Sample Content from 2007 Microsoft Office System Step by Stepdownload.microsoft.com/download/2/7/c/27cf0ea8-02d8-454c... · 2018-10-13 · Contents v Part IIMicrosoft Ofﬁ ce Excel

2007 Microsoft® Office

System Step by Step

Joyce Cox, Joan Preppernau, Steve Lambert, and Curtis Frye

To learn more about this book, visit Microsoft Learning at http://www.microsoft.com/MSPress/books/9470.aspx

9780735622784 Publication Date: January 2007

ContentsA Tour of the Offi ce 2007 User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi

Using the “Ribbon” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xi

The New File Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii

Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii

New View Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xviii

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xix

Information for Readers Running Windows XP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi

Managing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxi

Using the Start Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxii

Navigating Dialog Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxiii

Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

Getting Help with This Book and Its Companion CD . . . . . . . . . . . . . . . . . . . . . . . . . xxv

Getting Help with PowerPoint 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxix

Using the Book’s CD-ROM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxi

What’s on the CD?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxi

Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxxiv

Installing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxvi

Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxvii

Removing and Uninstalling the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxvii

Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix

About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xli

Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xlv

iii

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iv Contents

Part I Microsoft Offi ce Word 20071 Exploring Word 2007 3

Working in the Word Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Opening, Moving Around in, and Closing a Document . . . . . . . . . . . . . . . . . . . . . . . .12

Displaying Different Views of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Creating and Saving a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Previewing and Printing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

2 Editing and Proofreading Documents 35Making Changes to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Inserting Saved Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Finding the Most Appropriate Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Reorganizing a Document Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Correcting Spelling and Grammatical Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Finalizing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

3 Changing the Look of Text 67Quickly Formatting Text and Paragraphs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Manually Changing the Look of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Manually Changing the Look of Paragraphs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Creating and Modifying Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

4 Presenting Information in Columns and Tables 97Presenting Information in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

Creating a Tabular List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Presenting Information in a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Formatting Table Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

Performing Calculations in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116

Using a Table to Control Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129

Contents v

Part II Microsoft Offi ce Excel 2007 5 Setting Up a Workbook 133

Creating Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134

Modifying Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138

Modifying Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Customizing the Excel 2007 Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146

Zooming In on a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146

Arranging Multiple Workbook Windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Adding Buttons to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . .148Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

6 Working with Data and Data Tables 155Entering and Revising Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156

Moving Data Within a Workbook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160

Finding and Replacing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

Correcting and Expanding Upon Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Defi ning a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

7 Performing Calculations on Data 179Naming Groups of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Creating Formulas to Calculate Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184

Summarizing Data That Meets Specifi c Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . .191

Finding and Correcting Errors in Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202

8 Changing Document Appearance 205Formatting Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

Defi ning Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

Applying Workbook Themes and Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216

Making Numbers Easier to Read. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .222

Changing the Appearance of Data Based on Its Value . . . . . . . . . . . . . . . . . . . . . . . .226

Adding Images to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236

vi Contents

Part III Microsoft Offi ce Access 2007 9 Creating a Database 241

Creating a Database from a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Creating a Table Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245

Creating a Table by Using a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .250

Manipulating Table Columns and Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .252

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .255

10 Simplifying Data Entry by Using Forms 257Creating a Form by Using the Form Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .258

Refi ning Form Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262

Changing the Arrangement of a Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268

Adding Controls to a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .273

Entering Data in a Form by Using VBA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .278

Creating a Form by Using an AutoForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .283

Adding a Subform to a Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .285

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .294

11 Locating Specifi c Information 297Sorting Information in a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

Filtering Information in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .302

Filtering Information by Using a Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .307

Locating Information That Matches Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . . 310

Creating a Query Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

Creating a Query by Using a Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .324

Performing Calculations by Using a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .328

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

12 Keeping Your Information Accurate 333Restricting the Type of Data in a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .334

Restricting the Amount of Data in a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .338

Specifying the Format of Data in a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .340

Restricting Data by Using Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .345

Creating a Simple Lookup List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .348

Creating a Multi-Column Lookup List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .352

Updating Information in a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .356

Contents vii

Deleting Information from a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .360

Preventing Database Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .364

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .371

Part IV Microsoft Offi ce PowerPoint 2007 13 Starting a New Presentation 375

Quickly Creating a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

Creating a Presentation Based on a Ready-Made Design . . . . . . . . . . . . . . . . . . . . .380

Converting an Outline to a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .383

Reusing Existing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .385

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .389

14 Working with Slide Text 391Entering Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .392

Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .397

Adding and Manipulating Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .399

Correcting and Sizing Text While Typing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .405

Checking Spelling and Choosing the Best Words . . . . . . . . . . . . . . . . . . . . . . . . . . . .409

Finding and Replacing Text and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .413

Changing the Size, Alignment, Spacing, and Look of Text . . . . . . . . . . . . . . . . . . . . . 416

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .421

15 Adjusting the Slide Layout, Order, and Look 423Changing the Layout of a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424

Rearranging Slides in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .427

Applying a Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .429

Switching to a Different Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431

Using Colors That Are Not Part of the Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .434

Adding Shading and Texture to the Background of a Slide . . . . . . . . . . . . . . . . . . . .436

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .439

16 Delivering a Presentation Electronically 441Adapting a Presentation for Different Audiences . . . . . . . . . . . . . . . . . . . . . . . . . . . .442

Rehearsing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .445

Preparing Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .450

Preparing a Presentation for Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .455

viii Contents

Showing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .458

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .463

Part V Microsoft Offi ce Outlook 2007 17 Getting Started with Outlook 2007 467

Connecting to Your Primary E-Mail Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .469

Troubleshooting the Startup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .473

Connecting to Additional E-Mail Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .475

Creating Additional Outlook Profi les . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478

Personalizing Your Outlook Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .483

Exploring the Advanced Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .491

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .493

18 Sending E-Mail Messages 495Working in the Message Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .496

Creating and Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .503

Addressing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .503

Sending Courtesy Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .504

Saving Message Drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .504

Attaching Files to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510

Creating and Formatting Business Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514

Personalizing the Appearance of Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .522

Adding Signatures to Messages Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .528

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .533

19 Managing Your Inbox 535Quickly Locating Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .536

Arranging Messages in Different Ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .540

Organizing Messages by Using Color Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . .553

Organizing Messages in Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .557

Archiving Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .561

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .565

20 Managing Appointments, Events, and Meetings 567Working in the Calendar Item Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .568

Scheduling and Changing Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574

Scheduling and Changing Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .578

Contents ix

Scheduling, Updating, and Canceling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . .580

Responding to Meeting Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .584

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .587

21 Managing Your Calendar 589Displaying Different Views of a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .590

Defi ning Your Available Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .596

Printing a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .600

Sending Calendar Information in an E-Mail Message . . . . . . . . . . . . . . . . . . . . . . . . .604

Linking to an Internet Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .608

Working with Multiple Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .611

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .615

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 625

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Chapter at a GlanceChapter at a Glance

Adapt a presentationfor different audiences, page 442

Prepare speaker notesand handouts, page 450

Prepare a presentationfor travel, page 455

Chapter at a Glance
16 16 Delivering a Delivering a Presentation Presentation Electronically Electronically
In this chapter, you will learn to:

Adapt a presentation for different audiences.

