step by step microsoft office powerpoint 2007

PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399

Copyright © 2007 by Joyce Cox, Joan Preppernau, and Online Training Solutions, Inc.

All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher.

Library of Congress Control Number: 2006937016 Printed and bound in the United States of America. 1 2 3 4 5 6 7 8 9 QWT 2 1 0 9 8 7 Distributed in Canada by H.B. Fenn and Company Ltd. A CIP catalogue record for this book is available from the British Library. Microsoft Press books are available through booksellers and distributors worldwide. For further infor-mation about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft.com/mspress. Send comments to [email protected]. Other product and company names mentioned herein may be the trademarks of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the author’s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Aldous Atkinson Project Editor: Sandra Haynes

Body Part No. X12-64029

iii

ContentsAbout the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

Introducing PowerPoint 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi

New Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xi

Discontinued Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xiv

Information for Readers Running Windows XP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv

Managing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv

Using the Start Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi

Navigating Dialog Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii

The Microsoft Business Certifi cation Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix

Selecting a Certifi cation Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xx

Becoming a Microsoft Certifi ed Application Specialist . . . . . . . . . . . . . . . . . . . . . . . . . xx

Taking a Microsoft Business Certifi cation Exam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxi

For More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxii

Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii

Using the Book’s CD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

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

Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxviii

Installing the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxix

Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxx

Removing and Uninstalling the Practice Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxi

Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii

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

Getting Help with PowerPoint 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxxiii

Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxix

Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit:

www.microsoft.com/learning/booksurvey/

What do you think of this book? We want to hear from you!

iv Contents

1 Exploring PowerPoint 2007 1Working in the PowerPoint Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Opening, Moving Around in, and Closing a Presentation . . . . . . . . . . . . . . . . . . . . . . 11

Sidebar: Compatibility with Earlier Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Displaying Different Views of a Presentation. . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 14

Saving a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2 Starting a New Presentation 25Quickly Creating a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Creating a Presentation Based on a Ready-Made Design . . . . . . . . . . . . . . . . . . . . . .30

Converting an Outline to a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Sidebar: Exporting a Presentation as an Outline . . . . . . . . . . . . . . . . . . . . . . . . . 35

Reusing Existing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Sidebar: Working with a Slide Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

3 Working with Slide Text 41Entering Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . 47

Adding and Manipulating Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Sidebar: Changing the Default Font for Text Boxes . . . . . . . . . . . . . . . . . . . . . . .54

Correcting and Sizing Text While Typing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Sidebar: Smart Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Checking Spelling and Choosing the Best Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Finding and Replacing Text and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Changing the Size, Alignment, Spacing, and Look of Text . . . . . . . . . . . . . . . . . . . . . .66

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

4 Adjusting the Layout, Order, and Look of Slides 73Changing the Layout of a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Rearranging Slides in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Applying a Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Switching to a Different Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Sidebar: Changing a Theme’s Fonts and Effects. . . . . . . . . . . . . . . . . . . . . . . . . .84

Contents v

Using Colors That Are Not Part of the Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Adding Shading and Texture to the Background of a Slide . . . . . . . . . . . . . . . . . . . . .86

Sidebar: Adding a Picture to the Slide Background. . . . . . . . . . . . . . . . . . . . . . .86

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

5 Adding Tables, Charts, and Diagrams 91Inserting and Formatting a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Inserting and Updating an Excel Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96

Inserting and Formatting a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Sidebar: Additional Chart Formatting Options . . . . . . . . . . . . . . . . . . . . . . . . . .106

Inserting and Formatting a Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

Converting Existing Bullet Points into a Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113

6 Enhancing Slides with Graphics 115Inserting and Modifying Clip Art Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116

Sidebar: Using the Clip Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122

Inserting and Modifying Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Sidebar: Graphic Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Creating a Photo Album. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130

Drawing, Modifying, and Connecting Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132

Inserting and Modifying Stylized Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139

Aligning and Stacking Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

7 Adding Animation, Sound, and Movies 149Animating Slide Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Adding Transition Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156

Inserting, Playing, and Modifying Sounds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158

Sidebar: Recording a Narration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162

Inserting, Playing, and Modifying Movies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .165

vi Contents

8 Reviewing and Sharing a Presentation 167Previewing and Printing a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Restricting Access to a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Inserting Review Comments in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Using a Document Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Sidebar: Sending a Presentation as an E-Mail Message Attachment . . . . . . .182

