shadow Settings, as shown in
Figure 9-24.
7. Your shadow is placed, as shown in Figure 9-25. To
remove the Shadow, select No Shadow.
Figure 9-24: Change your
shadow settings
To change a shadow back to its default color settings, choose Automatic
in the Shadow Color drop-down palette under Shadow Settings.
➟
100
Figure 9-25: Shadows add a subtle depth
www.it-ebooks.info
➟
Creating Tables
and Graphs
Chapter
D
ata is often grasped more quickly and with more understanding and
impact when it’s presented in a simple, organized, and visual way. In
PowerPoint, tables and graphs are a couple of ways to more effectively present data, especially quantitative, complex, or tedious data. This chapter
describes the powerful options within PowerPoint to work with graphs and
tables. Tables and graphs can be created from scratch within PowerPoint or
imported from Microsoft Word or Microsoft Excel.
After your data has been entered into a table or graph, PowerPoint provides
the ability to modify virtually all the elements, from modifying a table’s
font, columns and rows, borders, and shading to adding fill effects. You can
even insert your favorite picture in a table cell. If you’ve created one of the
many types of graphs, PowerPoint provides the ability to alter almost all the
graph objects by modifying a graph’s type, font, axis, grid, borders, shading,
labels, legend, and fill effects.
www.it-ebooks.info
10
Get ready to . . .
➟ Insert a Table from Scratch ......................102
➟ Insert a Table by Drawing ........................103
➟ Insert a Table from Microsoft Word ..........104
➟ Enter Table Text ......................................105
➟ Add and Modify Table Columns
and Rows ................................................106
➟ Modify Table Borders ..............................108
➟ Shade the Table, Cells, Columns,
or Rows ..................................................109
➟ Insert Pictures into a Table ......................110
➟ Enter Formulas with Microsoft
Equation 3.0............................................111
➟ Create a Graph from Scratch ....................112
➟ Enter Data into the Datasheet ..................113
➟ Format a Graph’s Text..............................114
➟ Format a Graph’s Title and Legend ..........115
➟ Format a Graph’s Grid Lines ....................116
➟ Add Labels to a Graph ............................117
Chapter 10: Creating Tables and Graphs
Insert a Table from Scratch
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide on
which you want to insert a table.
3. Choose Insert➪Table. You can also click the Insert Table
button on the Standard toolbar.
4. In the Insert Table dialog box, shown in Figure 10-1,
select your desired number of columns and rows for the
table. Click OK. Your table appears on the slide. To enter
data, see “Enter Table Text,” later in this chapter.
Insert a Table from a Layout
Figure 10-1: Enter your desired number of rows and columns
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide on
which you want to insert a table.
3. Choose View➪Task Pane, if it isn’t visible.
4. Choose Slide Layout from the Task Pane drop-down
menu. Scroll down to Other Layouts and double-click
the Title and Table layout, as shown in Figure 10-2.
5. Double-click the table icon on the slide to open the
Insert Table dialog box.
6. In the Insert Table dialog box, select your desired num-
ber of columns and rows for the table. Click OK. Your
table appears on the slide. To enter data, see “Enter
Table Text,” later in this chapter.
➟
Figure 10-2: Insert a table from a layout
102
www.it-ebooks.info
Insert a Table by Drawing
Insert a Table by Drawing
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide on
which you want to insert a table.
3. Choose View➪Toolbars➪Tables and Borders.
4. To display a grid on the slide, choose View➪Grid and
Guides. You can also click the Show/Hide Grid button
on the Standard toolbar.
5. In the Grid and Guides dialog box, shown in Figure
10-3, enter your desired grid spacing. Check the Display
Grid on Screen option and click OK.
6. Click the Draw Table button (first button on the left) on
Figure 10-3: Grid and Guides dialog box
the Tables and Borders toolbar. The cursor changes into
a pencil icon.
7. Click and drag diagonally across the table to define the
outside border of the table. Release the mouse when
you have your desired table shape.
8. Next, draw your desired table rows and columns, as
shown in Figure 10-4. To enter data, see “Enter Table
Text,” later in this chapter.
Figure 10-4: Create a table by drawing
➟
103
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
Insert a Table from Microsoft Word
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide on
which you wish to insert a table from Word.
3. Choose Insert➪Object.
4. In the Insert Object dialog box, shown in Figure 10-5,
select the Create from File radio button.
5. Click Browse. Then navigate to and select the Word file
that contains the table. (Make sure your Word document contains only the table to avoid importing unnecessary text.) Click OK twice.
Figure 10-5: Navigate to your Word file
6. Your table is inserted on the slide, as shown in Figure
10-6. Resize the table by dragging a corner sizing handle; click and drag the table to reposition it. To enter
data, see “Enter Table Text,” later in this chapter.
Double-click the Word table, and a Word window will open within your
PowerPoint slide so that you can edit the table or apply PowerPoint
formatting commands. The original Word file will not change.
Figure 10-6: A table inserted from Word
➟
104
www.it-ebooks.info
Format Table Text
Enter Table Text
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to modify.
3. Select a cell by clicking it and then type your desired
text, as shown in Figure 10-7. If you type to the end of
the cell, the text automatically wraps to the next line.
4. Press Tab to advance to the next cell to the right. If you
are at the end of the row, you advance to the first cell in
the next row.
5. Press Enter to insert another line within a cell.
6. Press Ctrl+Tab to insert a tab within a cell.
Press the up-arrow or down-arrow key to move up or down in
a column.
Figure 10-7: Insert table text
Format Table Text
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to format.
3. Highlight your text within the cell, row, or column.
Figure 10-8: Formatting text with the Font command
4. Choose Format➪Font.
5. In the Font dialog box, shown in Figure 10-8, enter your
desired font type, style, size, effects, or color. Click
Preview to check out your formatting before accepting
the changes. Click OK.
Formatting commands in the Formatting toolbar allow you to change
text alignment (left, center, or right).
➟
105
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
Add and Modify Table
Columns and Rows
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to modify.
3. To add a row, click in the row above or below where the
new row is to be inserted.
4. On the Tables and Borders toolbar, choose Table➪Insert
Rows Above or Table➪Insert Rows Below, as shown in
Figure 10-9.
5. To add a column, click in the column to the left or to
the right of where the new column is to be inserted. On
the Tables and Borders toolbar, choose Table➪Insert
Columns to the Left or Table➪Insert Columns to the
Right, as shown in Figure 10-9. Figure 10-10 shows the
extra column inserted.
Figure 10-9: Use the Table menu to add a new row or column
You can also click the row or column next to the point where you
want to insert a new one. Then right-click and select Insert Rows or
Insert Columns from the context menu. A new row is inserted above
the selected row, or a new column is added to the left of the selected
column.
➟
Figure 10-10: Adding an extra column to a table
106
www.it-ebooks.info
Add and Modify Table Columns and Rows
6. To change the size of any row, first click outside the
table to deselect any cells.
7. Position the pointer on the lower border of the row to
be modified. Your cursor changes to a double-headed
arrow, as shown in Figure 10-11.
8. Click and drag the border up or down to increase or
decrease the height.
To change the height of all rows evenly, click anywhere on the table
to select it and then click the Distribute Rows Evenly button in the
Tables and Borders toolbar. The rows will be set to the same height,
and the content will adjust to fit.
9. To change the width of any column, first click outside
the table to deselect any cells.
10. Position the pointer on the right border of the column
to be modified. With the double-headed arrow cursor,
click and drag the border to the left or right to increase
or decrease the width.
Figure 10-11: Changing row height by dragging a border
To let PowerPoint set the column width to the widest entry within
the column, position the pointer on the right border of the column
to be modified and double-click with the double-headed arrow cursor. To change the size of all columns evenly, click anywhere on the
table to select it and then click the Distribute Columns Evenly button in the Tables and Borders toolbar. The Columns will be set to the
same width, and the content will adjust to fit.
Delete borders by using the Eraser tool, found in the Tables and Borders
toolbar. Just click the border you wish to erase.
➟
107
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
Modify Table Borders
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to modify.
3. Choose View➪Toolbars➪Tables and Borders.
4. Click the edge of the table to select the entire table.
Note that if you click inside a cell, only the cell borders
will be formatted.
5. In the Tables and Borders toolbar, choose
Table➪Borders and Fill.
6. In the Format Table dialog box, shown in Figure 10-12,
Figure 10-12: Change all borders with the Format Table
dialog box
select the Borders tab. Specify your border style, width,
and color. Using the diagram or buttons, specify which
borders you want to modify.
7. Click the Preview button to view your modifications
before accepting them.
You can also change borders by utilizing the Border Style, Border
Width, and Border Color drop-down palettes on the Tables and
Borders toolbar, shown in Figure 10-13. Select the desired border
style, width, and color. Your cursor changes to a pencil icon. Click
any border to apply the settings (press Esc to deselect the pencil
icon). Or select your desired border configuration from the Borders
drop-down list.
Figure 10-13: Change border color with the Border Color drop-down box
➟
108
www.it-ebooks.info
Apply Fill Effects to a Table
Shade the Table, Cells,
Columns, or Rows
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to modify.
3. Choose View➪Toolbars➪Tables and Borders.
4. Select the entire table by clicking the edge of the table.
To select a single cell, simply click inside that cell. To
select a group of cells, drag your cursor through your
desired cells.
5. In the Tables and Borders toolbar, click Fill Color and
choose your desired color, as shown in Figure 10-14.
Click More Fill Colors to choose from additional colors.
Figure 10-14: Shade a table selection by using the Fill Color feature
Apply Fill Effects to a Table
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to add a fill effect to.
3. Choose View➪Toolbars➪Tables and Borders.
4. Select the table, row, column, or cell to which you want
to apply the fill effect.
5. In the Tables and Borders toolbar, click Fill Color and,
from the drop-down list that appears, choose Fill Effects.
6. In the Fill Effects dialog box, shown in Figure 10-15,
click the Gradient, Texture, or Pattern tab. Select the
desired effects. Click the Preview button to see how your
fill effect will appear in your table. Then click OK.
Figure 10-15: Apply a gradient, texture, or pattern
to your table
www.it-ebooks.info
➟
109
Chapter 10: Creating Tables and Graphs
Insert Pictures into a Table
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the table you want to insert a picture into.
3. Choose View➪Toolbars➪Tables and Borders.
4. Select the table, row, column, or cell into which you
want to insert a picture.
5. In the Tables and Borders toolbar, click Fill Color, and
from the drop-down list, choose Fill Effects.
6. In the Fill Effects dialog box, click the Picture tab.
Figure 10-16: Insert pictures into a table
7. Click Select Picture.
8. In the Select Picture dialog box, shown in Figure 10-16,
navigate to and select the picture you want to insert.
9. Click Insert. Click Preview to get a look at how it will
appear in your table.
10. Click OK. The picture appears in your table, as shown in
Figure 10-17.
Figure 10-17: A picture adds visual interest to a table
➟
Photo Credit: PhotoSpin
110
www.it-ebooks.info
Enter Formulas with Microsoft Equation 3.0
Enter Formulas with
Microsoft Equation 3.0
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
onto which you wish to enter an equation. Equations
are for display purposes only. No calculations take
place.
3. Choose Insert➪Object.
4. In the Insert Object dialog box, select Create new.
5. Scroll down to Microsoft Equation 3.0. Select it and
click OK.
6. The Equation Editor dialog box appears, as shown in
Figure 10-18.
Figure 10-18: Insert Formulas with Microsoft Equation 3.0
7. From the bottom-row toolbar, select a template. From
the top-row toolbar, click the symbols you need and
type the text required to complete the formula. Close
the Equation Editor window. The equation appears on
the slide as shown in Figure 10-19. Drag the equation to
position it on the slide.
Use the sizing handles to resize the selected equation. To edit a formula that you’ve already created, double-click the equation to
reopen the Equation Editor.
Figure 10-19: The equation appears on the slide
➟
111
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
Create a Graph from Scratch
1. Open a presentation in PowerPoint, and in Normal
view, under the Slides tab, select the slide on which you
want to insert a graph.
2. Choose Insert➪Chart. A huge Microsoft Graph window
containing a default chart and an associated sample
datasheet appears, as shown in Figure 10-20.
3. Enter your data into the datasheet as required. For
details, see “Enter Data into the Datasheet,” later in this
chapter. Close the datasheet.
4. Click anywhere outside the chart border to exit
Microsoft Graph and return to your slide.
Use the sizing handles to resize the graph. Drag to reposition the
chart. To edit a chart that you’ve already created, double-click the
chart to reopen the Microsoft Graph window.
Figure 10-20: Insert a default chart onto a slide
Import an Excel Spreadsheet or Graph
1. Open a presentation in PowerPoint, and in Normal
view, under the Slides tab, select the slide on which you
want to place the Excel spreadsheet.
2. Choose Insert➪Object.
3. In the Insert Object dialog box, select Create from File.
4. Click the Browse button. In the Browse dialog box,
locate and select the Excel file to be imported and then
click OK twice.
5. The Excel spreadsheet or graph is imported onto the
➟
slide, as shown in Figure 10-21.
Figure 10-21: Import an Excel spreadsheet onto a slide
112
www.it-ebooks.info
Select a Graph Type
Enter Data into the Datasheet
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
containing the graph datasheet to be edited.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet, as shown in
Figure 10-22.
4. Double-click the datasheet cell to be edited and change
the values as needed.
5. To finish, click anywhere outside the chart border.
Select a Graph Type
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
Figure 10-22: Enter data into the graph datasheet
containing the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Choose Chart➪Chart Type. In the Chart Type dialog
box, shown in Figure 10-23, select your desired type
from the Chart type list and then select your desired
type from the Chart subtype palette on the right. Click
the Press and Hold to View Sample button to see how
your data looks in the particular chart type.
5. To finish, click OK.
Figure 10-23: Select a chart type
www.it-ebooks.info
➟
113
Chapter 10: Creating Tables and Graphs
Format a Graph’s Text
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Right-click anywhere on the open chart area (away from
text or numbers), as shown in Figure 10-24, and choose
Format Chart Area from the context menu. You can also
double-click anywhere on the open chart area.
5. In the Format Chart Area dialog box, click the Font tab.
6. Modify the font size, color, type, style, and effect, as
shown in Figure 10-25.
Figure 10-24: Choose Format Chart Area from the context menu
7. Click OK.
Your chart consists of several components that are enclosed within
the chart area, as indicated by the border that appears when you
select the chart. The area that contains your axes, values, grid lines,
and symbols such as bars, pie, and lines (depending on your chart
type) is referred to as the plot area. The legend area explains the
symbols used in the chart. To find out what other individual chart
components are called, simply hover you mouse over the item to
view a description.