Rehearse a presentation.

Prepare speaker notes and handouts.

Prepare a presentation for travel.

Show a presentation.

The goal of all the effort involved in creating a presentation is to be able to effectively

deliver it to a specifi c audience. With Microsoft Offi ce PowerPoint 2007, you can easily de-

liver a presentation from your computer as an electronic slide show. In Slide Show view,

instead of the slide appearing in a presentation window within the PowerPoint program

window, the slide occupies the entire screen.

Before you can deliver a presentation, you need to perform several tasks to ensure its

success. You can hide individual slides to adapt the presentation for a specifi c audience,

or if you know that you will be giving variations of the same presentation to different

audiences, you can save a set of slides as a separate presentation that you will show only

if appropriate. You can tailor the speed at which slides appear, to appropriately fi t your

presentation to the allotted time. To support your delivery of the presentation, you can

prepare speaker notes, and to help your audience retain your message, you can prepare

handouts. Finally, if you are delivering the presentation at a remote location, you will want

to use the Package For CD feature to ensure that you take all the necessary fi les with you.

When you deliver a slide show from your computer, you navigate through slides by

clicking the mouse button or by pressing the arrow keys. You can move forward and

backward one slide at a time, and you can jump to specifi c slides as the needs of your

441

442 Chapter 16 Delivering a Presentation Electronically

audience dictate. During the slide show, you can mark up slides with an on-screen pen or

highlighter to emphasize a point.

In this chapter, you will adapt a presentation for two audiences, fi rst by creating a cus-

tom slide show, and then by hiding a slide. You will apply slide timings to a presentation,

rehearse it, and have PowerPoint set the timings for you. You will enter speaker notes

in both the Notes pane and in Notes Page view, customize the Notes master, and print

speaker notes and handouts. Then you will save a presentation package on a CD and run

it from the CD by using the presentation viewer that comes with PowerPoint. Finally, you

will deliver a presentation and mark up slides while showing them.

See Also Do you need only a quick refresher on the topics in this chapter? See the Quick Reference entries at the beginning of this book.

Important Before you can use the practice fi les in this chapter, you need to install them

from the book’s companion CD to their default location. See “Using the Book’s CD” at the

beginning of this book for more information.

Troubleshooting Graphics and operating system–related instructions in this book refl ect

the Windows Vista user interface. If your computer is running Microsoft Windows XP and you

experience trouble following the instructions as written, please refer to the “Information for

Readers Running Windows XP” section at the beginning of this book.

Adapting a Presentation for Different AudiencesIf you plan to deliver variations of the same presentation to different audiences, you

should prepare a single presentation containing all the slides you are likely to need for

all the audiences. Then you can select slides from the presentation that are appropriate

for a particular audience and group them as a custom slide show. When you need to

deliver the presentation for that audience, you open the main presentation and show

the subset of slides by choosing the custom slide show from a list.

For example, suppose you need to pitch an idea for a new product or service to both a

team of project managers and a company’s executive team. Many of the slides would

be the same for both groups, but the presentation to the executive team would include

more in-depth competitive and fi nancial analysis. You would develop the executive

team’s presentation fi rst and then create a custom slide show for the project managers

by using a subset of the slides in the executive presentation.

Troubleshooting Graphics and operating system–related instructions in this book refl ect Graphics and operating system–related instructions in this book refl ect

the Windows Vista user interface. If your computer is running Microsoft Windows XP and youthe Windows Vista user interface. If your computer is running Microsoft Windows XP and you

experience trouble following the instructions as written, please refer to the “Information forexperience trouble following the instructions as written, please refer to the “Information for

Readers Running Windows XP” section at the beginning of this book.Readers Running Windows XP” section at the beginning of this book.

Adapting a Presentation for Different Audiences 443

Sometimes you might want to be able to make an on-the-spot decision during a pre-

sentation about whether to display a particular slide. You can give yourself this fl exibility

by hiding the slide so that you can skip over it if its information doesn’t seem useful to a

particular audience. If you decide to include the slide’s information in the presentation,

you can display it by pressing the letter H or by using the Go To Slide command.

In this exercise, you will select slides from an existing presentation to create a custom

slide show for a different audience. You will also hide a slide and then see how to display

it when necessary.

USE the 01_Adapting presentation. This practice fi le is located in the Chapter16 subfolder

under SBS_Offi ce2007.

BE SURE TO start PowerPoint before beginning this exercise.

OPEN the 01_Adapting presentation.

1. On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show

button, and then click Custom Shows.

The Custom Shows dialog box opens.

2. Click New.

The Defi ne Custom Show dialog box opens. The default custom show name is

selected in the Slide Show Name box.

3. In the Slide show name box, type Project Editors.

4. In the Slides in presentation list, click 1. The Taguien Cycle, and then click Add.

Slide 1 appears as Slide 1 in the Slides In Custom Show box on the right.

5. In the Slides in presentation list, click 3. Characteristics of a Hit Fantasy, scroll the

list, hold down the G key, and click 15. Approval Process. Then click Add.

USE the the 01_Adapting01_Adapting presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter16Chapter16 subfolder subfolder66under under SBS_Offi ce2007SBS_Offi ce2007..7777

BE SURE TO start PowerPoint before beginning this exercise.start PowerPoint before beginning this exercise.

OPEN thethe 01_Adapting01_Adapting presentation.presentation.

The slides appear in sequential order in the Slides In Custom Show box on the right.