Finalizing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182

Sidebar: Attaching a Digital Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184

Sidebar: Information Rights Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . .185

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187

9 Creating Your Own Presentation Elements 189Creating Theme Colors and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190

Viewing and Changing a Presentation’s Master Slides . . . . . . . . . . . . . . . . . . . . . . . .194

Creating a Slide Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202

Saving a Custom Design Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209

10 Delivering a Presentation Electronically 211Adapting a Presentation for Different Audiences . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

Rehearsing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .215

Sidebar: Creating a Self-Running Presentation. . . . . . . . . . . . . . . . . . . . . . . . . .219

Preparing Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220

Preparing a Presentation for Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225

Showing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228

Sidebar: Using Two Monitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233

11 Setting Up a Presentation for Web Viewing 235Creating a Hyperlink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236

Sidebar: Attaching the Same Hyperlink to Every Slide . . . . . . . . . . . . . . . . . . .239

Attaching an Action to Text or an Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .240

Saving a Presentation for the Web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .251

Contents vii

12 Customizing PowerPoint 253Changing Default Presentation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254

Making Favorite PowerPoint Commands Easily Accessible . . . . . . . . . . . . . . . . . . . .261

Sidebar: Tracking Down Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . .265

Making Commands Available with a Specifi c Presentation . . . . . . . . . . . . . . . . . . . .265

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit:

www.microsoft.com/learning/booksurvey/

What do you think of this book? We want to hear from you!

ix

About the Authors

Joyce CoxJoyce has 25 years’ experience in the development of training materials about technical

subjects for non-technical audiences, and is the author of dozens of books about Offi ce

and Windows technologies. She is the Vice President of Online Training Solutions, Inc.

(OTSI). She was President of and principal author for Online Press, where she developed

the Quick Course series of computer training books for beginning and intermediate adult

learners. She was also the fi rst managing editor of Microsoft Press, an editor for Sybex,

and an editor for the University of California. Joyce and her husband Ted live in down-

town Bellevue, Washington, and escape as often as they can to their tiny, offl ine cabin

in the Cascade foothills.

Joan PreppernauJoan is the author of more than a dozen books about Windows and Offi ce, including the

popular Microsoft Windows XP Step by Step. Having learned about computers literally

at her father’s knee, Joan’s wide-ranging experiences in various facets of the computer

industry contribute to her enthusiasm for producing interesting, useful, and reader-

friendly training materials. Joan is the President of Online Training Solutions, Inc. (OTSI)

and an avid telecommuter. The power of the Internet and an obsession with technology

have made it possible for Joan to live and work in New Zealand, Sweden, Denmark, and

various locations in the U.S. during the past 15 years. Having fi nally discovered the de-

lights of a daily dose of sunshine, Joan has recently settled in San Diego, California, with

her husband Barry and their daughter Trinity.

x About the Authors

The TeamWithout the support of the hard-working members of the OTSI publishing team, this

book would not exist. Susie Bayers and Marlene Lambert guided the editorial process,

and Robert (RJ) Cadranell guided the production process. Jaime Odell copyedited the

book, and Jan Bednarczuk created its index. Lisa Van Every laid out the book using

Adobe InDesign, and Jeanne Craver processed the graphics. Another important mem-

ber of our team, Microsoft Press Series Editor Sandra Haynes, provided invaluable

support throughout the writing and production processes.

Online Training Solutions, Inc. (OTSI)OTSI specializes in the design, creation, and production of Offi ce and Windows

training products for information workers and home computer users. For more

information about OTSI, visit

www.otsi.com

xi

Introducing PowerPoint 2007Microsoft Office PowerPoint 2007 is a full-featured presentation program that helps you quickly and efficiently develop dynamic, professional-looking presentations and then deliver them to an audience. You can use PowerPoint to:

Introduce an idea, proposal, organization, product, or process with professionally designed high-impact slides.

Use galleries of styles and formatting options to achieve the right combination of colors, fonts, and effects.

Bolster your arguments by easily adding pictures, shapes, and fancy display text.

Convey numeric data in easy-to-grasp ways with styled tables or visually compelling charts.

Use SmartArt graphics to create sophisticated diagrams that reflect processes, hierarchies, and other relationships.

Create custom layouts so that your presentation has a unique look and feel.

Collaborate with colleagues, giving and receiving feedback to ensure the best possible presentation.