➟
Figure 10-25: Modify the text of a graph
114
www.it-ebooks.info
Format a Graph’s Plot Area
Format a Graph’s Title and Legend
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Double-click the graph title or graph legend.
5. In the Format Chart Title dialog box, shown in Figure
10-26, or the Format Legend dialog box, click the
Patterns, Font, Alignment, or Placement (Format Legend
dialog box only) tab. Make your desired edits, as shown
in Figure 10-26.
6. Click OK.
Figure 10-26: Modify a graph title with the Format Chart
Title dialog box
Format a Graph’s Plot Area
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Double-click in the graph plot area.
5. In the Format Plot Area dialog box, change the border
style, color, weight, or area color, as shown in Figure
10-27. Click OK to finish.
Figure 10-27: Modify a graph’s plot area with the Format
Plot Area dialog box
➟
115
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
Format a Graph’s Grid Lines
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph you want to modify.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Place the pointer near the grid line to be formatted and
double-click.
5. In the Format Gridlines dialog box, click the Patterns or
Scale tab and make your desired edits, as shown in
Figure 10-28. Click OK.
Modify a Graph’s Colors
Figure 10-28: Edit a grid line using the Format Gridlines dialog box
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Place the pointer within the graph series to be modified
and double-click. Your series, which is the visual representation of your data, will be indicated by bars,
columns, lines, and so on, depending on your chart type.
5. In the Format Data Series dialog box, click the Patterns
tab and make your desired edits to the Series border or
area, as shown in Figure 10-29. Click OK.
➟
116
With the graph series selected, you can also use the Fill Color dropdown palette in the Tables and Borders toolbar to change the series
fill color.
Figure 10-29: Change a graph’s color in the Format Data Series dialog box
www.it-ebooks.info
Modify a Graph’s Axes
Add Labels to a Graph
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph to be modified.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Choose Chart➪Chart Options.
5. In the Chart Options dialog box, select the Data
Labels tab.
6. Check what you would like the data label to contain, as
shown in Figure 10-30. Click OK.
Data labels can be used to further identify the data represented in a
chart. The data label appears on or near the bars, columns, lines, or
pie slices of your chart. Select the label text box and drag to relocate.
Highlight the text and choose Format➪Font to format the label.
Figure 10-30: Add labels to a graph from the Chart Options dialog box
Modify a Graph’s Axes
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the graph you want to modify.
3. Double-click the graph. Microsoft Graph appears, along
with the graph and associated datasheet.
4. Place the pointer on the graph axis to be modified and
double-click.
5. In the Format Axis dialog box, select the Patterns, Scale,
Figure 10-31: Modify a graph’s axes by using the Format
Axis dialog box
Font, Number, or Alignment tab and make your desired
edits, as shown in Figure 10-31. Click OK.
➟
117
www.it-ebooks.info
Chapter 10: Creating Tables and Graphs
➟
118
www.it-ebooks.info
Creating
Organizational Charts
and Diagrams
S
ometimes, trying to figure out who reports to whom and who is responsible for what area can be downright confusing. This is especially true
for large corporations with multiple divisions, locations, and product lines.
Rather than using running lists of people’s names, titles, and responsibilities,
it’s more effective to use organizational charts. Org charts, as they are called
in corporate circles, graphically display how a corporate hierarchy is structured. Viewers can quickly see how the company is organized — either by
personnel, by function, by product, or by location. Not the corporate type?
Well, organizational-type charts can also be used to display family trees, biological classifications, and other types of hierarchical information. Similarly,
diagrams also offer a visual solution to presenting complicated data, especially data such as processes, workflow, relationships, and causes and effects.
Like tables and graphs, organization charts and diagrams provide important
but complex and sometimes tedious information visually, making it easier
and quicker for the viewer to comprehend. This chapter covers all of the
tools and methods you need to create both effective and attractive org charts
and diagrams.
www.it-ebooks.info
➟
Chapter
Get ready to . . .
11
➟ Create a Default Organization Chart ........120
➟ Modify an Organization Chart Style..........121
➟ Modify an Organization Chart Layout ......121
➟ Modify Organization Chart Elements ........122
➟ Import an Organization Chart
from Word or Excel..................................123
➟ Create a Diagram ....................................124
➟ Convert a Diagram Type ..........................125
➟ Modify a Diagram Style ..........................126
➟ Modify a Diagram Size ............................127
➟ Modify Diagram Elements ........................128
➟ Create a Flowchart ..................................129
➟ Modify a Flowchart ..................................130
Chapter 11: Creating Organizational Charts and Diagrams
Create a Default Organization Chart
1. Open a presentation in PowerPoint.
2. Choose Insert➪Picture➪Organization Chart. PowerPoint
creates a chart with one top-level box and three subordinate boxes. The Organization Chart toolbar also appears,
as shown in Figure 11-1.
3. Click each box (which are actually AutoShapes) and
type your desired text.
4. To add additional boxes, select an existing box and click
the downward-pointing arrow to the right of the Insert
Shape command on the Organization Chart toolbar.
5. From the submenu, choose the relationship of the new
box — Subordinate, Coworker, or Assistant. (The small
icon to the left of the box type visually displays the
relationship that will be created.) Briefly, choosing
Subordinate adds a box below your box, choosing
Coworker adds a box at the same level, and choosing
Assistant adds a box between the current box and
any Subordinate boxes. Note that if you want a
Subordinate box, you can just click the Insert Shape
button itself.
Figure 11-1: Insert an organization chart
6. To delete a box, click its border and press Delete. Continue
adding boxes and text as desired (see Figure 11-2).
Lots of other organization chart templates are available from
Microsoft Office Online. Choose View➪Task Pane. Click the downward-pointing arrow and choose Select Results. Type organization
chart in the Search field. When the results appear, select your desired
template and click Download. The template will appear on your slide.
➟
120
Figure 11-2: A completed simple organization chart
www.it-ebooks.info
Modify an Organization Chart Layout
Modify an Organization Chart Style
1. Open a presentation in PowerPoint.
2. To modify the overall style of the organization chart,
select the chart and click the AutoFormat button (lightning bolt icon) on the Organization Chart toolbar.
3. From the Organization Chart Style Gallery dialog
box, choose your desired diagram style, as shown in
Figure 11-3.
Modify an Organization Chart Layout
1. Open a presentation in PowerPoint.
Figure 11-3: Modify an organization chart style
2. To modify the overall layout of the organization chart,
select the chart and click the downward-pointing arrow
to the right of the Layout command on the
Organization Chart toolbar.
3. From the submenu, shown in Figure 11-4, choose your
desired layout type. The small icon to the left of the type
visually displays the layout. Select how you want the
boxes to hang from one another. Note that PowerPoint
may first ask you to select a manager shape before it
will change the layout. If that is the case, select one of
your manager or topmost boxes and then choose your
layout type.
The AutoLayout command maintains the positions and sizes of the
boxes in your organization chart. This prevents the chart from arbitrarily being changed.
Figure 11-4: Modify an organization chart layout
➟
121
www.it-ebooks.info
Chapter 11: Creating Organizational Charts and Diagrams
Modify Organization Chart Elements
1. Open a presentation in PowerPoint.
2. To move a single box, select it, drag it by the border, and
drop it onto another box. Figure 11-5 shows how we
moved our Product Manager boxes to make them subordinate to a Sr. Product Manager.
3. To move multiple boxes not on the same branch or
level, press the Ctrl key as you click on each box. Drag
any one of the boxes by the border and drop them onto
another box.
4. To move an entire level or branch of an org chart, select
any box within either the level or branch you want to
move. On the Organization Chart toolbar, choose Select
and then either Level or Branch. Drag the manager or
topmost box (all subordinates will follow) to a new
location within the chart. Note that you can also select
All Connecting Lines and All Assistants from the Select
menu. This enables you to change the attributes of all of
the connecting lines or assistant boxes (for example,
stroke width or color). See Step 6.
Figure 11-5: Easily move boxes around your chart
5. To change the font, size, style, effect, or color of the text
in a box, simply highlight it and choose Format➪Font.
Make your desired changes in the Font dialog box and
click OK.
6. If you created a chart with the Default style, you can
➟
change the color of the fill and line of the boxes, as well
as the text box attributes, by double-clicking the box. This
brings up the Format AutoShape dialog box, shown in
Figure 11-6. (You can also choose Format➪AutoShape.)
Choose your desired color from the Color drop-down
list. You can also choose your line style, weight, and
whether you want your lines dashed or solid or with (or
without) arrowheads.
Figure 11-6: Change the color of your default boxes
122
www.it-ebooks.info
Import an Organization Chart from Word or Excel
Import an Organization Chart
from Word or Excel
1. Open a presentation in PowerPoint.
2. Navigate to the slide on which you want to put your
organization chart.
3. In either Word or Excel, select your organization chart
and choose Edit➪Copy, as shown in Figure 11-7.
4. In PowerPoint, choose Edit➪Paste.
5. Your chart is inserted on the slide, as shown in Figure
11-8. You can further format or edit the org chart as
desired in PowerPoint.
Figure 11-7: Select and copy an organization chart in Word or Excel . . .
Figure 11-8: . . . and paste it into PowerPoint
➟
123
www.it-ebooks.info
Chapter 11: Creating Organizational Charts and Diagrams
Create a Diagram
1. Open a presentation in PowerPoint.
2. Choose Insert➪Diagram. You can also click the Diagram
icon (three circles) in the Drawing toolbar.
3. In the Diagram Gallery dialog box, choose your desired
diagram type, as shown in Figure 11-9.
If you choose Organization Chart, it is similar to creating a default
organization chart, described in the first set of steps in this chapter.
To complete the chart, refer to those steps.
4. Click OK.
5. Your diagram is inserted on the slide, as shown in
Figure 11-10. The Diagram toolbar also appears.
6. Click in the “Click to add text” boxes to add your
Figure 11-9: Choose your desired diagram style
desired text.
Add emphasis to your charts and diagrams by adding animation.
See how in Chapter 11.
➟
124
Figure 11-10: Insert a diagram into your slide
www.it-ebooks.info
Convert a Diagram Type
Convert a Diagram Type
1. Open a presentation in PowerPoint.
2. To convert your diagram to another type, select the dia-
gram and click Change To in the Diagram toolbar. From
the drop-down menu, choose your desired diagram
style, as shown in Figure 11-11.
3. You will be presented with a warning dialog box
informing you that in order to change diagram types,
you must turn on AutoFormat. Click Yes.
4. We converted our diagram to a pyramid, as shown in
Figure 11-12. After converting to another type, you may
have to rearrange the elements in your diagram, as well
as modify your text attributes.
Figure 11-11: Convert a diagram to another type
Figure 11-12: A cycle diagram is converted to a pyramid diagram
www.it-ebooks.info
➟
125
Chapter 11: Creating Organizational Charts and Diagrams
Modify a Diagram Style
1. Open a presentation in PowerPoint.
2. To modify the overall style of the diagram, select the
diagram and click the AutoFormat button (lightning
bolt icon) on the Diagram toolbar.
3. From the Diagram Style Gallery dialog box, choose your
desired diagram style, as shown in Figure 11-13.
4. We chose the Thick Outlines style, as shown in
Figure 11-14.
Figure 11-13: Choose from many diagram styles
➟
Figure 11-14: The Thick Outlines diagram style
126
www.it-ebooks.info
Modify a Diagram Size
Modify a Diagram Size
1. Open a presentation in PowerPoint.
2. To manually modify the size of the diagram, select the
diagram and drag the corner sizing handle on the border. This will proportionally resize the diagram as well
as the drawing space around it.
3. You can also modify the size of the diagram via the
Figure 11-15: Resize a diagram
menu commands. Select the diagram and click the
downward-pointing arrow to the right of the Layout
command on the Diagram toolbar.
4. From the submenu, choose your desired resize method,
as shown in Figure 11-15. The small icon to the left of
the type visually displays the method. To make the
drawing space border fit closely around the chart,
choose Fit Diagram to Contents. To increase the size of
the drawing area that holds the diagram but leave the
diagram size unchanged, choose Expand Diagram.
Resize Diagram enables you to manually size the diagram, as we did in Figure 11-16.
The AutoLayout command maintains the positions and sizes of the
boxes in your diagram. This prevents the chart from arbitrarily
being changed.
Figure 11-16: Modify a diagram
➟
127
www.it-ebooks.info
Chapter 11: Creating Organizational Charts and Diagrams
Modify Diagram Elements
1. Open a presentation in PowerPoint.
2. To add a new shape to the diagram, select it and click
Insert Shape on the Diagram toolbar, as shown in Figure
11-17. To delete an existing shape, click its border and
press Delete.
3. To change the font, size, style, effect, or color of the text
in a diagram, select the text box and highlight the text.
Then choose Format➪Font. Make your desired changes
in the Font dialog box.
4. To rearrange the text boxes in the diagram, select your
desired text box and click the Move Shape Backward or
Move Shape Forward (circles with curved arrows) buttons in the Diagram toolbar.
5. To reverse the entire order of your diagram, click the
Figure 11-17: Add another element to your diagram
Reverse Diagram button (double arrow) in the Diagram
toolbar.
6. If you created a diagram with the Default style, you can
change the color of the fill and line of the elements by
double-clicking the element. This brings up the Format
AutoShape dialog box, where you can choose your
desired colors (see Figure 11-18).
➟
128
Figure 11-18: Change the colors of the elements in your diagram
www.it-ebooks.info
Create a Flowchart
Create a Flowchart
1. Open a presentation in PowerPoint.
2. On the Drawing toolbar, choose AutoShapes➪Flowchart.
Select your desired shape from the drop-down palette,
shown in Figure 11-19.
3. Drag your mouse to draw your shape.
4. Add additional shapes by repeating Step 3. If you want
your shapes to be the same, simply select your first
shape and choose Edit➪Copy and then Edit➪Paste as
many times as you need. Select and position all of your
shapes as desired, as shown in Figure 11-19.
5. Add connectors between your shapes. On the Drawing
toolbar, choose AutoShapes➪Connectors. Select your
desired connector style from the drop-down palette.
Figure 11-19: Choose your flowchart shapes
6. On your first shape, click where you want the beginning
connector point.
7. On the next shape, click where you want the ending
connector point. Note that locked connectors keep the
shapes connected even if you move the shapes.
8. Repeat Steps 6 and 7 to add connectors to all of your
shapes.
9. To add text to your shapes, click the shape and type text.
A simple flowchart is shown in Figure 11-20.