6. Click OK.

7. In the Custom Shows dialog box, click Show to start the custom slide show.

8. Click the mouse button to advance through all the slides, including the blank one

at the end of the show.

9. In Normal view, on the Slide Show tab, in the Start Slide Show group, click the

Custom Slide Show button.

Project Editors has been added to the list. Clicking this option will run the custom

slide show.

10. In the list, click Custom Shows.

11. In the Custom Shows dialog box, verify that Project Editors is selected, and then

click Edit.

The Defi ne Custom Show dialog box opens.

12. At the bottom of the Slides in custom show box, click 14. Approval Process, and

then click Remove.

PowerPoint removes the slide from the custom slide show, but not from the main

presentation.

Tip To change the order of the list, select a slide and click the Up arrow or the Down

arrow to the right of the Slides In Custom Show box.

13. Click OK to close the Defi ne Custom Show dialog box, and then click Close to

close the Custom Shows dialog box.

14. In the Overview pane, scroll to the bottom of the Slides tab, right-click Slide 12,

and then click Hide Slide.

On the Slides tab, PowerPoint puts a box with a diagonal line around the number

12, and dims the slide contents to indicate that it is hidden.

Rehearsing a Presentation 445

Tip In Slide Sorter view, you can select a slide and then on the Slide Show tab, in the

Set Up group, click the Hide Slide button .

15. Display Slide 11, and on the View toolbar, click the Slide Show button. Then press

S to move to the next slide.

Because Slide 12 is hidden, PowerPoint skips from Slide 11 to Slide 13.

16. Press the L key to move back to Slide 11.

17. Right-click anywhere on the screen, point to Go to Slide, and then click (12) The Battle.

The number is in parentheses because the slide is hidden. When you click it, the

hidden slide appears in Slide Show view.

18. Press P to end the slide show.

CLOSE the 01_Adapting presentation without saving your changes.

Rehearsing a PresentationWhen delivering a slide show, you can move from slide to slide in the following ways:

Manually. You control when you move by clicking the mouse button, pressing

keys, or clicking commands.

Automatically. PowerPoint displays each slide for a predefi ned length of time and

then displays the next slide.

Slide ShowSlide Show


The length of time a slide appears on the screen is controlled by its slide timing. By

default slide timings are divided equally among the animations for each slide. So if a

slide has a title and four bullet points that are all animated and you assign a timing of 1

minute to the slide, the fi ve elements will appear at 12-second intervals.

To apply a timing to a single slide, to a group of slides, or to an entire presentation, you

fi rst select the slides, and then under Advance Slide in the Transition To This Slide group

on the Animations tab, select the Automatically After check box and enter the number of

minutes and/or seconds you want each slide to remain on the screen.

Tip If you are delivering the presentation in Slide Show view and want to prevent PowerPoint

from advancing to the slide according to a slide timing, press the letter S on your keyboard,

or right-click the current slide and click Pause. To continue the presentation, press the letter S

again, or right-click the slide and click Resume.

If you don’t know how much time to allow for the slide timings of a presentation, you

can rehearse the slide show while PowerPoint automatically tracks and sets the timings

for you, refl ecting the amount of time you spend on each slide during the rehearsal.

During the slide show, PowerPoint displays each slide for the length of time you indi-

cated during the rehearsal. In this way, you can synchronize an automatic slide show

with a live narration or demonstration.

In this exercise, you will set the timing for one slide and then apply it to an entire pre-

sentation. Then you will rehearse the presentation and have PowerPoint set slide timings

according to the amount of time you display each slide during the rehearsal.

USE the 02_Rehearsing presentation. This practice fi le is located in the Chapter16 subfolder


OPEN the 02_Rehearsing presentation.

1. On the Animations tab, in the Transition to This Slide group, under Advance Slide, select the Automatically After check box, and then type or select 00:03.

Because both check boxes under Advance Slide are selected, the slide will advance

either after three seconds or when you click the mouse button.

2. On the View toolbar, click the Slide Show button.

Slide 1 is displayed for three seconds, and then PowerPoint moves to Slide 2.

3. Press P to end the show, and then on the View toolbar, click the Slide Sorter button.

Below the lower-left corner of Slide 1 is the slide timing you just applied.

USE the the 02_Rehearsing02_Rehearsing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter16Chapter16 subfolder subfolder66under under SBS_Offi ce2007SBS_Offi ce2007..7777

OPEN thethe 02_Rehearsing02_Rehearsing presentation.presentation.


Slide SorterSlide Sorter


4. Click Slide 1, and then on the Animations tab, in the Transition to This Slide

group, click the Apply To All button.

The slide timing you applied to Slide 1 is now applied to all the slides.

Important When you click Apply To All, all the transition effects applied to the cur-

rent slide are transferred to the other slides. If you have applied different transitions

to different slides, those individually specifi ed transitions are overwritten. So it’s a

good idea to apply all the effects that you want the slides to have in common fi rst.

Then you can select individual slides and customize their effects.

5. Switch to Slide Show view, watch as the slides advance, and then click the mouse

button when the black screen is displayed.

6. Under Advance Slide in the Transition to This Slide group, clear the Automatically After check box, and then click Apply To All.

The slide timings disappear from below the slides.

7. With Slide 1 selected, on the Slide Show tab, in the Set Up group, click the

Rehearse Timings button.

The screen switches to Slide Show view, starts the show, and displays the Rehearsal

toolbar in the upper-left corner of the screen. A Slide Time counter is timing the

length of time Slide 1 remains on the screen.

8. Wait about 10 seconds, and then on the Rehearsal toolbar, click the Next button.

9. Work your way slowly through the slide show, clicking Next to move to the

next slide.NextNext


10. If you want to repeat the rehearsal for a particular slide, on the Rehearsal toolbar,

click the Repeat button on the Rehearsal toolbar to reset the Slide Time for that

slide to 0:00:00.

Tip If you want to start the entire rehearsal over again, click the Rehearsal tool-

bar’s Close button, and when a message asks whether you want to keep the existing

timings, click No.

When you reach the end of the slide show, a message box displays the elapsed time

for the presentation and asks whether you want to apply the recorded slide timings.

11. Click Yes.

The screen switches back to Slide Sorter view, where the recorded timings have

been added below each slide.