PowerPoint 2007 has been extensively overhauled and improved with this version. You’ll notice some obvious changes as soon as you start the program, because the top of the program window has a completely new look, described in Chapter 1, “Exploring PowerPoint 2007.” But the improvements go way beyond these changes in appearance. Throughout this book, we include discussions of each new feature that is likely to be useful to you and how and when to use it.

Tip Included in the back of this book is a four-color poster provided for your reference. This convenient guide points out some of the best new features of the redesigned Office user interface and includes tips to get you started. You will learn about these features and many more while working through this book.

New FeaturesBecause there are so many new features in this version of PowerPoint, we don’t iden-tify them with a special margin icon as we did in previous versions of this book. We do, however, list them here. If you’re upgrading to PowerPoint 2007 from a previous version,

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xii Introducing PowerPoint 2007

you’re probably most interested in the differences between the old and new versions and how they will affect you, as well as how to find out about them in the quickest possi-ble way. The sections below list new features you will want to be aware of, depending on the version of PowerPoint you are upgrading from. To quickly locate information about these features, see the Index at the back of this book.

If You Are Upgrading from PowerPoint 2003If you have been using PowerPoint 2003, you will soon realize that PowerPoint 2007 is not just an incremental upgrade to what seemed like a pretty comprehensive set of features and tools. In addition to introducing a more efficient approach to working with presentations, PowerPoint 2007 includes a long list of new and improved features, including the following:

The Ribbon. No more hunting through menus, submenus, and dialog boxes. This new interface organizes all the commands most people use most often, making them quickly accessible from tabs at the top of the program window.

Live preview. See the effect of a style, theme, or other option before you apply it.

Custom layouts. Easily create your own layouts with placeholders for specific objects, and then save them for use in other presentations.

SmartArt graphics. Use this awesome new diagramming tool to create sophisti-cated diagrams with 3-D shapes, transparency, drop shadows, and other effects.

Slide libraries. Share slide content with team members in a special Microsoft SharePoint library for presentations and slides.

Presentation cleanup. Have PowerPoint check for and remove comments, hidden text, and personal information stored as properties before you declare a presentation final.

If You Are Upgrading from PowerPoint 2002In addition to the features listed in the previous section, if you’re upgrading from PowerPoint 2002 (part of the Office XP system), you’ll want to take note of the following new features that were introduced in PowerPoint 2003:

Thesaurus and research service. Choose words that suit your presentation and your audience, and research information on the Web.

Smart tags. Track types of data that can be used in multiple ways, such as dates, names, and addresses.

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Introducing PowerPoint 2007 xiii

Improved media playback. Get superior performance when playing video or sound.

Tablet PC support. Edit a presentation in your own handwriting.

Document workspaces. Collaborate with team members on presentations stored on SharePoint sites.

Information Rights Management, improved password protection, and digitalsignatures. Restrict who can work on a presentation.

Package for CD. Make sure you include all the files you need when you transfer a presentation to a CD.

New slide show navigation tools. Move smoothly from slide to slide when delivering an electronic slide show.

Improved ink annotations. Mark up slides during a presentation.

If You Are Upgrading from PowerPoint 2000If you are upgrading from PowerPoint 2000, you’ve got a lot of catching up to do, but this upgrade will definitely be worth the effort. In addition to the features listed in the previous sections, the following features and tools, which were added in PowerPoint 2002, will be new to you:

Overview pane. Quickly view a presentation outline or slide thumbnails on tabs in this handy pane on the left side of the program window.

Task pane. Quickly access groups of related commands or options in this pane on the right side of the program window. This pane is used for searching, accessing design templates, clip art, viewing and working with Clipboard content, and other PowerPoint tasks.

Print Preview. Preview presentation slides before you print them.

AutoCorrect and AutoFit options. Control the features that correct spelling as you type and resize text to fit its placeholder.

Multiple masters. Add more than one master to a presentation.

Visible grid. Display a grid to align objects.

Photo album. Create a presentation that can be used as a photo album.

Compress pictures. Reduce the size of pictures in a presentation.

Animation schemes. Quickly apply a set of animations to an object or slide.

a05i623015.indd 13 11/21/2006 10:50:00 PM

xiv Introducing PowerPoint 2007

Discontinued FeaturesThe following features that you might have used in PowerPoint 2003 or earlier versions are not supported by PowerPoint 2007. Comparable or replacement features are listed where applicable.