Note that red connector dots indicate locked connectors, while green
connector dots indicate unlocked connectors. Locked connectors
move with the shape. To unlock a connector, simply select the connection point and drag it away from the shape.
Figure 11-20: Add text to your flowchart shapes
➟
129
www.it-ebooks.info
Chapter 11: Creating Organizational Charts and Diagrams
Modify a Flowchart
1. Open a presentation in PowerPoint.
2. Select the flowchart on the slide.
3. To change the color or fill effect of a shape, select it and
click the downward-pointing arrow to the right of Fill
Color on the Drawing toolbar. Choose from one of the
colors in the color scheme (below Automatic) or from
other colors (More Fill Colors). To change the fill effect,
choose Fill Effects and select from Gradient, Texture,
Pattern, or Picture. For more details on these fills, see
Chapter 5.
4. To change the color of a connector line, select it and click
the downward-pointing arrow to the right of the Line
Color button on the Drawing toolbar. To change the style
of the connector line, click the Line Style button on the
Drawing toolbar. You can change your solid lines to various dashed versions by clicking the Dash Style button on
the Drawing toolbar, as shown in Figure 11-21.
Figure 11-21: Change your connector line style
5. To move one of the connection points of a connection
line, select it and drag it to another shape within the
flow chart. To move the entire connection line, select
the middle of the line and drag it to your desired location. To reroute a connector to the closest point between
two shapes, select one of the connected shapes and
then, on the Drawing toolbar, choose Draw➪Reroute
Connectors. You can delete an unwanted connector by
simply selecting it and pressing Delete. Figure 11-22
shows our modified flowchart.
➟
You can also double-click shapes and connector lines to bring up the
Format AutoShape dialog box, where you can modify their attributes.
Figure 11-22: A modified flowchart
130
www.it-ebooks.info
Part III
Adding a Dash of Pizzazz
with Multimedia
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies . . . . . . .133
Insert Sound from a File .......................................134
Insert Sound from the Clip Organizer .................135
Insert Sound from a CD........................................136
Record a Comment................................................137
Record a Narration ................................................138
Insert an Animated GIF from a File .....................140
Insert a Movie from a File.....................................140
Insert an Animated GIF or Movie from the
Clip Organizer .....................................................141
Resize a Movie .......................................................142
Edit Movie and Sound Options............................143
Chapter 13: Incorporating Hyperlinks and
Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145
Create a Hyperlink in a Presentation ...................146
Insert a Hyperlink to a File or Web Site...............147
Insert a Hyperlink to a New File ..........................148
Insert a Hyperlink to an E-Mail Address..............149
Insert a Hyperlink to Another Presentation.........150
Change the Color of Hyperlinked Text ................151
Show Highlights or Play Sounds on
Hyperlinks ...........................................................152
Insert an Action Button.........................................153
Add a Transition to All Slides ...............................154
Add a Different Transition to Each Slide .............155
Chapter 14: Incorporating Animation . . . . . . . . . . . .157
Apply Animation Schemes....................................158
Create a Motion Path for Animations..................159
Apply a Custom Animation to Text or Objects ...160
Apply Animation to Bullets ..................................162
Apply Additional Effects to Animated Bullets .....163
Apply Additional Effects to Animated Text or
Objects .................................................................164
www.it-ebooks.info
Integrating Sound
and Movies
➟
Chapter
I
f photos and illustrations add icing to your presentations, then sound
and movies are the proverbial cherry on top. You can really grab the
attention of your audience with the addition of audio and video elements to
your presentation. What’s great is that it’s easy to do. A couple of menu
commands are all it takes to integrate sound and movies into your slide
show.
If you’re short on content, PowerPoint offers quite a few media clips in its
library. Music can also be imported from your own CDs or from MP3 files
you have created or purchased online. Many stock photo Web sites also offer
reasonably priced audio and video clips. In addition to video, you can add
animated GIFs to your presentations. Animated GIFs have small file sizes
and can be very effective in demonstrating a sequence.
This chapter gives you the scoop on how to integrate sound and movies into
your presentations and really bring them to life.
Get ready to . . .
12
➟ Insert Sound from a File ..........................134
➟ Insert Sound from the Clip Organizer ......135
➟ Insert Sound from a CD ..........................136
➟ Record a Comment ..................................137
➟ Record a Narration ..................................138
➟ Insert an Animated GIF from a File ..........140
➟ Insert a Movie from a File........................140
➟ Insert an Animated GIF or Movie
from the Clip Organizer ..........................141
➟ Resize a Movie ........................................142
➟ Edit Movie and Sound Options..................143
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
Insert Sound from a File
1. Open a presentation in PowerPoint.
2. Go to the slide to which you want to add sound.
3. Choose Insert➪Movies and Sound➪Sound from File, as
shown in Figure 12-1.
4. Navigate to and select the sound file you want. Then
click Insert. A sound icon appears on your slide, as
shown in Figure 12-2.
5. A dialog box asks whether you want the sound to play
automatically when you display the slide. Click Yes or
No. If you click No, the sound plays when you click the
sound icon.
6. To test the sound quality, double-click the sound icon
Figure 12-1: Insert a sound from a file onto your slide
on your slide. If you are in a Slide Show view, a single
click will do it.
PowerPoint accepts the following sound file formats: WAV, WV, MP3,
MPEG-4, Audio, AIF, AIFF, AIFC, MIDI, MID, KAR, MOV, MOOV, SFIL,
RSRC, ALAW, AU, SND, and ULAW.
Note that some sound file formats, like MP3 and MIDI and larger
sound files, may not be embedded in your presentation but are
instead linked to your presentation. So be sure to include these
links with your presentation by saving it as a PowerPoint Package.
➟
Figure 12-2: Sound is indicated by an icon
134
www.it-ebooks.info
Insert Sound from the Clip Organizer
Insert Sound from the Clip Organizer
1. Open a presentation in PowerPoint.
2. Go to the slide in which you want to add sound.
3. Choose Insert➪Movies and Sound➪Sound from Clip
Organizer.
4. Select All Collections from the Show drop-down menu.
Figure 12-3: Choose whether to play the sound automatically or manually
5. Choose your desired sound from the clip organizer.
6. A message box asks whether you want the sound to play
automatically when you display the slide, as shown in
Figure 12-3. Click Yes or No. If you click No, the sound
will play when you click the sound icon. Note that if
you choose to hide the sound icon, you must elect to
play the sound automatically.
7. A sound icon appears on your slide, as shown in
Figure 12-4.
8. To test the sound quality, double-click the sound icon
on your slide. To remove the sound, simply select and
delete the icon.
Figure 12-4: Sounds are indicated on the slide by a speaker icon
➟
135
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
Insert Sound from a CD
1. Open a presentation in PowerPoint.
2. Go to the slide you want to add sound to.
3. Make sure your CD is in your CD drive.
4. Choose Insert➪Movies and Sound➪Play CD Audio
Track.
5. In the Insert CD Audio dialog box, select your desired
track (song) or tracks, as shown in Figure 12-5.
6. Set your Timing, Play, and Display options:
• Check Loop Until Stopped to have your music
repeatedly play until you stop it.
• Click the Sound Volume icon to access the volume
slider.
Figure 12-5: Insert an audio track from a CD
• Finally, you can choose to hide the sound icon during your slide show.
7. Click OK.
8. A dialog box asks whether you want the sound to play
automatically when you display the slide or when you
click the CD icon. Click your choice. A CD icon appears
on your slide, as shown in Figure 12-6.
9. To test the sound quality, double-click the CD icon on
your slide.
Remember, the music from the CD will not be embedded into your
presentation. You must have the actual CD in your CD drive to play
the music during your show.
➟
Figure 12-6: A CD icon indicates audio from a CD
136
www.it-ebooks.info
Record a Comment
Record a Comment
1. Open a presentation in PowerPoint.
2. Go to the slide to which you want to add your com-
ment. (Comments are meant to be recorded on a single
slide. To record a voice throughout the presentation, see
“Record a Narration.”)
Figure 12-7: Record a comment in your presentation
3. Choose Insert➪Movies and Sound➪Record Sound.
In order to record a comment or a narration, make sure your computer is outfitted with a sound card, a microphone, and speakers.
4. In the Record Sound dialog box, name your comment,
as shown in Figure 12-7.
5. In the Record Sound dialog box, click the Record button
(the red circle) and speak into the microphone.
6. When you are done with your comment, click the Stop
button (the blue square).
7. To play the comment back, click the Play button (the
blue triangle).
8. Repeat Steps 2 through 6 for any other slides you want
to add comments to.
9. Click OK. A sound icon appears on the slide.
If the quality of the sound is vital, it may be worth looking into free
recording programs, like Audacity, which provide more controls and
produce a superior-quality sound over the Windows recorder.
➟
137
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
Record a Narration
1. Open a presentation in PowerPoint. (Narrations are
designed to run through an entire presentation. You
may want to use them for Web or self-running presentations. For short voice recordings on a single slide, see
“Record a Comment.”)
2. In Normal view, in the Slide tab area, select the slide
you want to start your narration on.
3. Choose Slide Show➪Record Narration.
4. In the Record Narration dialog box, shown in Figure
Figure 12-8: Record a voiceover, or narration, for your presentation
12-8, perform the following actions:
• Click the Set Microphone Level button to specify
your desired volume. Click OK.
• Adjust the quality by clicking the Change Quality
button. In the Sound Selection dialog box, shown in
Figure 12-9, choose from CD Quality (highest) to
Telephone Quality (lowest) from the Name dropdown list and then click OK. Note that the higher the
sound quality, the larger the file size.
5. Choose whether or not to link your narration to your
Figure 12-9: Specify the sound quality of your narration
presentation. If you choose to link your narration, click
the Browse button and select the folder in which you
want to save your narration file. If you do not link your
narration, it will be embedded into your presentation. It
is recommended that larger narrations be linked. This
enables your presentation file to remain at a manageable size. Remember to include the linked narration file
with your presentation file on your hard drive or on any
external media.
6. Click OK to exit the Record Narration dialog box.
➟
138
www.it-ebooks.info
Note that PowerPoint can play only one sound file at a time. Therefore, if
you have other sounds that play automatically in your presentation, the
narration overrides those sounds.
Record a Narration
7. If you chose the first slide in your presentation in
Step 2, proceed to Step 8. If you selected another slide
in your presentation in Step 2, a second, smaller Record
Narration dialog box appears. Click either Current Slide
or First Slide to indicate where you want your narration
to begin.
8. Your presentation will now appear in Slide Show view,
as shown in Figure 12-10. Speak your narration into the
microphone. When you are done with the narration for
that slide, click the slide to advance to the next slide.
Continue your narration for the next slide. Repeat these
steps for your entire presentation.
You can pause your narration by right-clicking the slide and choosing Pause Narration from the context menu. To resume your narration, choose Resume Narration using the same method.
If you make a mistake, you can re-record part of the narration. Go
to the slide you want to re-record and follow Steps 1 through 7.
When you are done re-recording the portions you want to change,
press Esc and go to Step 10.
Figure 12-10: Add narration to your presentation in Slide Show view
9. When the black “end of presentation” screen appears,
click it.
10. Your narration is saved. A message appears, asking you
whether you would also like to save the slide timings
(shown below each slide). If you click Save, your presentation will appear in Slide Sorter view with timings displayed under each slide, as shown in Figure 12-11. If
you click Don’t Save, you will return to your first slide.
You can run your slide show without the narration or with the narration but without your saved timings (choose Manually under
Advance slides) by selecting those commands under Slide Show➪
Set Up Show.
Figure 12-11: Your slide timings for your narration appear under each slide
➟
139
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
PowerPoint accepts the following movie file formats: AVI, DVR-MS, MP2V,
MP3, M3U, MPA, M1V, MPE, MPEG, MPG, .ASF, WP2, WPL. WM, WMD,
WMV, WMX.
Insert an Animated GIF from a File
1. Open a presentation in PowerPoint.
2. Go to the slide to which you want to add your
animated GIF.
3. Choose Insert➪Movies and Sounds➪Movie from File.
4. Navigate to and select your animated GIF file and click
Insert.
5. A dialog box asks whether you want the GIF to play
automatically when you display the slide. Click Yes or
No. If you click No, the GIF will play when you click the
GIF frame. The first frame of the animated GIF appears
on your slide, as shown in Figure 12-12.
6. To preview the animated GIF, right-click the GIF and
click Play in the Custom Animation task pane.
Figure 12-12: Insert an animated GIF into your presentation
Insert a Movie from a File
1. Open a presentation in PowerPoint.
2. Go to the slide to which you want to add a movie.
3. Choose Insert➪Movies and Sounds➪Movie from File, as
shown in Figure 12-13.
4. Navigate to and select your movie file and click Insert.
The first frame of the movie appears on your slide.
5. A dialog box asks whether you want the movie to play
➟
automatically when you display the slide. Click Yes or
No. If you click No, the movie will play when you click
the movie frame.
6. To preview the movie, double-click the frame on your
Figure 12-13: Insert a movie clip into your presentation
slide.
140
www.it-ebooks.info
Insert an Animated GIF or Movie from the Clip Organizer
Insert an Animated GIF or Movie
from the Clip Organizer
1. Open a presentation in PowerPoint.
2. Go to the slide to which you want to add a movie.
3. Choose Insert➪Movies and Sounds➪Movie from Clip
Organizer.
4. The Clip Art task pane appears, as shown in Figure
12-14. If you know where your GIF or movie clip is
located, scroll through the library and select it. If you’re
unsure, you can enter the name or keyword of your
desired file in the Search For field. You can restrict your
search to just Movies or Animated GIFs by checking
your desired media types and file formats in the
Selected Media File Types drop-down list. Click Go.
Locate and then click your desired file in the library.
Figure 12-14: Insert a movie clip from the Clip Organizer
5. A dialog box asks whether you want the movie or GIF to
play automatically when you display the slide. Click Yes
or No. If you click No, the movie or GIF will play when
you click the movie frame. The first frame of the movie
appears on your slide, as shown in Figure 12-15.
6. To preview the movie, double-click the frame on your
slide. To preview the animated GIF, right-click the GIF
and click Play in the Custom Animation task pane.
You can preview any clip by positioning your mouse cursor over
the thumbnail in the Clip Art task pane library and clicking the
downward-pointing arrow. Select Preview/Properties from the
drop-down list. Click the arrow in the Preview/Properties dialog box
to play the clip.
Figure 12-15: The first frame of your movie appears on the slide
➟
141
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
Resize a Movie
1. Open a presentation in PowerPoint.
2. Go to the slide that contains your movie clip.
3. Select the clip and do one of the following:
• Right-click and select Edit Movie Object. Check
Zoom to Full Screen to have the movie play on the
full screen during the slide show.