12. Click the Animations tab.

The timing for the active slide, Slide 1, appears in the Automatically After box under

Advance Slide in the Transition To This Slide group.

13. If the Automatically After setting is not a whole second, click the Up arrow to

adjust the time up to the next whole second.

You can manually adjust the timing of any slide by selecting it and changing the

setting in this box.

14. On the View toolbar, click the Slide Show button.

The slides advance according to the recorded timings.

RepeatRepeat


15. Press P at any time to stop the slide show.

CLOSE the 02_Rehearsing presentation without saving your changes.

Creating a Self-Running PresentationWhen slide timings have been applied to a PowerPoint presentation, the presenta-

tion can be set up to run automatically, either once or continuously. For example,

you might want to set up a self-running presentation for a product demonstration

in a store.

To set up a self-running presentation:

1. Open the presentation, and then on the Slide Show tab, in the Set Up group,

click the Set Up Slide Show button.

The Set Up Show dialog box opens.

2. In the Show type area, select the Browsed at a kiosk (full screen) option.

When you select this option, the Loop Continuously Until ‘Esc’ check box in

the Show Options area becomes unavailable so that you cannot clear it. Any

narration or animation attached to the presentation will play with the pre-

sentation unless you select the Show Without Narration or Show Without

Animation check box.

3. Click OK.

4. To test the show, display Slide 1, and on the View toolbar, click the Slide Show button.

The presentation runs continuously, using its transitions, animations, and slide

timings.

5. Press P to stop the slide show, and then save the presentation with a differ-

ent name.

When you are ready to run the presentation, you can navigate to the folder where

it is stored, and double-click it. The slide show opens in the view in which it was

saved. Switch to Slide Show view to start the presentation. You can press Esc to

stop the slide show at any time.

Creating a Self-Running PresentationWhen When slide timings have been applied to a PowerPoint presentation, the presenta-slide timings have been applied to a PowerPoint presentation, the presenta-

tion can be set up to run automatically, either once or continuously. For example,tion can be set up to run automatically, either once or continuously. For example,

you might want to set up a self-running presentation for a product demonstrationyou might want to set up a self-running presentation for a product demonstration

in a store.in a store.

To set up a self-running presentation:To set up a self-running presentation:

1. 1. Open the presentation, and then on theOpen the presentation, and then on the Slide ShowSlide Show tab, in the tab, in the Set UpSet Up group, group,

click the click the Set Up Slide ShowSet Up Slide Show button.button.

The Set Up Show dialog boxThe Set Up Show dialog box opens. opens.

2. 2. In theIn the Show typeShow type area, select the area, select the Browsed at a kiosk (full screen)Browsed at a kiosk (full screen) option.option.

When you select this option, the Loop Continuously Until ‘Esc’ check box in When you select this option, the Loop Continuously Until ‘Esc’ check box in

the Show Options area becomes unavailable so that you cannot clear it. Any the Show Options area becomes unavailable so that you cannot clear it. Any

narration or animation attached to the presentation will play with the pre-narration or animation attached to the presentation will play with the pre-

sentation unless you select the Show Without Narration or Show Withoutsentation unless you select the Show Without Narration or Show Without

Animation check box.Animation check box.

3. 3. Click Click OKOK..

4. 4. To test the show, displayTo test the show, display Slide 1Slide 1, and on the, and on the ViewView toolbar, click thetoolbar, click the SlideSlideShowShow button. button.

The presentation runs continuously, using its transitions, animations, and slideThe presentation runs continuously, using its transitions, animations, and slide

timings.timings.

5. 5. PressPressPP to stop the slide show, and then save the presentation with a differ- to stop the slide show, and then save the presentation with a differ-

ent name.ent name.

When you are ready to run the presentation, you can navigate to the folder whereWhen you are ready to run the presentation, you can navigate to the folder where

it is stored, and double-click it. The slide show opens in the view in which it wasit is stored, and double-click it. The slide show opens in the view in which it was

saved. Switch to Slide Show view to start the presentation. You can press Esc to saved. Switch to Slide Show view to start the presentation. You can press Esc to

stop the slide show at any time.stop the slide show at any time.


Preparing Speaker Notes and HandoutsIf you will be delivering your presentation before a live audience, you will probably

need some speaker notes to guide you. Each slide in a PowerPoint presentation has a

corresponding notes page. As you create each slide, you can enter notes that relate to

the slide’s content by simply clicking the Notes pane and typing. If you want to include

something other than text in your speaker notes, you must switch to Notes Page view by

clicking the Notes Page button in the Presentation Views group on the View tab. When

your notes are complete, you can print them so that they are readily available to guide

the presentation.

As a courtesy for your audience, you might want to supply handouts showing the pre-

sentation’s slides so that people can take notes. You don’t need to do anything special to

create handouts. Printing them requires a few simple decisions, such as how many slides

you want to appear on each page.

Notes and handouts have their own masters, and you can customize them by using

the same techniques you use to customize slide masters. Usually, you will fi nd that the

default masters are more than adequate, but if you want to make changes, you click

Notes Master or Handout Master in the Presentation Views group on the View tab to

display the respective masters.

In this exercise, you will enter speaker notes for a couple of slides in the Notes pane. You

will then switch to Notes Page view, insert a graphic in one note and a table in another,

customize the Notes master, and then print speaker notes and handouts.

USE the 03_NotesHandouts presentation and the 03_YinYang graphic. These practice fi les

are located in the Chapter16 subfolder under SBS_Offi ce2007.

OPEN the 03_NotesHandouts presentation.

1. With Slide 1 selected, in the Notes pane, click the Click to add notes placeholder,

type Welcome and introductions, and then press F.

2. Type Logistics, press F, and then type Establish knowledge level.

3. Display Slide 2, and in the Notes pane, type Talk about the main concepts.

4. Display Slide 3, and in the Notes pane, type Complementary energies, and then

press F twice.

USE the the 03_NotesHandouts03_NotesHandouts presentation and the presentation and the 03_YinYang03_YinYang graphic. These practice fi les graphic. These practice fi les

are located in the are located in the Chapter16Chapter16 subfolder under subfolder under 66 SBS_Offi ce2007SBS_Offi ce2007..7777

OPEN thethe 03_NotesHandouts03_NotesHandouts presentation. presentation.