Discontinued Feature PowerPoint 2007 Feature

AutoContent wizard Create presentations based on templates with themes and layouts.

Adding pictures from ascanner or camera

Download the pictures, and then insert by clicking the Picture button in the Illustrations group on the Insert tab.

Commands on the Web toolbar

Use the Location box instead of the Address box; add the Back and Forward buttons to the Quick Access Toolbar.

Macro recorder Create or edit macros by using Microsoft Visual Basic for Applications (VBA).

Live broadcast add-in Collaborate and share presentations by using Microsoft Live Meeting or Windows Meeting.

Send For Review command Attach your presentation to an e-mail message.

Summary and contents slides Copy slide titles onto a summary or contents slide.

Apple QuickTime movie support

Create a link to the QuickTime movie, or convert it to a Microsoft Windows video.

Title master Define the content and formatting for the title slide in Slide Master view.

Allow Fast Saves option PowerPoint always saves the entire presentation.

a05i623015.indd 14 11/21/2006 10:50:00 PM

xv

Information for Readers Running Windows XP

The graphics and the operating system–related instructions in this book refl ect the

Windows Vista user interface. However, Windows Vista is not required; you can also use

a computer running Microsoft Windows XP.

Most of the differences you will encounter when working through the exercises in this

book on a computer running Windows XP center around appearance rather than func-

tionality. For example, the Windows Vista Start button is round rather than rectangular

and is not labeled with the word Start; window frames and window-management but-

tons look different; and if your system supports Windows Aero, the window frames

might be transparent.

In this section, we provide steps for navigating to or through menus and dialog boxes

in Windows XP that differ from those provided in the exercises in this book. For the most

part, these differences are small enough that you will have no diffi culty in completing

the exercises.

Managing the Practice FilesThe instructions given in the “Using the Book’s CD” section are specifi c to Windows

Vista. The only differences when installing, using, uninstalling, and removing the practice

fi les supplied on the companion CD are the default installation location and the uninstall

process.

On a computer running Windows Vista, the default installation location of the practice

fi les is Documents\MSP\SBS_PowerPoint2007. On a computer running Windows XP, the

default installation location is My Documents\MSP\SBS_PowerPoint2007. If your comput-

er is running Windows XP, whenever an exercise tells you to navigate to your Documents folder, you should instead go to your My Documents folder.

To uninstall the practice fi les from a computer running Windows XP:

1. On the Windows taskbar, click the Start button, and then click Control Panel.

2. In Control Panel, click (or in Classic view, double-click) Add or Remove Programs.

xvi Information for Readers Running Windows XP

3. In the Add or Remove Programs window, click Microsoft Offi ce PowerPoint 2007 Step by Step, and then click Remove.

4. In the Add or Remove Programs message box asking you to confi rm the deletion,

click Yes.

Important If you need help installing or uninstalling the practice fi les, please see the

“Getting Help” section later in this book. Microsoft Product Support Services does not

provide support for this book or its companion CD.

Using the Start MenuTo start PowerPoint 2007 on a computer running Windows XP:

Click the Start button, point to All Programs, click Microsoft Offi ce, and then click

Microsoft Offi ce PowerPoint 2007.

Folders on the Windows Vista Start menu expand vertically. Folders on the Windows XP

Start menu expand horizontally. You will notice this variation between the images shown

in this book and your Start menu.

Information for Readers Running Windows XP xvii

Navigating Dialog BoxesOn a computer running Windows XP, some of the dialog boxes you will work with in

the exercises not only look different from the graphics shown in this book but also work

differently. These dialog boxes are primarily those that act as an interface between

PowerPoint and the operating system, including any dialog box in which you navigate to

a specifi c location. For example, here are the Open dialog boxes from PowerPoint 2007

running on Windows Vista and Windows XP and examples of ways to navigate in them.

Windows Vista versionWindows XP version

To navigate to the Chapter01 folder in Windows Vista:

In the Favorite Links pane, click Documents. Then in the folder content pane,

double-click MSP, SBS_PowerPoint2007, and double-click Chapter01.

To move back to the SBS_PowerPoint2007 folder in Windows Vista:

In the upper-left corner of the dialog box, click the Back button.

To navigate to the Chapter01 folder in Windows XP:

On the Places bar, click My Documents. Then in the folder content pane, double-

click MSP, SBS_PowerPoint2007, and double-click Chapter01.