• Position your mouse cursor over one of the corner
sizing handles. Drag the movie frame larger or
smaller, as shown in Figure 12-16. Press the Ctrl key
to keep the center of the movie in the same location.
Figure 12-16: Resize your movie manually
• Choose Format➪Picture. Click the Size tab (see
Figure 12-17). Enter your desired dimensions in the
Width and Height boxes or choose a scaling percentage. Select Lock Aspect Ratio to keep the movie in
proportion. You can also choose Best Scale for Slide
Show. This option ensures that the movie is optimized for the best display and playback.
4. Click OK.
Figure 12-17: Resize your movie with the Size dialog box
➟
142
www.it-ebooks.info
Edit Movie and Sound Options
Edit Movie and Sound Options
1. Open a presentation in PowerPoint.
2. Go to the slide that contains your sound or movie clip.
3. Select the clip and right-click it.
4. Select Edit Movie Object or Edit Sound Object from the
context menu.
5. Specify your settings in the Movie Options or Sound
Options dialog box (see Figure 12-18):
• Loop until stopped: The movie or sound will play
repeatedly until you stop it.
Figure 12-18: Edit your movie and sound options
• Rewind movie when done playing: The movie will
automatically rewind to the first frame after playing
once.
• Sound volume: Click the icon to access the volume
slider.
• Hide while not playing: Icons and frames will be
hidden when they aren’t playing.
• Zoom to full screen: The movie will play full-screen,
as shown in Figure 12-19. When it is done, the slide
will return on-screen.
6. Click OK.
You can use the Custom Animation task pane to play, pause, and stop a movie.
You can also use this task pane to further animate a sound or movie object.
For example, you can have the first frame of your movie or your sound icon
move into the frame and begin playing. See Chapter 11 for further details on
animation.
Figure 12-19: A movie in full-screen mode
➟
143
www.it-ebooks.info
Chapter 12: Integrating Sound and Movies
➟
144
www.it-ebooks.info
Incorporate Hyperlinks
and Transitions
You might think a basic office program such as PowerPoint is incapable of
adding any snap, crackle, and pop to your presentations. Think again.
Underneath PowerPoint’s conservative attire lies a whole bevy of special
effects that you can apply to your slides. If you need to jump to a Web site
or to another file or presentation during your slide show, you simply insert a
hyperlink. Advancing from one slide to the next can be elegant and unobtrusive with slow fades, or dynamic and active with wipes and spins. With this
chapter’s help, your presentations will be snapping, crackling, and popping
to their heart’s content!
➟
Chapter
Get ready to . . .
13
➟ Create a Hyperlink in a Presentation ........146
➟ Insert a Hyperlink to a File or Web Site ....147
➟ Insert a Hyperlink to a New File ..............148
➟ Insert a Hyperlink to an E-Mail Address....149
➟ Insert a Hyperlink to Another
Presentation ............................................150
➟ Change the Color of Hyperlinked Text ......151
➟ Show Highlights or Play Sounds
on Hyperlinks ..........................................152
➟ Insert an Action Button ..........................153
➟ Add a Transition to All Slides ....................154
➟ Add a Different Transition to Each Slide ....155
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
Create a Hyperlink in a Presentation
1. Open a presentation in PowerPoint.
2. Go to the slide that contains the element you want to
use as your source link in the hyperlink.
3. Choose the element (we chose a small circular autoshape)
and then choose Insert➪Hyperlink or click the Hyperlink
button on the Standard toolbar, as shown in Figure 13-1.
4. In the Insert Hyperlink dialog box, select the Place in
This Document option under Link To, as shown in
Figure 13-2.
5. Select your desired destination link under Select a Place
in This Document. Select from the slides or a custom
show within your presentation. If you select a custom
show, you can mark the Show and Return check box,
which will take the display back to the source link after
the show has played. For more on custom shows, see
Chapter 16.
Figure 13-1: Assign a hyperlink to text or objects
6. Click OK.
7. To test your hyperlink, run your presentation by choos-
ing Slide Show➪View Show. You can also click the Slide
Show from Current Slide button at the bottom of the
Slides tab in Normal view. Note that when you hover
your cursor over the hyperlink, the arrow becomes a
pointing hand, indicating a link.
➟
Figure 13-2: Choose a destination link
Photo Credit: Corbis Images, PhotoDisc/Getty Images
Hyperlinks are links from one slide to another slide, a custom show
(a sub presentation within your main presentation), a Web site, an
e-mail address, or a file. The hyperlink can be text, a picture, an
AutoShape, a chart, WordArt, or an action button. (We describe
action buttons later in this chapter.)
146
www.it-ebooks.info
Insert a Hyperlink to a File or Web Site
Insert a Hyperlink to
a File or Web Site
1. Open a presentation in PowerPoint.
2. Go to the slide that contains the element you want to
use as your source link in the hyperlink.
3. Choose the element (we chose a small circular
AutoShape) and then choose Insert➪Hyperlink or click
the Hyperlink button on the Standard toolbar.
Figure 13-3: Create a hyperlink to a file or Web site
4. In the Insert Hyperlink dialog box, click Existing File or
Web Page under Link To, as shown in Figure 13-3.
5. Navigate to your desired file or type your Web site URL
in the Address field.
6. Click OK.
Note that a hyperlink is automatically created when you type a Web
site URL on a slide in your presentation outline. Note that the link
is active in Slide Show view only.
To cancel the display of a hyperlinked Web page, choose View➪
Toolbars➪Web. Click the Stop button (page icon with an X) in the
Web toolbar.
Figure 13-4: Hyperlinks are indicated by a pointing figure icon
➟
147
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
Insert a Hyperlink to a New File
1. Open a presentation in PowerPoint.
2. Go to the slide that contains the element you want to
use as your source link in the hyperlink.
3. Choose the element (we chose a small circular
AutoShape) and then choose Insert➪Hyperlink or
click the Hyperlink button on the Standard toolbar.
Figure 13-5: Create a hyperlink to a new file
4. In the Insert Hyperlink dialog box, click Create New
Document under Link To.
5. Type the name of your new document, as shown in
Figure 13-5.
6. Click the Change button to navigate to the location
where you would like to save the new documents. Note
that the path to that location will be recorded.
7. In the Create New Document dialog box, shown in
Figure 13-6, select the type of file format you want for
your new document. For ours, we selected a .doc file
format.
8. Choose whether to edit the new document now or later.
If you choose now, the program to create your new document will be launched. You can then enter any text you
want to appear when the document is opened. If you
choose later, the program will be launched and a new
document will be created when the user first clicks the
hyperlink during the slide show. The program that is
launched depends on the file format you chose in Step 7.
When we click our hyperlink, Word launches because our
file format is a .doc file.
Figure 13-6: Select the right format for your new document
9. Click OK.
➟
148
www.it-ebooks.info
Insert a Hyperlink to an E-Mail Address
Insert a Hyperlink to an
E-Mail Address
1. Open a presentation in PowerPoint.
2. Go to the slide that contains the element you want to
use as your source link in the hyperlink.
3. Choose the element (we chose a small circular
AutoShape) and then choose Insert➪Hyperlink or click
the Hyperlink button on the Standard toolbar.
Figure 13-7: Create a hyperlink to an e-mail address
4. In the Insert Hyperlink dialog box, select E-Mail Address
under Link To, shown in Figure 13-7.
5. Type your desired e-mail address. You can also select an
e-mail address in the Recently Used E-Mail Addresses
box.
6. Type the subject you want to appear in the e-mail sub-
ject line.
7. Click OK.
8. When the hyperlink is clicked in the slide show, the
default e-mail client will launch and a new message
window will open, as shown in Figure 13-8.
Note that a hyperlink is automatically created when you type an
e-mail address on a slide in your presentation outline. Note that the
link is active in Slide Show view only.
Figure 13-8: The default e-mail client is launched when you click the hyperlink
Photo Credit: Corbis Images, PhotoDisc/Getty Images
➟
149
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
Insert a Hyperlink to Another
Presentation
1. Open a presentation in PowerPoint.
2. Go to the slide that contains the element you want to
use as your source link in the hyperlink.
3. Choose the element (we chose a small circular
AutoShape) and then choose Insert➪Hyperlink or
click the Hyperlink button on the Standard toolbar.
4. In the Insert Hyperlink dialog box, click Existing File or
Web Page under Link To.
Figure 13-9: Create a hyperlink to another presentation
5. Navigate to and select the presentation that contains the
slide you want to designate as your destination link.
6. Click the Bookmark button in the top-right corner. In
the Select Place in Document dialog box, shown in
Figure 13-9, select the slide you want to link to.
7. Click OK and OK again to exit the dialog box and apply
the hyperlink.
Figure 13-10: Choose your desired slide within the presentation
➟
150
www.it-ebooks.info
Change the Color of Hyperlinked Text
Change the Color of Hyperlinked Text
1. Open a presentation in PowerPoint.
2. Select Format➪Slide Design.
3. In the Slide Design task pane, click Color Schemes.
4. In the Edit Color Scheme dialog box, shown in Figure
13-11, select the Accent and Hyperlink check box or
Accent and Followed Hyperlink check box and click
Change Color.
5. Select a color from either the Standard or Custom color
palettes and click OK. For more on Standard and
Custom colors, see Chapter 8.
Figure 13-11: Assign a different color to your hyperlinked text
6. Click Apply.
7. The colors of your hyperlinked text before you click
them and after they have been clicked will be changed,
as shown in Figure 13-12.
The color of your hyperlinks will also change when you choose a different color scheme. To change your color scheme, select your
desired slides in the Slides tab. Choose Format➪Slide Design. Click
Color Schemes at the top of the pane. Then choose your desired
color scheme from the list.
Figure 13-12: Hyperlinked text now appears pink
Photo Credit: Corbis Images, PhotoDisc/Getty Images
➟
151
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
Show Highlights or Play
Sounds on Hyperlinks
1. Open a presentation in PowerPoint.
2. Select the hyperlinked text or object.
3. Choose Slide Show➪Action Settings.
4. In the Action Settings dialog box, shown in Figure 13-13,
select one of the following:
• Mouse Click: This option applies the action when
the mouse is clicked on the hyperlink object.
Figure 13-13: Assign sounds or
highlighting to your hyperlink object
• Mouse Over: This applies the action when the mouse
is pointed on the hyperlink object.
5. Assign the action to the hyperlink:
• Hyperlink To: If you already have a destination link
established, you can ignore this setting. If you select a
custom show, type the name of the show. If you select
a URL, type the location of the Web site. If you select
another PowerPoint presentation or file, navigate to
the location on your hard drive and select the file.
• Play Sound: Select this check box to have your hyperlink object play a sound when you click or point to it.
Select your desired sound from the drop-down list.
Select a PowerPoint preset sound or your own sound
file. Note that the sound must be in the .wav file
format.
• Highlight Click: Select this check box to have your
hyperlink object highlighted when you click or point
to it, as shown in Figure 13-14.
➟
Figure 13-14: Highlight your hyperlink
object by clicking or pointing with your mouse
Photo Credit: PhotoSpin
6. Click OK.
152
www.it-ebooks.info
Insert an Action Button
Insert an Action Button
1. Open a presentation in PowerPoint.
2. Go to the slide on which you want to insert an action
button.
3. Choose Slide Show➪Action Buttons.
4. Choose your desired button from the submenu, as
shown in Figure 13-15.
5. Click on the slide to place the button.
6. In the Action Settings dialog box, specify your desired
action. Select Mouse Click or Mouse Over by clicking
the desired tab. Then set the destination link for your
hyperlink. You can also assign a sound to the action. For
details on these settings, see the preceding section,
“Show Highlights or Play Sounds on Hyperlinks.”
Figure 13-15: Choose your button style
7. Click OK.
8. On our slide, shown in Figure 13-16, we chose Previous
and Next buttons. When the user clicks, he will be taken
to the previous or next slide. We also shrank our buttons by simply dragging a corner sizing handle.
Insert action buttons (such as Previous, Next, and Play) to help your
viewers navigate through your presentation. This is especially helpful for self-running presentations on the Web or in kiosks.
You can also insert action buttons on all your slides. Simply insert
the action buttons on your slide master(s). For more on slide masters, see Chapter 4.
Figure 13-16: Arrange and size your actions buttons
Photo Credit: PhotoSpin
➟
153
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
Add a Transition to All Slides
1. Open a presentation in PowerPoint.
2. Select Slide Show➪Slide Transition.
3. In the Slide Transition task pane, shown in Figure
13-17, select your desired transition.
4. Click Apply to All Slides.
5. Specify the speed of your transitions. Select Slow,
Medium, or Fast.
6. You can also attach a sound to your transition. Select
one of the presets from the PowerPoint library or select
Other Sound from the drop-down list to navigate to
your own sound file.
Figure 13-17: Apply transitions to your slides
7. Choose whether to automatically advance to the next
slide after a specified number of seconds or to advance
by clicking your mouse.
8. To preview the transition, shown in Figure 13-18, click
the Play button. To play the slide show from your current slide forward, click Slide Show.
➟
Figure 13-18: Play your transition to preview the effect
154
www.it-ebooks.info
Add a Different Transition to Each Slide
Add a Different Transition
to Each Slide
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select your desired
slides for the first transition.
3. Select Slide Show➪Slide Transition.
4. In the Slide Transition task pane, select your desired
transition.
5. Repeat Steps 2 through 4 for all the slides in your
presentation.
6. For specifying transition settings, see the earlier section,
“Add a Transition to All Slides.”
Figure 13-19: Apply transitions to individual slides
Transitions are effects used to advance from one slide to the next.
Although transitions are fun, be careful about using too many different kinds of transitions. You want your audience to pay attention
to your content, not be distracted by your special effects, or worse,
get motion sickness.
Figure 13-20: Play your transition to preview the effect
➟
155
www.it-ebooks.info
Chapter 13: Incorporate Hyperlinks and Transitions
➟
156
www.it-ebooks.info
Incorporate Animation
➟
Chapter
I
f the previous chapter on hyperlinks and transitions didn’t add enough
pizzazz to your presentations, you may want to step it up a bit and
employ custom animations to the elements on your slides. You can easily
have your text fly in from the left and then dim or change color after it has
played. Or you can create a custom motion path and have your object follow a map on your slide. If motion isn’t enough, you can easily attach
sounds, such as camera clicks or voltage zaps, to your animations.
This chapter shows you how to employ animation for added emphasis and
impact in your presentations.