Preparing Speaker Notes and Handouts 451

5. On the View tab, in the Presentation Views group, click the Notes Page button.

Slide 3 is displayed in Notes Page view , with the view percentage set so that the

entire page will fi t in the window.

Tip If you have trouble seeing the notes at this view percentage, click the Zoom

button in the Zoom group on the View tab. Then when the Zoom dialog box opens,

select or type a larger percentage, and click OK.

6. On the Insert tab, in the Illustrations group, click the Picture button.

7. In the Insert Picture dialog box, navigate to your Documents\MSP\SBS_Offi ce2007\Chapter16 folder, and then double-click the 03_YinYang graphic.

8. Drag the image down below the note you typed in Step 4.

The picture is visible in Notes Page view .

9. At the bottom of the scroll bar, click the Next Slide button to move to Slide 4.

10. On the Insert tab, in the Tables group, click the Table button, and then drag to

create a table that is two columns wide and eight rows high.

Next SlideNext Slide


11. Drag the table by its border down into the notes placeholder, and then on the

Design contextual tab in the Table Style Options group, clear the Header Row

and Banded Rows check boxes.

12. Enter the following information, pressing D to move from cell to cell and from

row to row:

Career 23

Fame 30

Relationships 41

Creativity 45

Fortune 60

Health 72

Knowledge 81

Helpful people 85

The speaker notes now include the page numbers in a reference work where you

can fi nd additional information if required during the presentation.

13. On the View tab, in the Presentation Views group, click the Normal button, and

then drag the splitter bar above the Notes pane up to expand it.

Preparing Speaker Notes and Handouts 453

The table is not visible in Normal view.

14. Drag the splitter bar down again. Then on the View tab, in the Presentation Views group, click the Notes Master button.

The Notes Master appears and the Notes Master tab is added to the Ribbon.

15. In the upper-left corner of the page, click the header placeholder, and then type

Feng Shui.

16. In the lower-left corner of the page, click the footer placeholder, and then type

Beginners’ Class.

17. On the View toolbar, click the Normal button to return to Normal view.

18. Click the Microsoft Offi ce Button, and then click Print.

The Print dialog box opens.

19. Click the Print what arrow, select Notes Pages in the list, and then click OK.

You now have a copy of the speaker notes to refer to during the presentation.

NormalNormal

Microsoft Offi ce Button

Microsoft Offi ce Button


20. Display the Print dialog box again, and then change the Print what setting to

Handouts.

You can print audience handouts in six formats: one, two, three, four, six, or nine

slides per page. The default, six, is set on the Handout master, but you can change

it in the Print dialog box.

21. Under Handouts, click the Slides per page arrow, and in the list, click 3.

When you print three slides per page, PowerPoint adds lines for notes to the right

of each slide, as shown in the diagram on the right side of the dialog box.

22. In the lower-left corner of the dialog box, click Preview.

The fi rst page of the handouts appears in Print Preview.

23. On the Print Preview tab, in the Print group, click the Print button, and then

click OK.

24. Return to Normal view.

CLOSE the 03_NotesHandouts presentation without saving your changes.

Preparing a Presentation for Travel 455

Preparing a Presentation for TravelWhen you develop a presentation on the computer from which you will be delivering

it, you will have all the fonts, linked objects, and other components of the presentation

available when the lights go down and you launch your fi rst slide. However, if you will

deliver your presentation from a different computer, you need to make sure the fonts,

linked objects, and any other necessary items are available.

With PowerPoint 2007, you can use the Package for CD feature to help you gather all

the presentation components and save them to a CD or other type of removable media

so that they can be transported to a different computer. Linked fi les are included in the

presentation package by default. TrueType fonts are stored with the presentation if you

select the Embedded TrueType Fonts option while creating the package. (When you in-

clude embedded fonts, the fi le size increases signifi cantly.)

Tip You can embed fonts when you package a presentation, or you can do it when you

fi rst save the presentation. In the Save As dialog box , click Tools, click Save Options, and on

the Save page, select the Embed Fonts In The File check box. Then select the Embed Only

The Characters Used In The Presentation option to embed only the characters in the font

set that are actually used, or select the Embed All Characters option to embed the entire

font set.

When you use Package For CD, by default the presentation will be set up to run auto-

matically in the Microsoft Offi ce PowerPoint Viewer. You can then send the CD contain-

ing the presentation package to people who do not have PowerPoint installed on their

computers, and they will be able to view the presentation in the PowerPoint Viewer.

In this exercise, you will use Package For CD to create a presentation package on a CD.

You will then run the presentation using the PowerPoint Viewer.

USE the 04_Travel presentation. This practice fi le is located in the Chapter16 subfolder

under SBS_PowerPoint 2007.

BE SURE TO have a blank CD available. If your computer does not have a CD burner, you

can follow along with the exercise but you will not be able to complete Steps 9 through 17.

OPEN the 04_Travel presentation.

1. Click the Microsoft Offi ce Button, click Save As, and then save the current pre-

sentation in the Chapter16 subfolder under SBS_Offi ce2007, with the name My Organization 101.

USE the the 04_Travel04_Travel presentation. This practice fi le is located in thepresentation. This practice fi le is located in thell Chapter16Chapter16 subfolder subfolder

under under SBS_PowerPoint 2007SBS_PowerPoint 2007..7777

BE SURE TO have a blank CD available. If your computer does not have a CD burner, you have a blank CD available. If your computer does not have a CD burner, you

can follow along with the exercise but you will not be able to complete Steps 9 through 17.can follow along with the exercise but you will not be able to complete Steps 9 through 17.

OPEN thethe 04_Travel04_Travel presentation. presentation.ll

MIcrosoft Offi ce Button

MIcrosoft Offi ce Button


2. Click the Microsoft Offi ce Button, point to Publish, and then click Package for CD.

A message box tells you that your fi le will be converted to the PowerPoint 97-2003

format so that it is compatible with the PowerPoint Viewer.

3. Click OK.

The Package For CD dialog box opens.

4. In the Name the CD box, type Organization.

The open presentation, its linked fi les, and the PowerPoint Viewer will be included

in the presentation package by default, but you need to specifi cally include em-

bedded fonts.

5. Click Options.

The Options dialog box opens.

6. Under Package type, leave the Viewer Package option selected, but click the

Select how presentations will play in the viewer arrow, and then in the list, click

Let the user select which presentation to view.