To move back to the SBS_PowerPoint2007 folder in Windows XP:

On the toolbar, click the Up One Level button.

BackBack

Up One LevelUp One Level

xix

The Microsoft Business Certifi cation Program

Desktop computing profi ciency is becoming increasingly important in today’s business

world. As a result, when screening, hiring, and training employees, more employers

are relying on the objectivity and consistency of technology certifi cation to ensure the

competence of their workforce. As an employee or job seeker, you can use technology

certifi cation to prove that you already have the skills you need to succeed, saving cur-

rent and future employers the trouble and expense of training you.

The Microsoft Business Certifi cation program is designed to assist employees in validat-

ing their Windows Vista skills and 2007 Microsoft Offi ce program skills. There are two

paths to certifi cation:

A Microsoft Certifi ed Application Specialist (MCAS) is an individual who has dem-

onstrated worldwide skill standards for Windows Vista or the 2007 Microsoft

Offi ce suite through a certifi cation exam in Windows Vista or in one or more

of the 2007 Microsoft Offi ce programs, including Microsoft Offi ce Word 2007,

Microsoft Offi ce Excel 2007, Microsoft Offi ce PowerPoint 2007, Microsoft Offi ce

Outlook 2007, and Microsoft Offi ce Access 2007.

A Microsoft Certifi ed Application Professional (MCAP) is an individual who has

taken his or her knowledge of the 2007 Microsoft Offi ce suite and of Microsoft

SharePoint products and technologies to the next level and has demonstrated

through a certifi cation exam that he or she can use the collaborative power of the

Offi ce suite to accomplish job functions such as Budget Analysis and Forecasting,

or Content Management and Collaboration.

After attaining certifi cation, you can include the MCAS or MCAP logo with the appro-

priate certifi cation designator on your business cards and other personal promotional

materials. This logo attests to the fact that you are profi cient in the applications or

cross-application skills necessary to achieve the certifi cation.

xx The Microsoft Business Certifi cation Program

Selecting a Certifi cation PathWhen selecting the Microsoft Business Certifi cation path that you would like to pursue,

you should assess the following:

The program and program version(s) with which you are familiar

The length of time you have used the program

Whether you have had formal or informal training in the use of that program

Candidates for MCAS-level certifi cation are expected to successfully complete a wide

range of standard business tasks, such as formatting a document or spreadsheet.

Successful candidates generally have six or more months of experience with Windows

Vista or the specifi c Offi ce the program, including either formal, instructor-led training or

self-study using MCAS-approved books, guides, or interactive computer-based materials.

Candidates for MCAP-level certifi cation are expected to successfully complete more

complex, business-oriented tasks utilizing advanced functionality with the combined

2007 Microsoft Offi ce suite of products. Successful candidates generally have between

six months and one or more years of experience with the programs, including formal,

instructor-led training or self-study using MCAP-approved materials.

Becoming a Microsoft Certifi ed Application Specialist

Every MCAS and MCAP certifi cation exam is developed from a set of exam skill standards

that are derived from studies of how Windows Vista and the 2007 Offi ce programs are

used in the workplace. Because these skill standards dictate the scope of each exam, they

provide you with critical information on how to prepare for certifi cation.

To become certifi ed as a Microsoft Certifi ed Application Specialist for Microsoft Offi ce

PowerPoint 2007, you must demonstrate profi ciency in these four areas:

Creating and formatting presentations. You must demonstrate the ability to create

new presentations from blank presentations, templates, existing presentations, and

Word 2007 outlines; customize slide masters; create and change presentation ele-

ments; add, change and remove transitions between slides; set slide size and presen-

tation orientation; and arrange slides.

The Microsoft Business Certifi cation Program xxi

Creating and formatting slide content. You must demonstrate the ability to insert

and format text boxes; format, move, and copy text; create and format bulleted

and numbered lists; format paragraphs; insert and modify WordArt; add and link

existing content to presentations; reuse slides from an existing presentation; copy

elements from one slide to another; insert hyperlinks; insert media clips; and apply,

customize, modify, and remove animations.

Working with visual content. You must demonstrate the ability to create and

format SmartArt diagrams from scratch and from bullet points; insert, format,

modify, group, and align pictures, clip art, and shapes; insert, format, and modify

charts; and insert, format, and modify tables.

