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

1 Pasewark & Pasewark

PowerPoint Lesson 4Expanding on PowerPoint Basics

Microsoft Office 2007: Introductory

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Objectives

Integrate PowerPoint with other Office programs.

Create a new master. Create new layout masters. Format text and objects. Align text and pictures. Insert comments.

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Objectives (continued)

Set up a slide show. Package a presentation. Save a presentation to view on the Web. Send a presentation via e-mail. Create output.

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Vocabulary

Action button Comment Custom show Destination file Document Inspector Document properties Embed Format Painter

Grid Guides Link Linked object Package for CD Snap to Source file

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Integrating PowerPoint with Other Office Programs

As you work with different computer applications, you will begin to develop preferences for using certain programs for various tasks.

You may create charts in a spreadsheet program or written text using a word processor.

You do not have to recreate that work to use it in a presentation.

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Integrating PowerPoint with Other Office Programs (continued)

Inserting Text from a Word Outline– You can import text from Word to create a new presentation

or add slides to an existing presentation.– A Word outline is the easiest kind of document to import

because it is formatted with styles. Applying a Design Theme

– When an outline is inserted into a new blank presentation, the Office theme is applied to the presentation by default.

– Once you have the text in the slides, you can begin to work on the design and graphics to enhance the presentation.

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Understanding Embedding, Linking, and Paste Special– Destination File: Since you are creating a presentation in

PowerPoint, the presentation file is the destination file. – Source File: The source file is where you have the

information you want to bring into the presentation.– Embedding: When it is easier to edit the information using

the original application, you can embed the data as an object, using the Insert Object dialog box. For example, if a table from a Word document is embedded into a PowerPoint presentation, PowerPoint enables the table to be edited using Word.

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Understanding Embedding, Linking, and Paste Special– Linking: If you insert an object from a file, you can choose to

link the object, and a connection is retained between the source and destination files. With a linked object, if you update the source file, the data in the destination file is also updated.

– Paste Special: The Paste Special command has several options that provide you with flexibility in how you copy data from a source file to a destination file. Options include HTML Format, Picture, and Formatted Text (RTF).

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Editing Embedded Data– To make changes to the Word file embedded in the

PowerPoint presentation, double-click the text you want to edit. Word opens so that you can edit the text.

– When you finish and return to PowerPoint, the presentation includes the changes you made to the text.

Importing an Excel Worksheet into a Presentation– You learned how to build and modify a chart on a slide and

use Excel to edit and change the chart and data. You can also import data from an existing Excel worksheet.

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Reusing Slides from Other Presentations– You can copy and paste slides from one

presentation to another.– You can also use a Slide Library to store favorite

slides that you want to reuse again and again. Sending a Presentation to Word

– The options in the Send To Microsoft Office Word dialog box can send your presentation to Word in several different formats.

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Creating New Masters

PowerPoint will allow you to apply more than one slide master to a presentation. There are several ways that you can create a new master. – Display the slide masters by clicking the View tab on the

Ribbon, and then clicking the Slide Master button. – In the Edit Master group, click the Insert Slide Master

button. – Another way to create a slide master is to apply a new

theme. Each theme will generate a new slide master and the corresponding layout masters.

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Creating New Layout Masters

PowerPoint will allow you to create a new layout master for any theme or slide master.

When you click the New Slide button, you are presented with a series of layouts for that slide master.

There may be times when the existing masters do not quite work for you. PowerPoint allows you to create a custom slide layout and then add the placeholders as needed.

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Formatting Text and Objects

Replacing Text Fonts– You can change a font throughout your presentation. On the

Home tab on the Ribbon, click the Replace list arrow, then click Replace Fonts. The Replace Font dialog box opens.

Using the Format Painter– If you format an object, and want to format another object

the same way, use the Format Painter. Select the object whose attributes you want to copy, click the Format Painter button, and then click the object you want to format.

– To copy attributes to more than one object or text selection, select the item whose attributes you want to copy, double-click the Format Painter button, and then click each of the items. Click the Format Painter button to finish.

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Aligning Text and Pictures

Out-of-alignment text or pictures can be distracting. To align a text box or picture, you can add grid lines and picture guides.

Click the View tab on the Ribbon, and then, in the Show/Hide group, click the Gridlines check box to turn on the grid or you can right-click any blank area of a slide and click Grid and Guides.

The Grids and Guides Dialog box options:– Snap objects to grid moves an object to the closest gridline on a

slide and snaps it to the line.– Grid settings sets the spacing between the intersections of the

gridlines. – Guide settings displays crosshairs on the screen to help you align

an object in the center, left, right, top, or bottom of the slide.

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Inserting Comments

Working with friends or coworkers on a project is a way to collaborate to get the best presentation.

You can insert comments in the slide for others to see. You use the Comment features in the Review tab on the Ribbon, in the Comments group. You can insert, review, and edit comments.

Each user’s comment will have a different color or initial, so you can identify who originated each comment.

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Delivering a Presentation

To start a slide show, click the Slide Show button on the status bar.

Creating Custom Shows– If you want a particular slide to be hidden when you run

your presentation, click the Hide Slide button.– A custom show is a way to limit the slides shown in a slide

show. Click the Slide Show tab on the Ribbon, click the Custom Slide Show button in the Start Slide Show group, and then click Custom Shows.

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Delivering a Presentation (continued)

Using On-Screen Tools– There are on-screen navigation tools you can use to control

a presentation while presenting it. – When you run the presentation, a navigational toolbar

appears in the lower-left corner of the screen. Click the rectangle button and a Slide show menu is displayed.