Preparing a Presentation for Travel 457

Selecting the Viewer Package option includes the PowerPoint Viewer. If you select

the Archive Package option, the package contains only the presentation.

7. Under Include these fi les, select the Embedded TrueType fonts check box, and

then click OK.

Important Be sure to select the Embedded TrueType Fonts check box if a presenta-

tion includes fonts that don’t come with the version of Microsoft Windows running on

the presentation computer or the 2007 Microsoft Offi ce system programs. Then the

presentation will look the same on a computer on which the fonts aren’t installed as it

does on your computer.

8. Insert a blank CD in your CD burner, and then click Copy to CD.

If your computer does not have a CD burner, click Copy To Folder instead, and then

select the folder in which you want to store the package.

Tip PowerPoint 2007 does not support the direct burning of content to a DVD. If you

prefer to burn to a DVD rather than a CD, fi rst copy your presentation to a folder on

your computer, and then use DVD-burning software to create the DVD.

9. When PowerPoint asks you to verify that you want to include linked content,

click Yes.

10. When you see a message that the copy operation was successful, click No to indicate

that you don’t want to copy the same package to another CD.

11. Click Close to close the Package for CD dialog box.

12. At the right end of the title bar, click the Close button to close the presentation and

quit PowerPoint.

13. Remove the CD from your CD burner, and then re-insert it.

Troubleshooting If you are running the package from your computer, navigate to

the folder where the package is stored, and double-click the Organization folder (the

name you assigned in Step 4). Then double-click PPTVIEW to start the Presentation

Viewer.

After a few seconds, the PowerPoint Viewer starts. The fi rst time you run this

program, you need to click Accept to accept the terms of the program’s license

agreement. Then a dialog box opens in which you can select the presentation

CloseClose

Troubleshooting If you are running the package from your computer, navigate to If you are running the package from your computer, navigate to

the folder where the package is stored, and double-click the Organization folder (thethe folder where the package is stored, and double-click the Organization folder (the

name you assigned in Step 4). Then double-click PPTVIEW to start the Presentation name you assigned in Step 4). Then double-click PPTVIEW to start the Presentation

Viewer.Viewer.

you want to run.


14. In the list of fi le and folder names, double-click My Organization 101.

The PowerPoint Viewer displays the presentation’s title slide.

15. Click the mouse button to advance through the slides in the PowerPoint Viewer,

and then press the P key to end the presentation.

The PowerPoint Viewer closes.

16. Close the Microsoft Offi ce PowerPoint Viewer dialog box.

Showing a PresentationTo start a slide show from Normal or Slide Sorter view, you click the Slide Show button

to display the current slide full screen. Then the simplest way to move linearly from one

slide to the next is to click the mouse button without moving the mouse. But you can

also move around by using the keyboard:

To move to the next slide, press the Spacebar, the Down Arrow key, or the Right

Arrow key.

To move to the previous slide, press the Page Up key or the Left Arrow key.

To end the presentation, press the Esc key.

If you need to move to a slide other than the next one or the previous one, you can

move the mouse pointer to display an inconspicuous toolbar in the lower-left corner

of the slide. You can use this toolbar in the following ways:

To move to the next slide, click the Next button.

To move to the previous slide, click the Previous button.

To jump to a slide out of sequence (even if it is hidden), click the Navigation button,

click Go To Slide, and then click the slide.

To display the slides in a custom slide show, click the Navigation button, click

Custom Show, and then click the show.

To display a list of keyboard shortcuts for carrying out slide show tasks click the

Navigation button, and then click Help . For example, you can press the H key to

show the next hidden slide, press the E key to erase pen annotations, or press the A

key to show the pointer arrow.

To end the presentation, click the Navigation button, and then click End Show.

Tip You can also display the Navigation button’s menu by right-clicking the slide.

During a presentation, you can reinforce your message by drawing on the slides with

an electronic “pen” or changing the background behind text with a highlighter. You

simply click the Pen button on the toolbar that appears when you move the mouse,

click the tool you want, and then begin drawing or highlighting. You can change the

pen or highlighter color to make it stand out on the slide by clicking the Pen button,

clicking Ink Color, and then selecting the color you want.

In this exercise, you will move around in various ways while delivering a presentation.

You’ll also use a pen tool to mark up one slide, change the color, and mark up another.

USE the 05_Showing presentation. This practice fi le is located in the Chapter16 subfolder


OPEN the 05_Showing presentation.

1. With Slide 1 selected in Normal view, on the View toolbar, click the Slide Show

button.

The background of the fi rst slide is displayed.

2. Click anywhere on the screen, and then click again.

First the title moves onto the slide from the top, and then the subtitle moves onto

the slide from the bottom.

3. Click the mouse button to advance to Slide 2.

The slide contents move in from the left.

USE the the 05_Showing05_Showing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter16Chapter16 subfolder subfolder66under under SBS_Offi ce2007SBS_Offi ce2007..7777

OPEN thethe 05_Showing05_Showing presentation.presentation.


Showing a Presentation 459


4. Press the L key to display the previous slide, and then press the O key to display

the next slide.

5. Move the mouse.

The pointer appears on the screen, and the shadow toolbar appears in the lower-

left corner.

Troubleshooting If the pop-up toolbar doesn’t appear, press the Esc key to end

the slide show. Then click the Microsoft Offi ce Button, click PowerPoint Options, click

Advanced, and in the Slide Show section, select the Show Popup Toolbar check box,

and click OK.

6. On the toolbar, click the Next button (the button at the right end of the shadow

toolbar) to display Slide 3.

7. Right-click anywhere on the screen, and then click Previous to redisplay Slide 2.

8. Right-click anywhere on the screen, point to Go to Slide, and then in the list of

slide names, click 7 Pulling It All Together.

9. Display the toolbar, click the Navigation button, and then click Next to display

Slide 8.

10. Use various navigation methods to move around the slide show until you are

comfortable moving around.

11. Right-click anywhere on the screen, and then click End Show.

Slide 8 appears in Normal view.

Tip If you click all the way through to the end of the presentation, PowerPoint displays

a black screen to indicate that the next click will return you to the previous view. If you

do not want the black screen to appear at the end of a presentation, click the Microsoft

Offi ce Button, click PowerPoint Options, and click Advanced. Then in the Slide Show

area, clear the End With Black Slide check box, and click OK. Then clicking while the last

slide is displayed will return you to the previous view.