14
Get ready to . . .
➟ Apply Animation Schemes ........................158
➟ Create a Motion Path for Animations ........159
➟ Apply a Custom Animation to Text
or Objects ................................................160
➟ Apply Animation to Bullets ......................162
➟ Apply Additional Effects to Animated
Bullets ....................................................163
➟ Apply Additional Effects to Animated
Text or Objects ........................................164
www.it-ebooks.info
Chapter 14: Incorporate Animation
Apply Animation Schemes
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select your desired
slide(s) for the animation.
3. Choose Slide Show➪Animation Schemes.
4. In the Slide Design task pane, select your desired anima-
tion scheme from the Apply to Selected Slides list, as
shown in Figure 14-1. This applies the animation to
your selected slide. Deselect AutoPreview to prevent
automatically seeing the animation when you select it
from the list.
5. Click Apply to All Slides if you want to apply the anima-
tion scheme to all slides in your presentation.
Figure 14-1: Animate your slides
6. Click Play to preview the effect on your displayed slide.
7. Click Slide Show to play the presentation from your dis-
played slide forward.
8. To delete an animation scheme, select No Animation
from the Apply to Selected Slides list.
Animation schemes are applied to the entire slide. To animate text
or individual objects, see the next section.
➟
158
www.it-ebooks.info
Create a Motion Path for Animations
Create a Motion Path for Animations
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the object for which you want to create a
motion path.
3. Select the object on the slide.
4. Choose Slide Show➪Custom Animation.
5. In the Custom Animation task pane, click Add Effect
and then select Motion Paths, as shown in Figure 14-2.
6. Choose from the following:
• Preset Motion Path: Choose from one of the preset
paths.
Figure 14-2: Apply a motion path to your animated object
• Draw Custom Path: Choose from one of four ways
to draw your path. Freeform enables you to draw a
path with curved (drag) and straight (click and move
mouse) lines. Scribble enables you to drag curved
lines as if you were using a pen on paper, as shown
in Figure 14-3. Line lets you drag straight lines. And
Curve lets you draw by clicking where you want your
curves.
• More Motion Paths: Choose from additional preset
paths.
7. Your motion path appears on the slide.
8. Click Play to preview the effect on your displayed slide.
9. Click Slide Show to play the presentation from your dis-
played slide forward.
Figure 14-3: Draw a custom motion path
➟
159
www.it-ebooks.info
Chapter 14: Incorporate Animation
Apply a Custom Animation
to Text or Objects
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the text or object you want to animate.
3. Select the text or object on the slide. If you select the
text box placeholder, all the text within the box will animate. Highlight individual sections of text within the
box to have them animate individually.
4. Choose Slide Show➪Custom Animation.
5. In the Custom Animation task pane, shown in Figure
14-4, select how you would like your text or object to
appear on the slide by clicking Add Effect and selecting
from the following:
Figure 14-4: Add animation to individual objects and text
• Entrance: The object or text enters the slide show
with the animated effect.
• Emphasis: The object or text is animated while it is
on the slide.
• Exit: The object or text leaves the slide show with the
animated effect.
• Motion Paths: The object or text moves by following
a specific path and direction. For details, see the preceding section, “Create a Motion Path for
Animations.”
6. Select your desired animation effect from the submenu.
➟
It will then be added to the list. A non-printing number
appears next to your text or object, and this number corresponds to the animation effect in the list. The number
also does not appear in the slide show.
Figure 14-5: Specify the direction and
speed of your animation effect
160
www.it-ebooks.info
Apply a Custom Animation to Text or Objects
7. Specify your animation settings. Choose how you
want your animation to start. Also specify the direction
and speed of the animation movement, as shown in
Figure 14-5.
8. Click Play to preview the effect on your displayed slide,
as shown in Figures 14-6 and 14-7. Note the timeline
that appears when you play your effects to demonstrate
your timing.
9. Click Slide Show to play the presentation from your dis-
played slide forward.
10. To edit an animation, select the effect from the list and
click Change. Then follow Steps 5 through 7 in this list.
Figure 14-6: The graphic flies in from the left . . .
11. To delete an animation effect, select it and click Remove.
You can apply animations to text, objects, and even diagrams and
charts. Objects can consist of AutoShapes, clip art, photos, sounds,
and movies.
You can animate individual elements of a chart by selecting them in
your chart and applying an effect. Then click the down-pointing arrow
to the right of the effect and, from the context menu, choose Effect
options. Click the Chart Animation or Diagram Animation tab. From
the Group Chart or Group Diagram drop-down list, select an option,
such as Each Branch or Up or Down. Options will depend on the type
of chart or diagram.
Animations are listed in the order you apply them. You can rearrange
the order by selecting the effect and clicking the Re-Order arrows.
Figure 14-7: . . . and ends up on the right
➟
161
www.it-ebooks.info
Chapter 14: Incorporate Animation
Apply Animation to Bullets
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the bulleted text you want to animate.
3. Choose Slide Show➪Custom Animation.
4. Select the first bulleted text.
5. In the Custom Animation task pane, shown in Figure
14-8, choose how you would like your bulleted text to
appear on the slide by clicking Add Effect and then
choosing Entrance.
6. From the Entrance submenu, choose your desired ani-
mation effect.
Figure 14-8: Animate your bulleted text for more emphasis
7. Leave your Start option set to On Click.
Photo Credit: Corbis Images, PhotoDisc/Getty Images
8. Specify your desired speed for the bullet.
9. Click Play to preview the effect on your displayed slide.
10. Click Slide Show to play the presentation from your dis-
played slide forward.
➟
162
www.it-ebooks.info
Apply Additional Effects to Animated Bullets
Apply Additional Effects
to Animated Bullets
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the animation effect you want to enhance.
3. Choose Slide Show➪Custom Animation.
4. In the Custom Animation task pane, select your ani-
mated effect from the list and then click the downpointing arrow to the right. You can also select all the
effects and click the arrow for the last one in the list.
5. From the context menu, choose Effect Options, as
shown in Figure 14-9.
6. In the dialog box for your specific animation effect
Figure 14-9: Add enhancements to your bullets
(ours happens to be Fade), under the Effect tab, select
the desired enhancements. For the Fade effect, your
choices are as follows:
• Sound: Select a sound effect to attach to your animation. If you select Other Sound, navigate to your
desired sound on your hard drive.
• After animation: Choose whether to dim or hide your
text after the animation or after your next mouse click,
as shown in Figure 14-10. You can also have your text
or object change colors after the animation.
• Animate text: Choose whether to have your bulleted
text animate all at once or by each word or letter. If
you choose by word or letter, specify the percentage
of delay between words or letters.
Figure 14-10: Specify your enhancement settings
Photo Credit: Corbis Images, PhotoDisc/Getty Images
7. Click OK.
8. Click Play to preview the effect on your displayed slide.
9. Click Slide Show to play the presentation from your dis-
➟
163
played slide forward.
www.it-ebooks.info
Chapter 14: Incorporate Animation
Apply Additional Effects to
Animated Text or Objects
1. Open a presentation in PowerPoint.
2. In Normal view, under the Slides tab, select the slide
that contains the animation effect you want to enhance.
3. Choose Slide Show➪Custom Animation.
4. In the Custom Animation task pane, select your ani-
mated effect from the list.
5. Click the down-pointing arrow to the right and then
choose Effect Options from the context menu.
Figure 14-11: Add enhancements to your animations
6. In the dialog box for your specific animation effect
(ours is Fly In), under the Effect tab, select the desired
enhancements. For Fly In, your choices are as follows:
• Direction: Select how your object or text enters the
slide.
• Smooth Start/Smooth End: Select these check boxes,
shown in Figure 14-11, to smooth out the movement
of the animation as it enters or leaves the slide.
• Sound: Select a sound effect to attach to your animation. If you select Other Sound, navigate to your
desired sound on your hard drive.
• After Animation: Choose whether to dim or hide
your text or object after the animation or after your
next mouse click. You can also have your text or
object change colors after the animation.
➟
Figure 14-12: Specify your animation timing options
• Animate Text: Choose whether to have your text animate all at once or by each word or letter. If you
choose by word or letter, specify the percentage of
delay between words or letters.
164
www.it-ebooks.info
Apply Additional Effects to Animated Text or Objects
7. In the dialog box for your specific animation effect, on
the Timing tab, select the specific enhancements you
want. For Fly In, your choices are as follows:
• Start: Specify how you want the animation to begin,
as shown in Figure 14-12. Choose from on mouse
click, along with the previous animation, or after the
previous animation plays through.
• Delay: Specify whether you want a delay between the
end of one animation and the beginning of the next.
• Speed: Choose from a variety of speeds for your
animation.
Figure 14-13: The graphics flies in smoothly to a voltage sound
effect . . .
• Repeat: Choose how many times you want the
animation to loop (repeat).
• Rewind When Done Playing: If you select this check
box, the animation will automatically rewind when
it’s done playing and return to its original state/
position on the slide.
• Triggers: Specify whether the animation plays when
the mouse is just clicked or when the mouse is
clicked on a specific object or piece of text.
8. Click OK.
9. Click Play to preview the effect on your displayed slide.
(See Figures 14-13 and 14-14.)
10. Click Slide Show to play the presentation from your dis-
played slide forward.
Figure 14-14: . . . and changes to white
➟
165
www.it-ebooks.info
Chapter 14: Incorporate Animation
➟
166
www.it-ebooks.info
Part IV
Presenting Effectively
www.it-ebooks.info
Chapter 15: Preparing the Presentation . . . . . . . . .169
Set Up Your Show ..................................................170
Set Timings for Slides Manually ...........................171
Set Timings for Slides While Rehearsing ..............171
Establish Print Options .........................................172
Print Slides .............................................................174
Print Audience Handouts......................................174
Print Speaker Notes ...............................................175
Print an Outline.....................................................176
Send Handouts, Notes, or an Outline
to Microsoft Word ...............................................177
Create a Backup by Packaging for CD..................178
Optimize Slide Show Performance ......................180
Chapter 16: Sharing Your Presentation . . . . . . . . . .181
Create a Custom Show..........................................182
Prepare a Self-Directed Show................................183
Use a Laptop and Projector to Run Your Show...184
Use Two Monitors to Run a Presentation ............184
Set Permissions ......................................................185
Use PowerPoint Viewer .........................................186
Send a Presentation as an E-Mail Attachment.....186
Send a Presentation for Review ............................187
Review a Presentation ...........................................188
Combine Reviewed Presentations with
the Original .........................................................189
Transfer a Presentation to an FTP Site..................190
Convert a Presentation to PDF .............................191
Create a Self-Running Presentation for
a Booth or Kiosk..................................................191
Hold an Online Meeting.......................................192
Deliver a Presentation on the Web.......................193
Publish a Photo Album on the Web ....................194
www.it-ebooks.info
➟
Preparing the
Presentation
Chapter
A
fter you’ve done all the hard work of compiling and formatting the
content of your presentation, it’s time to get it ready to share with the
world. Begin by specifying the display options for your show. Determine
how your show will be presented. Will a speaker control it, or will it be selfrunning on a kiosk? Choose whether your show will loop continuously and
whether it will include narration and animation. Establish your timings and
optimize your display performance.
When your show is ready to go, print your outline and all your notes and
handouts. And last but not least, be sure to make a backup of your hardearned presentation by packaging it to a CD. You want to be prepared if
your original presentation stored on the computer’s hard drive goes awry.
Get ready to . . .
15
➟ Set Up Your Show ....................................170
➟ Set Timings for Slides Manually................171
➟ Set Timings for Slides While Rehearsing....171
➟ Establish Print Options..............................172
➟ Print Slides ..............................................174
➟ Print Audience Handouts ..........................174
➟ Print Speaker Notes ................................175
➟ Print an Outline ......................................176
➟ Send Handouts, Notes, or an Outline
to Microsoft Word ....................................177
➟ Create a Backup by Packaging for CD ......178
➟ Optimize Slide Show Performance ............180
www.it-ebooks.info
Chapter 15: Preparing the Presentation
Set Up Your Show
1. Open a presentation in PowerPoint.
2. Choose Slide Show➪Set Up Show.
3. In the Set Up Show dialog box, shown in Figure 15-1,
specify the following settings:
• Show Type: The Presented by a Speaker option displays a full-screen slide show that is controlled by a
speaker. The Browsed by an Individual option displays
in a window and is controlled by a user. Select the
Show Scrollbar check box if you want the scrollbar to
be visible for the user. The Browsed at a Kiosk option
displays a full screen show that runs automatically.
• Show Options: Select the Loop Continuously until
‘Esc’ check box to enable the show to repeat continuously until you press Esc. Choose whether to run the
show with narration and animation.
Figure 15-1: Specify your slide show options
• Pen Color: Select your desired pen color from the
drop-down list.
• Show Slides: By default, PowerPoint will display all
your slides in the show. You can also specify a range of
slides, if desired, by clicking the up and down arrows.
• Advance Slides: See the sections “Set Timing for
Slides Manually” and “Set Timings for Slides While
Rehearsing” coming up in this chapter.
• Multiple Monitors: You can run your presentation
on more than one monitor.
• Performance: See the upcoming section, “Optimizing
Slide Show Performance,” for details.
➟
4. Click OK.
170
www.it-ebooks.info
Remember to always double-check all your presentation hardware before
giving your presentation. If possible, be sure to rehearse your presentation with the actual hardware you will be using.
Set Timings for Slides While Rehearsing
Set Timings for Slides Manually
1. Open a presentation in PowerPoint.
2. In Normal view, in the Slides tab area, select the slides
you want to edit the timings for.
3. Choose Slide Show➪Slide Transition.
4. In the Slide Transition pane, shown in Figure 15-2, under
Advance slide, select the Automatically After check box,
and enter the number of seconds you want the slide to
remain on-screen before the next slide appears.
Set Timings for Slides
While Rehearsing
Figure 15-2: Set the timing for your slides manually
Photo Credit: Corbis Images, PhotoDisc/Getty Images
1. Open the presentation that you want to rehearse.
2. Choose Slide Show➪Rehearse Timings. Your slide show
appears in what PowerPoint refers to as rehearsal mode,
shown in Figure 15-3. The timing begins to record.
3. In the controls area in the top-left corner, click the
Advance button (right-pointing arrow) when you’re
ready to go to the next slide. If you need to stop temporarily, click the Pause button, which is just to the
right of the Advance button. You can manually enter a
timing value for a particular slide in the Slide Time field
just to the right of the Pause button. If you want to start
over, click the Repeat button (curved arrow).
4. At the end of the show, a dialog box appears and asks you
whether you want to accept the timings or start over.