– When you click the mouse, the slides advance in order. You can choose the Previous or Next button to display the slide

before or after the current one.

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Creating Action Buttons– Action buttons are buttons that are inserted on a

slide. They enable you to jump from slide to slide, even to slides in another slide show.

– Action buttons are assigned hyperlinks to direct the actions.

Hiding Slides– If you need to limit the number of slides you are

showing to an audience, you can quickly hide slides. This is faster than creating a custom show.

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Annotating a Show: As you are presenting, you can use the on-screen annotation tools to emphasize specific text or graphics on a slide. Pointer options include:– Automatic: Displays the arrow as you move it

around a slide. – Visible: Displays the arrow all of the time.– Hidden: Hides the arrow during a presentation.

The Pen and Highlighter tools allow you to write or highlight features on the screen.

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Setting Up a Slide Show

PowerPoint has many features to help you make a presentation interesting and effective.

A presentation can be set up to be self-running, for viewing at a trade show booth.

An individual can view a presentation over a company intranet or on the Web.

The most common method is to run a presentation with a speaker who directs the show.

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Setting Up a Slide Show (continued)

Rehearsing Timing– PowerPoint can automatically advance the slides in your

presentation at preset time intervals.– To rehearse timing for a presentation, in the Slide Show tab

in the Set Up group, click the Rehearse Timings button.– When you think enough time has passed for a slide to

appear on the screen, click the Next button.– To view rehearsal times for each slide, view the

presentation in Slide Sorter view. The time allotted to each slide is listed at the lower-left corner of each slide.

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Inspecting a Document and Viewing Document Properties

Document Inspector– Before you send a presentation out for review, it is a good idea to

inspect the document for personal information. – To use the Document Inspector, click the Microsoft Office button,

point to Prepare, and then click Inspect Document.

Document Properties pane– This pane stores information about the document. Document

properties include the author name, document title, subject, keywords, category, and status. You may choose to remove this information before you pass a file along.

– To view the Document Properties pane, click the Microsoft Office Button, point to Prepare, and then click Properties.

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Inspecting a Document and Viewing Document Properties (continued)

Embedding Fonts– Not all computers have every font style installed

on them. You can embed fonts so that your text appears exactly as you originally created it.

– To embed fonts in your presentation, click the Microsoft Office button, and then click PowerPoint Options to open the PowerPoint Options dialog box. Click Save in the left pane. The Customize how documents are saved pane appears.

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Using Package for CD and Copying Presentations to Folders

If you are giving your presentation on another computer, you can use Package for CD to compact all your presentation files into a single, compressed file that fits on a CD.

You can then unpack the files when you reach your destination computer.

To use this feature, click the Microsoft Office button, point to Publish, and then click Package for CD.

If the computer on which you are giving your presentation does not have PowerPoint installed, you can download a PowerPoint Viewer.

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Saving Presentations to View on the Web

PowerPoint helps you easily create Web documents, by either creating a new presentation or converting an existing presentation.

Click the Microsoft Office button, point to Save As, and then click Other Formats. If you are converting an existing presentation to a Web page, click the Save as type list arrow, and then click Web Page in the Save As dialog box.

Making a presentation available on the Web is also known as “publishing a presentation.”

You can preview a presentation in your browser.

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Sending a Presentation via E-mail

You can send a presentation as an e-mail attachment or e-mail it to a recipient for review.

Open the presentation you want to send, click the Office Button, point to Send, and then click E-mail.

PowerPoint automatically opens your e-mail editor, and the presentation is inserted into the e-mail as an attachment.

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Creating Output

You can alter the output format of your presentation by working in the Page Setup dialog box.

The Print Preview window is an excellent feature to give you a preview of what you are printing before you print and waste paper.

You can change the orientation of your slides or notes, handouts, and outline.

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Summary

You can embed or link data from other applications such as Microsoft Excel and Microsoft Word into PowerPoint. Embedded information can be edited using the original application.

Text can be imported from Word. It is easiest for PowerPoint to convert the text to slides when the Word document is in outline form.

Slides can be copied and pasted from one presentation to another. You can also use a Slide Library to store favorite slides that you want to reuse again.

You can also save a presentation as a Word document to use as a handout, or create other documents using the text and slides from the presentation.

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Summary (continued)

You can apply multiple slide masters to a presentation. PowerPoint allows you to create a new layout master

for any theme or slide master. You can also create custom slide layouts and then add

the placeholders as needed. To replace fonts throughout an entire presentation, use

the Replace Font dialog box. You can copy the formatting of an object or text by

clicking the Format Painter button. Use the Format Painter to apply the same format to another object or text.

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Summary (continued)

To align a text box or picture, you can add grid lines and picture guides to slides.

Comments can be inserted in a slide for others to see. A custom show can be created to limit the slides

displayed in any slide show for particular audiences. Action buttons are the buttons inserted on a slide that

enable you to jump from slide to slide, even to slides in another slide show, or to other documents.

When presenting a slide show, you can use on-screen annotation tools to emphasize specific text or graphics on a slide. The Ball Point Pen, Felt Tip Pen, and Highlighter tools allow you to write on the screen.

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Summary (continued)

A presentation can be set up to be self-running. You can inspect a presentation for personal information

using the Document Inspector. You can use Package for CD to compact all your

presentation files into a single, compressed file that fits on a CD. You can then unpack the files when you reach your destination computer.

PowerPoint helps you easily create Web documents, either by creating a new presentation or by converting an existing presentation. Making a presentation available on the Web is also known as “publishing a presentation.”

Documents

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