12. Display Slide 5, and switch to Slide Show view.

13. Right-click anywhere on the screen, point to Pointer Options, and click Felt Tip Pen.

The pointer changes to resemble the tip of a felt tip pen.

Important When the pen tool is active in Slide Show view, clicking the mouse does

not advance the slide show to the next slide. You need to switch back to the regular

pointer to use the mouse to advance the slide.

Troubleshooting IfIf the pop-up toolbar doesn’t appear, press the Esc key to end the pop-up toolbar doesn’t appear, press the Esc key to end ff

the slide show. Then click the Microsoft Offi ce Button, click PowerPoint Options, clickthe slide show. Then click the Microsoft Offi ce Button, click PowerPoint Options, click

Advanced, and in the Slide Show section, select the Show Popup Toolbar check box, Advanced, and in the Slide Show section, select the Show Popup Toolbar check box,

and click OK.and click OK.

NextNext

NavigationNavigation

Showing a Presentation 461

14. Draw a line under the word Colorizing in the title.

15. Right-click the screen, point to Pointer Options, and then click Erase All Ink on Slide.

The line is erased.

16. Press S to move to the next slide.

17. Display the toolbar, click the Pen button, point to Ink Color, and then in the palette,

click a light purple color.

18. Draw circles around color wheel and swatches.PenPen


19. Right-click anywhere on the screen, point to Pointer Options, and then click Arrow.

The pen tool changes back to the regular pointer, and you can now click the mouse

button to advance to the next slide.

20. Press P to stop the slide show.

A message asks whether you want to keep your ink annotations.

21. Click Discard.

Slide 6 appears in Normal view.

CLOSE the 05_Showing presentation without saving your changes, and if you are not con-

tinuing directly on to the next chapter, quit PowerPoint.

Using Two MonitorsIf your computer can support two monitors, or if you will be presenting a slide

show from your computer through an overhead projector, you might want to check

out Presenter view. In this view, you can control the slide show on one monitor

while the audience sees the presentation in Slide Show view on the other monitor

or the projector screen.

To deliver a slide show on one monitor and use Presenter view on another:

1. Open the PowerPoint presentation you want to set up.

2. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.

The Set Up Show dialog box opens.

3. Under Multiple monitors, click the Display slide show on arrow, and then

in the list, click the name of the monitor you want to use to deliver the

presentation.

The slide show will run full-screen on the specifi ed monitor.

4. Under Multiple monitors, select the Show Presenter View check box, and

then click OK.

5. Switch to Slide Show view to start the slide show on the specifi ed monitor.

6. On the other monitor, use the Presenter view navigation tools to control the

presentation.

You can see details about what slide or bullet point is coming next, see your

speaker notes, jump directly to any slide, black out the screen during a pause

in the presentation, and keep track of the time.

Using Two MonitorsIfIf your computer can support two monitors, or if you will be presenting a slideyour computer can support two monitors, or if you will be presenting a slide

show from your computer through an overhead projector, you might want to check show from your computer through an overhead projector, you might want to check

out Presenter view. In this view, you can control the slide show on one monitorout Presenter view. In this view, you can control the slide show on one monitor

while the audience sees the presentation in Slide Show view on the other monitorwhile the audience sees the presentation in Slide Show view on the other monitor

or the projector screen.or the projector screen.

To deliver a slide show on one monitor and use Presenter view on another:To deliver a slide show on one monitor and use Presenter view on another:

1. 1. Open the PowerPoint presentation you want to set up.Open the PowerPoint presentation you want to set up.

2. 2. On the On the Slide ShowSlide Show tab, in the tab, in the Set UpSet Up group, click group, click Set Up Slide ShowSet Up Slide Show..

The Set Up Show dialog boxThe Set Up Show dialog box opens. opens.

3. 3. Under Under Multiple monitorsMultiple monitors, click the, click the Display slide show onDisplay slide show on arrow, and then arrow, and then

in the list, click the name of the monitor you want to use to deliver thein the list, click the name of the monitor you want to use to deliver the

presentation.presentation.

The slide show will run full-screen on the specifi ed monitor.The slide show will run full-screen on the specifi ed monitor.

4. 4. UnderUnder Multiple monitorsMultiple monitors, select the , select the Show Presenter ViewShow Presenter View check box, and check box, and

then clickthen click OKOK..

5. 5. Switch to Slide Show view to start the slide show on the specifi ed monitor.Switch to Slide Show view to start the slide show on the specifi ed monitor.

6. 6. On the other monitor, use the Presenter view navigation tools to control theOn the other monitor, use the Presenter view navigation tools to control the

presentation.presentation.

You can see details about what slide or bullet point is coming next, see yourYou can see details about what slide or bullet point is coming next, see your

speaker notes, jump directly to any slide, black out the screen during a pause speaker notes, jump directly to any slide, black out the screen during a pause

in the presentation, and keep track of the time.in the presentation, and keep track of the time.

Key Points 463

Key Points When you don’t want to include all the slides in a presentation for a particular au-

dience, you can use a subset of the slides to create a custom slide show. You can

also hide slides and then display them only if appropriate.

You can assign timings to slides manually, or you can rehearse the presentation

and record the slide timings from the rehearsal. The presentation automatically

advances from one slide to the next have the specifi ed time has elapsed.

You can easily create speaker notes to ensure a smooth delivery or print handouts

to ensure that your audience can easily follow along with your presentation.

To run the presentation on a computer other than the one you developed the

presentation on, you can create a presentation package. Including the PowerPoint

Viewer in the package enables the presentation can run on a computer on which

PowerPoint is not installed.

Knowing how to use all the toolbar buttons, commands, and keyboard shortcuts to

navigate in Slide Show view will ensure a smoother presentation delivery.