Figure 15-3: Set the timing for your slide show while rehearsing
Photo Credit: Corbis Images, PhotoDisc/Getty Images
www.it-ebooks.info
➟
171
Chapter 15: Preparing the Presentation
Establish Print Options
1. Open a presentation in PowerPoint.
2. Choose File➪Page Setup to specify print options. In the
Page Setup dialog box, in the Slides Sized For drop-down
list, select your output or paper size, as shown in Figure
15-4. You can choose from various paper sizes as well as
35mm slides, overhead transparencies, or a banner (8 x 1
inches). You may also enter a custom size by specifying
your desired Width and Height. Specify your page numbering and orientation settings. Click OK.
Figure 15-4: Specify your output size in the Page Setup
dialog box
3. Choose File➪Print Preview.
4. On the Print Preview toolbar, select your desired page
layout from the Print What drop-down list, as shown in
Figure 15-5. Select from Slides, Handouts, Notes Pages,
and Outline View. We describe each later in this chapter.
5. Still in the Print Preview Toolbar, choose your desired
page orientation by selecting either the Portrait (vertical)
or Landscape (horizontal) icons.
Figure 15-5: Specify your page layout in the Print Preview toolbar
Photo Credit: Corbis Images, PhotoDisc/Getty Images
➟
172
www.it-ebooks.info
Establish Print Options
Note that you can also set the preceding print options in the Print
dialog box.
6. Under the Options drop-down menu (see Figure 15-6)
you find the following settings:
• Header and Footer: Enter your desired header and
footer text in the Header and Footer dialog box. You
can also choose to include the date and time in the
header or footer, as shown in Figure 15-7. Check
Slide number or Page number to have the number of
the slide or page appear in the footer of the slide,
notes page or handout. Note that headers and footers
on notes pages and handouts are separate from the
headers and footers on slides.
• Color/Grayscale: From the submenu, choose whether
to print in color (be sure you’ve chosen a color
printer), grayscale, or pure black and white. Choosing
pure black and white results in no gray values in the
print out.
• Scale to Fit Paper: If you select this option, slides
will be sized to fit on your chosen paper size.
• Frame Slides: This option adds a frame around each
printed slide.
Figure 15-6: Choose additional print options
• Print Hidden Slides: If you select this option, slides
that you have designated to be hidden will remain
hidden but will print out.
• Print Comment and Ink Markup: Select this option
to enable reviewer comments and ink markups to
print. For more on comments and ink markups, see
Chapter 16.
• Printing Order: When printing handouts with 4, 6,
or 0 slides, choose whether to print in order horizontally or vertically, as displayed by the corresponding
thumbnail icon.
7. Click Print.
Figure 15-7: Specify header and footer options
www.it-ebooks.info
➟
173
Chapter 15: Preparing the Presentation
Print Slides
1. Open a presentation in PowerPoint.
2. Choose File➪Page Setup to set up your slides for opti-
mum printing. In the Slides Sized For drop-down list,
select your paper size.
3. Choose File➪Print Preview.
4. On the Print Preview toolbar, select Slides from the
Print What drop-down list, as shown in Figure 15-8.
5. Specify any additional print options as we describe in
the preceding section, “Establish Print Options.”
6. Click the Print button.
Note that hidden slides with notes will print along with your other
slides.
Figure 15-8: Print your slides
Photo Credit: PhotoSpin
Print Audience Handouts
1. Open a presentation in PowerPoint.
2. Choose File➪Print Preview.
3. On the Print Preview toolbar, select your desired Handout
layout from the Print What drop-down list, as shown in
Figure 15-9. Choose 1, 2, 3, 4, 6, or 9 slides per page. Note
that if you choose the 3-slide layout, blank lines will be
added next to each slide to allow for audience members to
take notes during the presentation.
4. Specify additional print options as we describe in the
earlier section, “Establish Print Options.”
➟
5. Click the Print button.
Figure 15-9: Print handouts for your audience
174
www.it-ebooks.info
Print Speaker Notes
Print Speaker Notes
1. Open a presentation in PowerPoint.
2. Choose View➪Notes Page. Double-check the appearance
of your notes. Format your font, font size, and so on as
needed by highlighting the text and choosing Format➪
Font. You can also enlarge the slide by selecting it and
dragging a corner sizing handle. You can add charts,
tables, and pictures to your notes if desired. (Follow the
steps that we outline in Chapters 9 and 10.) Keep in
mind that any edits you make or any pictures or charts/
tables you add in Notes view will appear only on your
printed notes pages, not on your screen in Normal view.
3. Choose File➪Print Preview.
4. On the Print Preview toolbar, select Notes Pages from
the Print What drop-down list, as shown in Figure
15-10. Each page will print with a single slide and the
associated notes for that slide. (Speaker notes are helpful as references when delivering a presentation.)
Figure 15-10: Print speaker notes
5. Specify additional print options, as we describe in
“Establish Print Options,” earlier in this chapter.
6. Click the Print button.
If you want your formatting and additions of elements such as pictures
and charts on all your notes pages, be sure to make the changes to the
note master. For more on masters, see Chapter 6.
Note that if you save your presentation as a Web page, your notes
will be displayed by default. If you don’t want them displayed, hide
them before you save them. See Chapter 16 for details.
➟
175
www.it-ebooks.info
Chapter 15: Preparing the Presentation
Print an Outline
1. Open a presentation in PowerPoint.
2. In Normal view, click the Outline tab next to the Slides
tab, as shown in Figure 15-11.
3. Click the Expand All button on the Standard toolbar,
also shown in Figure 15-11. This shows all levels of text
on the slide. (If you want only slide titles to print, do
not click the Expand All button.)
4. Choose File➪Print Preview. On the Print Preview tool-
bar, select Outline View from the Print What drop-down
list, as shown in Figure 15-12.
5. Specify additional print options, as we describe in the
earlier section, “Establish Print Options.”
Figure 15-11: Expand your outline to display all text
6. Click the Print button.
You may want to print your outline to use during a slide show to keep
yourself on track as to what topics are coming up as you progress
through your presentation. Using an outline allows you to have an
overall global view of your presentation material.
➟
Figure 15-12: Print an outline
176
www.it-ebooks.info
Send Handouts, Notes, or an Outline to Microsoft Word
Send Handouts, Notes, or an Outline
to Microsoft Word
1. Open a presentation in PowerPoint.
2. Choose File➪Send To➪Microsoft Office Word.
3. In the Send To Microsoft Office Word dialog box,
shown in 15-13, select the desired page layout for your
presentation:
• Handouts: Choose either Blank Lines Next to Slides
or Blank Lines Below Slides.
• Notes: Choose Notes Next to Slides or Notes Below
Slides.
• Outline: Choose Outline only, as shown in Figure
15-13.
Figure 15-13: Specify what elements you
want to send to Word
If you choose Handouts or Notes, specify whether you want to add
the slides to Word as embedded files (paste) or linked files (paste
link). Note that if you link the files, when you update them in
PowerPoint they will also be updated in Word.
4. Click OK.
5. Your chosen presentation information will appear as a
new document in Word, as shown in Figure 15-14. Edit,
format, and print the information as desired.
Figure 15-14: Edit and print your PowerPoint outline from Word
Photo Credit: PhotoSpin
➟
177
www.it-ebooks.info
Chapter 15: Preparing the Presentation
Create a Backup by Packaging for CD
1. Insert a blank CD into your drive.
2. Open the presentation that you want to package.
3. Make sure your presentation is ready for packaging by
reviewing all information. Remember to look at elements such as notes, comments, and ink annotations. If
you don’t want to include them, delete them now.
4. Choose File➪Package for CD.
5. In the Package for CD dialog box, shown in Figure 15-15,
name the CD.
Figure 15-15: Burn a copy of your presentation onto a CD
6. If you want to add files that aren’t automatically
included in the packaging, click the Add Files button. In
the Add Files dialog box that appears — shown in
Figure 15-16 — navigate to and select your desired files.
(Note that all linked files, along with the PowerPoint
Viewer, are automatically included.) If you want to
change the play order of the copied files, click the up or
down arrows on the left of the dialog box. To remove a
file, select it and click the Remove button. When you’re
done, click Add.
Figure 15-16: Add Files to your CD package
➟
178
www.it-ebooks.info
Create a Backup by Packaging for CD
7. Click the Options button to specify additional settings
in the Options dialog box, shown in Figure 15-17:
• Specify whether to include the PowerPoint Viewer.
The Viewer enables your presentation to play without
using the PowerPoint application.
• Specify how the presentations will play by selecting
an option from the drop-down list. For example, you
can enable the user to select the presentation she
wants to view.
• Choose whether to embed TrueType fonts. Note that
fonts that have built-in copyright protections won’t
be embedded.
• To add a password requirement for opening or
modifying the presentation, type your password in
the corresponding field. Note that if any of the packaged files already have passwords (for example, PDF
[Portable Document Format] files), PowerPoint asks
you whether you want to keep those passwords or
override them.
Figure 15-17: Specify your presentation CD options
8. Click OK to exit the Option dialog box.
Always make a backup of your presentation onto other media, such as a
USB jump drive or a CD. That way you’ll be prepared if the original file
on your hard drive gets corrupted or you have some kind of computer
glitch.
9. Click Copy to CD.
Note that the Package for CD command works only for Windows XP
or later. For other operating systems, you can use the command only
to copy your files to a folder. You cannot copy them directly to a CD.
To burn the files onto a CD, use your default CD burning application.
➟
179
www.it-ebooks.info
Chapter 15: Preparing the Presentation
Click the Tips button to get further information on how to improve
slide show performance.
Optimize Slide Show Performance
1. Open a presentation in PowerPoint.
Another thing you can do to improve the performance of the slide show is
to work with your animations. Try reducing the size or your animated pictures. Also try to limit your use of animations that fade, rotate, or change
size. Finally, limit your use of animated objects that include gradients or
transparency.
2. Choose Slide Show➪Set Up Show to open the Set Up
Show dialog box.
3. Under Performance, select the Use Hardware Graphics
Acceleration check box, shown in Figure 15-18. If your
graphics card supports this option, PowerPoint will
implement it.
4. Under Performance, select 640 x 480 from the Slide
Show Resolution drop-down list. Note that although
this setting yields the fastest performance, it also yields
the lowest fidelity, or quality. Click OK.
5. Choose Slide Show➪View Show to view your show
with the edited settings. If you see any problems, go
back to the default settings.
Figure 15-18: Improve your slide show performance if it appears sluggish
➟
180
www.it-ebooks.info
➟
Sharing Your
Presentation
Chapter
W
hat good is a wonderful presentation if you don’t share it with the
world? PowerPoint offers you many ways to share. You can take the
traditional and most personal route and present the show yourself (or
choose a designated live body). If you’re short on manpower or want to free
up people for other tasks, you can present a self-running show. If you need
feedback on a presentation, PowerPoint has a great system of sending a presentation out for review. Need to collaborate? PowerPoint also provides a
way, with the help of Microsoft NetMeeting, to hold online meetings.
Finally, you can take the more technical route and share your presentation
online via the Internet. This is a great way to disseminate information to a
large audience or to people who are located in geographically diverse locations. This chapter gives you all you need to know to finalize your show and
then share it with others.
16
Get ready to . . .
➟ Create a Custom Show ............................182
➟ Prepare a Self-Directed Show ..................183
➟ Use a Laptop and Projector
to Run Your Show ....................................184
➟ Set Permissions........................................185
➟ Use PowerPoint Viewer ............................186
➟ Send a Presentation for Review................187
➟ Combine Reviewed Presentations
with the Original......................................189
➟ Transfer a Presentation to an FTP Site ......190
➟ Convert a Presentation to PDF..................191
➟ Hold an Online Meeting ..........................192
➟ Deliver a Presentation on the Web ..........193
➟ Publish a Photo Album on the Web ..........194
www.it-ebooks.info
Chapter 16: Sharing Your Presentation
Create a Custom Show
1. Open a presentation in PowerPoint.
2. Choose Slide Show➪Custom Shows.
3. In the Custom Shows dialog box, shown in Figure 16-1,
click New.
4. In the Define Custom Show dialog box, shown in Figure
16-2, select the slides you want to include in the custom
show. Click Add.
Figure 16-1: Create a custom show
5. If you need to change the order of the slides, click on
the slide you want to move to select it and then click the
up or down arrow buttons on the right.
6. Give your custom show a name and click OK.
7. Click Close to close the Custom Shows dialog box. Click
Show to see a preview of the show. Note that you can
also edit, remove, or copy your custom show by clicking
the appropriate button on the right.
A custom show is simply a grouping of slides within your presentation that you can present separately from your main presentation
or that you can hyperlink to. This can come in handy if you need to
make presentations to several different groups within an organization. For example, everyone might need to view the main presentation, but you can create custom shows to present to individual
groups who have slightly different needs.
Figure 16-2: Select the slides to include in your custom show
To present a custom show, choose Slide Show➪Set Up Show. Under Show
slides, select Custom Show and select your desired show from the dropdown list. Click OK. Then simply choose Slide Show➪View Show.
For details on hyperlinking to your custom show, see Chapter 13.
➟
182
www.it-ebooks.info
Prepare a Self-Directed Show
You can write on your slides during a presentation by using the PowerPoint
pen. During your slide show, right-click and choose Pointer Option from
the contextual menu. Select a pen type from the submenu. Press and drag
your mouse to create a pen mark, as shown in Figure 16-4.
Prepare a Self-Directed Show
1. Open the presentation in PowerPoint. You can simply
choose Slide Show➪View Show or click the Slide Show
button in the bottom-left corner of the application window. If you want to specify further options, proceed to
Step 2.
2. Choose Slide Show➪Set Up Show.
3. In the Set Up Show dialog box, as shown in Figure 16-3,
choose the Presented by a Speaker (Full Screen) option.
Specify your other options:
• Show Options: Select the Loop Continuously until
‘Esc’ option to enable the show to repeat continuously until you press Esc. This is usually selected
when preparing a show for a kiosk. Choose whether
to run the show with narration and animation.
• Pen color: Select your desired pen color from the
drop-down list. You can make notes on your slides
during a presentation (see the Tip following this step
list).
Figure 16-3: Specify options for your
self-directed show
• Show Slides: By default, PowerPoint displays all the
slides in the show. You can also specify a range of
slides, if desired, by clicking the up and down arrows.
If your presentation contains a custom show, you may
also select it from the Custom Show drop-down list.
• Advance Slides: See Chapter 15 for more details.
• Multiple Monitors: You can run your presentation
on more than one monitor. See the section “Use Two
Monitors to Run a Presentation,” later in this chapter.
• Performance: See the section on optimizing slide
show performance in Chapter 15 for details.
Figure 16-4: Use the PowerPoint pen to emphasize important points
www.it-ebooks.info
➟
183
Chapter 16: Sharing Your Presentation
Using two monitors enables you to run your presentation from one monitor while displaying your presentation to your audience on another. This
allows you to have other applications open that your audience can’t see.
You can also use presenter view, which gives you access to additional
tools in your presentation, such as showing slides out of order and blacking out the screen on your audience’s monitor.
Use a Laptop and Projector
to Run Your Show
1. Using the cable that shipped with the projector, connect
the external display port on the laptop to the projector.
Additionally, if you’ll be using an audio cable to add
sound, connect the audio port on your laptop to the
projector.
2. Set the resolution of your laptop display to match that
of the projector. In Windows, choose Start➪Settings➪
Control Panel. In the Control Panel window, click
Display.
3. In the Display Properties dialog box, click the Settings
tab. In the Settings dialog box, shown in Figure 16-5, set
your desired resolution under Screen Resolution. If you
are unsure what resolution to use, set it to 800 x 600
pixels.
4. Click OK to close the Display Properties dialog box.
Figure 16-5: Match the laptop display’s
resolution to your projector
Use Two Monitors to Run
a Presentation
1. Choose Slide Show➪Set Up Show.
2. In the Set Up Show dialog box, shown in Figure 16-6,
under Multiple Monitors, select the monitor you want
your slide show to appear on.
3. Select the Show Presenter View check box to enable you
to run your presentation in presenter mode.
4. Click OK to close the Display Properties dialog box.
➟
184
Figure 16-6: Run your presentation by using
a primary and secondary monitor
www.it-ebooks.info
Set Permissions
Set Permissions
1. Open a presentation in PowerPoint.
2. Choose File➪Permission➪Do Not Distribute. You can also
click the Permission button on the Standard toolbar.
3. The Microsoft Office dialog box explains the Information
Rights Management feature. Click Yes if you need to
install the latest version of Windows Rights Management
client. Click No if you already have it.
4. In the Permission dialog box, shown in Figure 16-7,
select the Restrict Permission to This Presentation option.
Figure 16-7: Set permissions for your presentation
5. In the Read and Change fields, type the names or e-mail
addresses of your recipients.
6. Click More Options for additional settings. The addi-
tional settings are fairly self-explanatory, as shown in
Figure 16-8. For example, you can enter an expiration
date for the presentation. You can also include an e-mail
address so that users can request further permissions.
And, you can require users to connect to the Internet to
verify their permission prior to viewing the presentation. Click the Set Defaults button to make your settings
the default settings for permissions. Click OK.
7. Click OK to close the Permission dialog box.
You can set permissions only in PowerPoint 2003. Previous editions
do not support this feature. You must also install the latest version
of the Windows Rights Management client.
To view the permissions you have for a presentation, choose View➪
Task Pane. Select Shared Workspace from the Task Pane drop-down
list. Click the Status tab to view the permissions.
Figure 16-8: Specify additional permission’s options
To remove permissions, choose File➪Permission➪Unrestricted
Access.
➟
185
www.it-ebooks.info
Chapter 16: Sharing Your Presentation
If your recipient doesn’t have PowerPoint, instruct her in the
e-mail message to download the Microsoft Office PowerPoint
2003 Viewer from www.microsoft.com.
Use PowerPoint Viewer
1. If you downloaded and installed PowerPoint Viewer
from the Web, choose Start➪All Programs➪Microsoft
Office PowerPoint Viewer 2003. Navigate to and select
the presentation and click Open.
2. If you packaged PowerPoint viewer with the presenta-
tion by using the Package for CD command, navigate to
that folder and double-click the PowerPoint viewer file
(pptview.exe), as shown in Figure 16-9.
PowerPoint Viewer is an application that enables you to run presentations without having PowerPoint installed. You must have PowerPoint
Viewer installed on your computer before you or your recipients can
use it. When you use the Package for CD feature, which we describe
in Chapter 12, the Viewer is automatically installed. Otherwise you
can download it free of charge from Microsoft Office Online at
http://office.microsoft.com.
Figure 16-9: View a presentation with PowerPoint Viewer
Send a Presentation as an
E-Mail Attachment
1. Open the presentation you want to save as an attachment.
2. Choose File➪Send To➪Mail Recipient (as Attachment).
3. In the To and Cc fields, enter the e-mail addresses of
your recipients, as shown in Figure 16-10.
4. Click Send.
➟
186
If you want your presentation to automatically start when the recipient opens the attachment, save it as a PowerPoint Show with a
.pps extension.
Figure 16-10: Send your presentation via e-mail
www.it-ebooks.info
Send a Presentation for Review
Send a Presentation for Review
1. Open the presentation you want to have reviewed in
PowerPoint. Make sure you have included all linked
files in one of the following items, depending on your
review method: your e-mail message; a regular folder; a
shared folder (for sending via a network server); or a
disk (for sending via disks). Alternatively, make sure to
embed your linked files within the presentation.
2. If you’re using Microsoft Outlook, choose File➪Send
To➪Mail Recipient (for Review). In the To and Cc fields,
enter the e-mail addresses of your recipients. Click Send
and you’re done. Skip the rest of this step list.
3. If you’re using another mail client, a network server, or
disks, choose File➪Save As. In the Save As dialog box,
shown in Figure 16-11, name your presentation. We recommend putting a number, letter, or the reviewer’s
name after the presentation name. Select Presentation
for Review from the Save as Type drop-down list. Click
Save. Proceed to Step 4.
Figure 16-11: Send your presentation out for review
4. If you’re using an e-mail client or Web mail, simply
attach the presentation and linked files as normal
e-mail attachments, shown in Figure 16-12. If you’re
using a network server, gather all your reviewer presentations into a shared folder on the network server. If
you’re sending out disks, copy each reviewer’s presentation and linked files to disks and send them out.
Figure 16-12: Attach a presentation like any other e-mail attachment
➟
187
www.it-ebooks.info
Chapter 16: Sharing Your Presentation
Review a Presentation
1. To review a presentation, double-click to open the
attachment.
2. Make any necessary changes while reviewing the presen-
tation in PowerPoint.
3. To add a comment, choose Insert➪Comment. Type the
comment and click outside the comment box.
Comments are designated by an icon on the slide, as
shown in Figure 16-13.
3. When you’re done, if you received it through Microsoft
Outlook, choose File➪Send To➪Original Sender. If you
want to edit the message before sending the reviewed
presentation back, click Reply with Changes on the
Reviewing toolbar.
Figure 16-13: Add review comments to your presentation
4. If you received it from another mail client or via a net-
work server or disk, choose File➪Save and return the
presentation to the original sender via your desired
method.
➟
188
www.it-ebooks.info
Combine Reviewed Presentations with the Original
Combine Reviewed Presentations
with the Original
1. If you’re using Microsoft Outlook, double-click the
reviewed presentation attachment.
2. In the alert dialog box, click Yes to combine the reviewed
presentation with your original. Repeat Steps 1 and 2 as
necessary.
3. If you’re using another mail client, a network server, or
disks, open your original presentation.
4. Select Tools➪Compare and Merge Presentations.
5. In the Choose Files to Merge with Current Presentation
dialog box, shown in Figure 16-14, select the reviewed
presentations that you want to combine with your original. Click Merge.
Figure 16-14: Combine your reviewed presentations into one
6. Your reviewed presentations are combined with your
original. Revisions will be annotated by a marker, along
with the actual revisions, as shown in Figure 16-15. The
Revisions pane will also list the revisions.
You can combine reviewers’ presentations with your original
presentation so that you can view all changes and comments
simultaneously.
To end a review so that no further combining can be done, click the
End Review button on the Reviewing toolbar.
Figure 16-15: Reviewers’ comments will be annotated by a marker
➟
189
www.it-ebooks.info
Chapter 16: Sharing Your Presentation
Transfer a Presentation
to an FTP Site
1. Make sure your computer is connected to the Internet
and you have the proper FTP address and login and
password information handy.
2. Open your presentation in PowerPoint.
3. Select File➪Save As.
4. In the Save As dialog box, shown in Figure 16-16, click
the Save In arrow to access the drop-down list. Do one
of the following:
• If you don’t have the FTP address set up yet, select
Add/Modify FTP Locations. In the dialog box, shown
in Figure 16-17, enter the FTP site name, login name,
and password.
Figure 16-16: Save your presentation to an FTP site
• If you have FTP addresses set up, select your desired
location from the FTP Locations folder.
5. When the FTP site is accessed, navigate to the folder on
the FTP server where you will be storing your presentation. Click Save.
If your file is very large, saving it to an FTP site is a good way to
transfer your file.
➟
Figure 16-17: Add FTP sites
190
www.it-ebooks.info
Create a Self-Running Presentation for a Booth or Kiosk
Convert a Presentation to PDF
1. Open your presentation in PowerPoint.
2. If you have Adobe Acrobat installed, choose Adobe
PDF➪Convert to Adobe PDF, as shown in Figure 16-18.
3. In the Save Adobe PDF File As dialog box, navigate to
the location where you want to save your file. Give the
file a name. Your file type should be PDF.
4. Click Save. Your presentation is converted to a PDF.
You cannot convert a presentation directly to PDF from PowerPoint;
you have to use a third-party application. Adobe Acrobat (the full version) is the program of choice. When you install Acrobat, it automatically installs a PDF Maker add-in to PowerPoint, which becomes part
of your menu bar, as shown in Figure 16-18. Many other less expensive programs are also available, such as PDF Creator, GhostScript/
Ghost View, and so on.
Figure 16-18: Convert your presentation to a PDF by using a third-party application
Create a Self-Running Presentation
for a Booth or Kiosk
1. Open the presentation in PowerPoint.
2. Select Slide Show➪Set Up Show.
3. In the Set Up Show dialog box, as shown in Figure
16-19, select the Browsed at a Kiosk (Full Screen)
option. Be sure to add automatic timings so that the
slides advance automatically. If you want users to control the show, add action buttons so they may click to
advance the slides. (For more on action buttons, see
Chapter 11.)
Figure 16-19: Create a show to run itself at a kiosk
➟
191
www.it-ebooks.info
Chapter 16: Sharing Your Presentation
To chat with meeting participants, the host can click the Display Chat
Window button on the Online Meeting toolbar.
Hold an Online Meeting
1. In PowerPoint, open the presentation you want to use
in the meeting.
2. Select Tools➪Online Collaboration➪Meet Now. Note
that to participate in an online meeting participants
must have Microsoft Windows NetMeeting running on
their computers. They must also be logged in to a directory server. If you’ve used NetMeeting before, proceed to
Step 4.
3. If this is the first time you’ve used NetMeeting, you will
be presented with the NetMeeting dialog box. Enter
your information. Click OK.
4. In the Find Someone dialog box, shown in Figure
16-20, select the directory server that your desired participants are logged in to from the Select a Directory
drop-down list. Select a participant’s name from the list.
Click Call. Repeat this process for all of your desired
participants.
Figure 16-20: Select your meeting participants in the Find Someone dialog box
5. Click Close to close the Find Someone dialog box. Any
participants who have accepted the meeting request will
appear in the Participants list on the Online Meeting
toolbar that appears when you close the dialog box, as
shown in Figure 16-21.
6. To send a file to your meeting participants, select File➪
Send To➪Online Meeting Participant. All participants will
receive the file in their ProgramFiles\NetMeeting\
Received Files folders. To prevent participants from
changing a shared file, click the Stop Others from Editing
button on the Online Meeting
toolbar.
7. To end a meeting, the host can click the End Meeting
➟
192
button on the Online Meeting toolbar.
Figure 16-21: Control the meeting with the Online Meeting toolbar
www.it-ebooks.info
Deliver a Presentation on the Web
Deliver a Presentation on the Web
1. Open the presentation you want to publish to the Web
in PowerPoint.
2. Select File➪Save as Web Page.
3. In the Save As dialog box, as shown in Figure 16-22,
enter a filename and select your file type as follows:
• Web Page: Saves the presentation as a Web page and
then creates a folder with supporting elements.
• Single File Web Page: Saves the presentation as a
Web page with all supporting elements integrated
into that page.
4. To change the title of your Web page, click the Change
Title button. Enter your title in the Set Page Title dialog
box. This title will appear in the title bar of the browser.
Figure 16-22: Name and choose a file type for your Web page
5. Click Publish. In the Publish as Web Page dialog box,
shown in Figure 16-23, set your options as follows:
• Publish What: Choose from Complete Presentation
or a range of slides. Choose whether to display any
speaker notes.
• Web Options: Click this button to access additional
options for animations, font support, and so on.
• Browser Support: Select a browser version.
• Publish a Copy As: Leave the title of your Web page
as is or click Change to type in a new title. Click the
Browse button to navigate to the location where you
want to save your page. In the Publish As dialog box,
you can also type a different filename. Click OK.
Figure 16-23: Specify your Web page options
• Open Published Web Page in Browser: Select this
option to have your Web page open in your specified
browser.
6. Click Publish. Your presentation is now Web ready.
www.it-ebooks.info
➟
193
Chapter 16: Sharing Your Presentation
Publish a Photo Album on the Web
1. Open a presentation in PowerPoint.
2. Select File➪Save as Web Page.
3. In the Save As dialog box, click Publish.
4. In the Publish as Web Page dialog box, specify your
desired options, which we describe in the preceding section, “Deliver a Presentation on the Web.”
5. Click Publish. Your photo album is now available for
viewing on the Web, as shown in Figure 16-24.