To emphasize a point, you can mark up slides during a slide show by using different

pen tools and different colors. You can save or discard these annotations.

selecting tables to include in a query, 317sorting, 298–301templates for creating, 250–52updating information in, 356–59

tables, Excel 2007appearance of Excel documents, 218–21defi ning tables for, 172–75overview, 155

tables, PowerPoint 2007, 452tables, Word 2007

formatting, 112–16inserting Excel data into, 125layout options, 112overview, 97–98page layout, controlling with, 124–29performing calculations in, 116–24presenting information in, 104–07styles, 112styles, customizing, 117tabular lists, creating, 102–04working with, 107–11

tabs, 5tabular lists, creating, 102–04Tasks folder, Outlook, 486Tasks module, Outlook, 485templates

for databases, 242–45, 376–80defi ned, 241for presentations, 376–80for presentations, 380–83for tables, 250–52

text. See also documents, Word 2007alignment of, 79editing Word documents, 36–42slide text in PowerPoint. see slide text, PowerPoint

2007text box controls, Access 2007, 257text boxes, in PowerPoint, 393, 399–404text formats, Word 2007, 67–95

AutoFormatAsYou Type tab, 95character formats, 70–77lists, 88–95paragraphs, 77–88Quick Styles, 68–71

texture of backgrounds, in PowerPoint, 436–39themes

in Access form controls, 272defi ned, 216for e-mail messages, 526–27in Excel workbooks, 216–18, 220–21in PowerPoint, 417–21, 429–31, 434

Thesaurus, 45–47, 409, 412–13thumbnails

of PowerPoint slides, 428of Word document pages, 18in Word environment, 7, 11

Thumbnails Pane, 22time, inserting into text, 45time, regional settings for, 337time zones

changing, 598–99confi guring in appointment window, 572, 574

title bar, 5titles, in PowerPoint, 392title slides, in PowerPoint presentations, 380–83To box

composing and sending e-mail message, 506sending e-mail attachments, 511

To-Do Bar, Outlook, 485toolbars

customizing in Outlook, 484fl oating toolbars, 489–90Quick Access, adding buttons to, 148–52

tracking, e-mail message, 521transition effects, slide shows, 446–47translation, in Excel 2007, 169travel, presentations prepared for, 455–58Tri-fold Style print format, Outlook 2007, 600,

602–04TrueType Fonts, 457

UUI (user interface), Outlook 2007, 467underline, character formats, 71underline style, e-mail, 522Unfreeze columns, Access 2007, 254–55Unhide columns, Access 2007, 254–55unmatched query, 314Unread Mail folder, 552update query, 315, 356–59updates

databases, 333–34tables, 356–59

utilities, Access 2007, 365

Vvalidation rules, 345–48

creating with Expression Builder, 345exercise applying, 346–48overview of, 345Validation Rule property, 334

valuesin cells, 156

values 639

Z02I622787.indd 639 12/12/2006 7:28:42 PM

changing data appearance in Excel based on, 226–33

fi nding and replacing, 164–67formulas for data calculation using, 184–90

Var, aggregate functions, 329VBA, form creation using, 278–83View in Overlay Mode button, Outlook 2007,

612–13View in Side-By-Side Mode button, Outlook 2007,

613views

calendar, 590–94document statistics, 61Inbox. see Inbox management, viewsmessages belonging to category, 553

View toolbar, Word 2007, 7, 23–25virtual private network (VPN), 469VLOOKUP function, 192vocabulary selection, Word 2007, 45–48voting options, setting e-mail message, 521VPN (virtual private network), 469

WWeb Layout view, 17Web page, saving calendar information as, 607–08Weekly Style print format, Outlook 2007, 600wildcards

fi ltering with, 302Word 2007, 53

windowsExcel program window. see Excel 2007, program

windowOutlook defaults, 490Outlook program window, 483–85Word program window, 4

Windows Mobile, 574Windows Registry, 478Windows XP

compatibility issues, 4, 36troubleshooting, 568

Word 2007, columnsdeleting, 106fl owing text into, 99–102inserting, 106, 107–08overview, 97–98selecting, 106sizing, 106

Word 2007, document management, 35–65compatibility with Windows XP, 36editing overview, 35–36editing text, 36–42fi nalizing, 61–65fi nding and replacing text, 51–55

grammar error correction, 56–61inserting saved text, 42–45outlining, 48–51proofreading overview, 35–36replacing text, 51–55saving, 26–29spelling error correction, 56–61statistics of, 61word usage, improving, 45–48

Word 2007, exploring, 3–33basic Word operations, 33closing, 16compatibility with earlier versions, 17creating, 25–26displaying, 17–25elements of Word environment, 4–7galleries of thumbnails, 7inserting Excel worksheets into Word documents,

33inserting saved text in Word documents, 33live preview, 7Microsoft Offi ce Button, 8–12moving around in, 13–16opening, 12–13previewing, 29–33printing, 29–33Print Layout View, customizing, 19–25starting, 8View tab, 18View toolbar, 18view types, 17–18window, 4Word Help button, introduced, 6

Word 2007, tablesformatting, 112–16inserting Excel data into, 125layout options, 112overview, 97–98page layout, controlling with, 124–29performing calculations in, 116–24presenting information in, 104–07styles, customizing, 117tabular lists, creating, 102–04working with, 107–11

Word 2007, text formats, 67–95AutoFormatAsYou Type tab, 95character formats, 70–77lists, 88–95paragraphs, 77–88Quick Styles, 68–71

Word documents (.doc), in PowerPoint presentations, 383–85

word processing, 3word usage, in documents, 45–48word wrap feature, Word 2007, 25

640 Var, aggregate functions

Z02I622787.indd 640 12/12/2006 7:28:43 PM

workbooks, Excel 2007, 133–53creating, 134–37data calculations in, 179modifying, 138–41multiple windows, arranging, 147–48naming groups of data in, 180–83overview, 133–34Program Window, customizing, 146–52Quick Access Toolbar, adding buttons to, 148–52themes, 216–18, 220–21worksheets in, modifying, 141–45zooming in on worksheets, 146

workspace, for Outlook meeting, 586–87workspace, Outlook 2007, 483–90

appearance and layout options for, 484–85areas or elements of, 483changing space allocated to module content pane,

487–90displaying modules, 486mailbox folders, 485–86showing/hiding specifi c workspace elements, 485

work week, Outlook 2007confi guring for multiple time zones, 598–99viewing and changing, 596–98

YYes/No (Boolean) data type, 335

Zzip codes, Access 2007, 250zooming

in Excel worksheets, 146, 149–50in PowerPoint slides, 428

Zoom, Word 2007, 19–21

Zoom, Word 2007 641

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