Figure 16-24: Photo album viewed in a browser
➟
194
www.it-ebooks.info
➟
Index
Blank Presentation option, 8
Block Arrows, 67
Bookmark button, 150
border, table, 107, 108
brightness, picture, 98
bullets, animated, 162–163
•A•
action button, 153
Action Settings dialog box, 152–153
alignment, picture, 97
animation
bullet, 162–163
GIF, 140–141
motion path, 159, 160
schemes, 158
for text or objects, 160–161, 164–165
Arrange All option, 28, 77
arrowheads, adding to lines, 67
AutoContent Wizard, 10–11
autocorrection, 47
AutoShapes, 37, 62–64, 66–68, 70, 129
•C•
callouts, 64
camera, inserting picture from, 90
CD, backing up to, 178–179
chart. See graph
Chart Options dialog box, 117
Chart Type dialog box, 113
clip art
inserting, 56, 63–64, 71, 88
organizing, 91
recoloring, 94
Clip Organizer
adding clip to, 91
contents of, 88
inserting animated GIF or movie from, 141
inserting sound from, 135
clipboard, pasting slide from, 29
closing a presentation, 7
•B•
background
color, 77
gradient, 78
image, 81
pattern, 80
texture, 79
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
color
adjusting picture, 98
background, 56, 77
fill, 63, 64
font, 63, 64, 84
graph, 116
hyperlinked text, 151
line, 63
recoloring clip art, 94
table border, 108
text, 84
WordArt, 85
color scheme
applying to all slides, 74
applying to handouts, 75
applying to notes page, 75
applying to selected slides, 74
changing on selected slides, 31
editing, 30, 76
hyperlinked text, 151
using from another presentation, 77
columns, table, 106–107, 109
command
adding to toolbar, 17
removing from a toolbar, 17
comment, 137, 188
Compare and Merge Presentations option, 189
compressing pictures, 99
connectors, 129
contrast, picture, 98
copying
color schemes, 77
slides, 29
between slides, 42
➟
196
www.it-ebooks.info
cropping a picture, 96
curved lines, 68
Custom Animation task pane, 140–141, 143,
159–165
Custom Insert option, 90
Custom Shows dialog box, 182
Customize dialog box, 16–18
•D•
datasheet, graph, 113
date and time, adding to slide, 44
Default View drop-down menu, 12
Define Custom Show dialog box, 182
Delete Master option, 52–53
deleting a slide, 41
diagram
creating, 124
elements, modifying, 128
size, 127
style, 126
type, converting, 125
Diagram Gallery, 62, 124
Diagram Style Gallery dialog box, 126
Display Properties dialog box, 184
distributing pictures, 97
docking toolbars, 18
drawing
AutoShapes, 64
block arrows, 67
lines, 66–71
shapes, 69–71
tables, 103
tools, 62–63
WordArt, 65
Index
Drawing toolbar, 62–68, 70–71
Duplicate option, Edit menu, 28
e-mail address, inserting hyperlink to, 149
e-mail, sending presentation via, 186, 187
Equation Editor dialog box, 111
Eraser tool, 107
exiting PowerPoint, 13
•E•
Edit menu options
Copy, 29, 42, 70, 123
Delete Slide, 41
Duplicate, 28
Find, 49
Paste, 42, 70, 123
Replace, 49
Select All, 70
editing
adding text placeholder, 39
autocorrection, 47
autoformatting text, 46
color scheme, 76
copying and pasting slides, 42
copying text formatting, 50
deleting a slide, 41
finding and replacing words, 49
formatting text attributes, 36
headers and footers, 44–45
line and paragraph spacing, 37
moving text, 34, 35
organizing slides, 41
resizing text boxes, 35
rotating text, 39
setting indents and tabs, 38
spell checking, 48
text on slide, 34
WordArt text, 65
Effects options, 36
•F•
File menu options
Close, 7
New, 8, 22
Open, 7, 29
Package for CD, 178
Page Setup, 172, 174
Permission, 185
Print Preview, 57, 172, 174–176
Save as Web Page, 193–194
Save options, 13, 24, 187–188
Send To, 24, 177, 186–188
fill
add, 83
change, 83
color, 63, 64
delete, 83
table, 109
WordArt, 85
Fill Effects dialog box, 78–81, 83, 85, 109–110
find and replace words, 49
flipping a picture, 96
flowchart, 129, 130
font
color, 63, 64, 84
style, 36
➟
197
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
Font dialog box, 36, 52–53, 105
footer, 11, 44–45
Format menu options
Background, 77–81
Font, 105, 117
Handout Background, 82
Line Spacing, 37
Notes Background, 82
Photo Album, 93
Picture, 95, 142
Slide Design, 74–76, 151
Format Painter, 50
Format Placeholder option, 37, 45
formatting
autoformatting, 46
AutoShapes, 37, 63, 66–68, 70
copying text, 50
graphs, 114–116
table border, 108
table text, 105
WordArt, 65, 85
formulas, 111
FTP site, transferring presentation to, 190
datasheet, 113
grid lines, 116
importing, 112
labels, 117
plot area, formatting, 115
text, formatting, 114
title and legend, 115
types, 113
grayscale, 98, 173
Grid and Guides dialog box, 103
grid line, graph, 116
grouping lines, 66, 70
grouping pictures, 97
•H•
handout
applying a color scheme to, 75
background, 82
printing, 174
Handout Master, 57, 75, 76, 82
header, 44–45, 173
help feature, 19–20
highlighting hyperlinks, 152
hyperlinks
creating, 146
highlighting, 152
inserting to another presentation, 150
inserting to e-mail address, 149
inserting to file or Web site, 147
inserting to new file, 148
sounds, 152
text color, 151
•G•
Getting Started menu, 8–10
GIF, animated, 140–141
Gradient dialog box, 78
graph
axes, modifying, 117
colors, 116
creating from scratch, 112
➟
198
www.it-ebooks.info
Index
sound from CD, 136
sound from Clip Organizer, 135
sound from file, 134
table by drawing, 103
table columns and rows, 106
table from a layout, 102
table from Microsoft Word, 104
table from scratch, 102
WordArt, 62
•I•
importing
Excel spreadsheet, 112
Microsoft Word document, 23
indents, setting, 38
Insert menu options
Chart, 112
Comment, 188
Date and Time, 44
Diagram, 124
Hyperlink, 146–150
Movies and Sound, 134–137, 140–141
New Slide, 26, 42
Object, 104, 111, 112
Picture, 53, 56, 89–90, 120
Slides from Files, 23, 25, 27
Table, 102
Text Box, 39
Insert New Master Slide button, 55
inserting
action button, 153
animated GIF, 140–141
clip art, 56, 63–64, 64, 71, 88
diagrams or organization charts, 62
hyperlinks, 146–150
movie, 140–141
new slide, 26
organizational chart, 120
picture from file, 53, 89
picture from scanner or camera, 90
picture into tables, 110
slide from another presentation, 27
•K•
keyboard shortcuts, 6
keywords, 88
•L•
labels, graph, 117
laptop, running show from, 184
legend, graph, 115
Line Spacing dialog box, 37
lines
arrowheads, adding, 67
color, 63
curved, 68
drawing, 66
grouping, 66
moving, 69
rotating, 69
stacking, 70–71
style, 63, 66
Link to File option, 89
➟
199
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
moving lines and shapes, 69
moving text on a slide, 34, 35
•M•
margin, 37
Master Layout option, 52–53
Master menu options
Handout Master, 75, 76
Notes Master, 56, 76
Slide Master, 36–39, 52
master slide, moving text on, 35
meeting, online, 192
menu, showing full, 16
merging presentations, 189
Microsoft Equation 3.0, 111
Microsoft Excel, importing from, 112, 123
Microsoft Graph window, 112–117
Microsoft Windows NetMeeting, 192
Microsoft Word
importing document into presentation, 23
importing organization chart from, 123
insert a table from, 104
sending handouts, notes or outline to, 177
sending presentation to, 24
motion path, 159, 160
movie
editing, 143
inserting, 140–141
resizing, 142
Movies and Sound menu options
Movie from Clip Organizer, 141
Movie from File, 140
Play CD Audio Track, 136
Record Sound, 137
Sound from Clip Organizer, 135
Sound from File, 134
➟
•N•
narration, recording, 138–139
NetMeeting, Microsoft Windows, 192
New Presentation option, 8–10
new slide, inserting, 26
Normal View (Restore Panes) button, 34, 50
Notes Master, 56, 76
Notes Page
applying a color scheme to, 75
background, 56, 82
printing, 175
viewing, 56
•O•
online meeting, 192
On-Screen Presentation radio button, 10
opening a saved presentation, 7
opening PowerPoint, 12
Options dialog box, 12, 48, 179
Order menu, 53, 54
organization chart
creating default, 120
elements, modifying, 122
importing, 123
layout, 121
style, 121
Organize Clips link, 90, 91
outline, 22, 26, 176
output options, 10–11
200
www.it-ebooks.info
Index
resizing, 95
rotating, 96
shadows, adding, 100
transparency, adding, 99
Picture menu options
Clip Art, 88, 91
From File, 53, 89
New Photo Album, 92
Organization Chart, 120
From Scanner or Camera, 90
Pointer Option, 183
PowerPoint Viewer, 179, 186
presentation
closing, 7
converting to PDF, 191
creating based on template, 9
creating blank, 8
creating with AutoContent Wizard, 10–11
custom show, 182
default view, 12
displaying multiple, 28
opening, 7
rehearsing, 171
reviewing, 188
running on two monitors, 184
saving, 12, 13
self-directed show, 183
self-running, 191
sending as e-mail attachment, 186, 187
sending for review, 187
sending to Word, 24
set up, 170, 180
timing, 171
title, 11
•P•
Package for CD dialog box, 178
page layout method, 24
Page Setup dialog box, 172, 174
paragraph spacing, 37
pasting
slide from clipboard, 29
between slides, 42
pattern, background, 80
PDF, converting presentation to, 191
pen, PowerPoint, 183
performance, optimizing, 180
permissions, 185
photo album, 8, 92–93, 194
picture
aligning and distributing, 97
animated GIF, 140–141
background image, 81
brightness adjustment, 98
color adjustment, 98
compressing, 99
contrast adjustment, 98
cropping, 96
embedded, 89
flipping, 96
grouping, 97
inserting clip art, 56, 63–64, 71, 88
inserting from file, 53, 89
inserting from scanner or camera, 90
inserting in tables, 110
linked, 89
photo album, 8, 92–93, 194
recoloring, 94
➟
201
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
presentation (continued)
transfer to FTP site, 190
Web, 193
Preserve Master option, 52–53
previews, large, 31
Print Preview, 57, 172, 174–176
printing
handouts, 174
options, 172–173
outline, 176
slides, 174
speaker notes, 175
projector, running show from, 184
•S•
Save as Web Page option, 193–194
saving a presentation, 12, 13
Scanner, inserting picture from, 90
self-directed show, 183
self-running presentation, 191
sending presentation
as e-mail attachment, 186
for review, 187
Set Up Show dialog box, 170, 180, 182–184, 191
shadows, 63, 100
shapes. See also AutoShape
moving, 69
rotating, 69
stacking, 70–71
shortcut, creating, 6
Slide Design pane
applying design, 26, 31, 54
categories, 9
color schemes, 30–31, 74–76, 151
default design, creating, 30
multiple slide masters, 55
Show Large Previews option, 31
Slide Finder dialog box, 23, 27
Slide Layout
table insertion, 102
text layouts, 25
slide master, 25, 54, 55
Slide Master View toolbar, 35, 52–53
slide number, adding to slide, 45
Slide Show menu options
Action Button, 153
Action Setting, 152
•R•
Recolor Picture dialog box, 94
Record Narration dialog box, 138–139
Record Sound dialog box, 137
rehearsing, 171
Rename Master option, 52–53, 55
resizing
diagram, 127
movies, 142
picture, 95
text boxes, 35
reviewing a presentation, 188
rotating
lines and shapes, 69
picture, 96
text, 39
rows, table, 106–107, 109
ruler options, 38
➟
202
www.it-ebooks.info
Index
Animation Schemes, 158
Custom Animation, 159–164
Custom Shows, 182
Record Narration, 138
Rehearse Timings, 171
Set Up Show, 170, 180, 182–184, 191
Slide Transition, 154–155, 171
View Show, 146, 180, 183
Slide Sorter, 41
slide template, applying, 26
Slide Transition pane, 154–155, 171
sound
editing, 143
inserting from CD, 136
inserting from Clip Organizer, 135
inserting from file, 134
playing on hyperlinks, 152
recording a comment, 137
recording a narration, 138–139
spacing, adjust line and paragraph, 37
speaker notes, 175
Spelling dialog box, 48
spreadsheet, importing, 112
pictures, inserting, 110
shading cells, columns, or rows, 109
text, entering, 105
text, formatting, 105
Table menu, 106, 108
Tables and Borders toolbar, 103, 106–110
tabs, setting, 38
Task pane, 25–26, 30–31
template, 9, 26
text
animated, 160–161, 164–165
autocorrection, 47
autoformatting, 46
color, 84
copying and pasting, 42
copying text formatting, 50
editing, 34
finding and replacing words, 49
formatting attributes, 36
graph, formatting, 114
hyperlinked, 151
indents and tabs, 38
moving, 34, 35
rotating, 39
spacing, 37
spell checking, 48
table, 105
WordArt, 65
text box, 35, 64, 71
text placeholder, adding, 39
texture, background, 79
thumbnail, 28, 29, 41, 88
timings, 171
title, 111, 115
•T•
table
borders, 107, 108
columns and rows, 106–107, 109
fill effects, 109
inserting by drawing, 103
inserting from a layout, 102
inserting from Microsoft Word, 104
inserting from scratch, 102
➟
203
www.it-ebooks.info
PowerPoint 2003 Just the Steps For Dummies
➟
title master, 25, 52–53
Title View icon, 23
toolbars
adding command to, 17
display options, 16
docking, 18
dragging, 18
removing command from, 17
Toolbars menu options
Drawing, 62–68, 70–71, 96–97, 100
Picture, 94, 96, 98–99
Tables and Borders, 103, 106–110
tools, customizing, 16–18
Tools menu options
AutoCorrect Options, 46, 47
Compare and Merge Presentations, 189
Customize, 16–18
Online Collaboration, 192
Options, 12, 48
Spelling, 48
transitions, 154–155, 171
transparency, adding to a picture, 99
Master, 35–39, 52, 75, 82
Normal, 22, 28
Notes Page, 56, 75, 82, 175
Ruler option, 38
Slide Show, 40
Slide Sorter, 41
Task Pane, 8, 25, 29
Toolbars, 62
viewing a slide show, 40
•V•
•Z•
view, changing default, 12
View menu options
Grid and Guides, 103
Handout Master, 57
Header and Footer, 44
List option, 7
Zoom drop-down menu, 41
•W•
Web
photo album on, 194
presentation on, 193
Web Presentation radio button, 11
Web site, inserting hyperlink to, 147
Weight drop-down menu, 70–71
Window menu, 28, 77
Windows Metafile, 94
WordArt, 62, 65, 85
writing on slides, 183
204
www.it-ebooks.info
—
e
c
n
e
id
f
n
o
c
h
it
w
t
u
o
Step
!
s
ic
p
o
t
r
e
h
t
o
n
o
s
k
o
tr y Just the Steps bo
Full color!
0-7645-7477-9
Available wherever books are sold
www.it-ebooks.info
www.it-ebooks.info
www.it-ebooks.info