Collaborating on and delivering presentations. You must demonstrate the abil-

ity to work with comments; save a presentation in the appropriate format, remove

private information, and mark it as fi nal; restrict permissions, set a password, and

attach a digital signature; print slides and handouts; and rehearse a presentation,

package it on a CD, set slide show options, and use presentation tools.

Taking a Microsoft Business Certifi cation ExamThe MCAS and MCAP certifi cation exams for Windows Vista and the 2007 Offi ce

programs are performance-based and require you to complete business-related tasks

using an interactive simulation (a digital model) of the Windows Vista operating

system or one or more programs in the Offi ce suite.

Test-Taking Tips Follow all instructions provided in each question completely and accurately.

Enter requested information as it appears in the instructions, but without duplicating

the formatting unless you are specifi cally instructed to do otherwise. For example,

the text and values you are asked to enter might appear in the instructions in bold

and underlined (for example, text), but you should enter the information without

applying these formats.

Close all dialog boxes before proceeding to the next exam question unless you are

specifi cally instructed otherwise.

xxii The Microsoft Business Certifi cation Program

Don’t close task panes before proceeding to the next exam question unless you are

specifi cally instructed to do otherwise.

If you are asked to print a document, spreadsheet, chart, report, or slide, perform

the task, but be aware that nothing will actually be printed.

Don’t worry about extra keystrokes or mouse clicks. Your work is scored based

on its result, not on the method you use to achieve that result (unless a specifi c

method is indicated in the instructions), and not on the time you take to complete

the question.

If your computer becomes unstable during the exam (for example, if the exam

does not respond or the mouse no longer functions) or if a power outage occurs,

contact a testing center administrator immediately. The administrator will restart

the computer and return the exam to the point where the interruption occurred

with your score intact.

Certifi cationAt the conclusion of the exam, you will receive a score report, which you can print with

the assistance of the testing center administrator. If your score meets or exceeds the

passing standard (the minimum required score), you will be mailed a printed certifi cate

within approximately 14 days.

For More InformationTo learn more about the Microsoft Certifi ed Application Specialist exams and

courseware, visit

http://www.microsoft.com/learning/mcp/mcas/

To learn more about the Microsoft Certifi ed Application Professional exams and

courseware, visit

http://www.microsoft.com/learning/mcp/mcap/

xxiii

Features and Conventions of This Book

This book has been designed to lead you step by step through all the tasks you are most

likely to want to perform in Microsoft Offi ce PowerPoint 2007. If you start at the beginning

and work your way through all the exercises, you will gain enough profi ciency to be able

to create and work with all the common types of PowerPoint presentations. However, each

topic is self contained. If you have worked with a previous version of PowerPoint, or if you

completed all the exercises and later need help remembering how to perform a proce-

dure, the following features of this book will help you locate specifi c information:

Detailed table of contents. A listing of the topics and sidebars within each

chapter.

Chapter thumb tabs. Easily locate the beginning of the chapter you want.

Topic-specifi c running heads. Within a chapter, quickly locate the topic you want

by looking at the running head of odd-numbered pages.

Quick Reference. General instructions for each procedure covered in specifi c detail

elsewhere in the book. Refresh your memory about a task while working with your

own documents.

Detailed index. Look up specifi c tasks and features and general concepts in the

index, which has been carefully crafted with the reader in mind.

Companion CD. Contains the practice fi les needed for the step-by-step exer-

cises, as well as a fully searchable electronic version of this book and other useful

resources.

Reference card. A tear-out guide to the new Microsoft Offi ce system user inter-

face features.

In addition, we provide a glossary of terms for those times when you need to look up

the meaning of a word or the defi nition of a concept.

You can save time when you use this book by understanding how the Step by Step series

shows special instructions, keys to press, buttons to click, and so on.

xxiv Features and Conventions of This Book

Convention Meaning

This icon at the end of a chapter introduction indicates information

about the practice fi les provided on the companion CD for use in

the chapter.

USE This paragraph preceding a step-by-step exercise indicates the practice

fi les that you will use when working through the exercise.

BE SURE TO This paragraph preceding or following an exercise indicates any require-

ments you should attend to before beginning the exercise or actions

you should take to restore your system after completing the exercise.

OPEN This paragraph preceding a step-by-step exercise indicates fi les that

you should open before beginning the exercise.

CLOSE This paragraph following a step-by-step exercise provides instructions

for closing open fi les or programs before moving on to another topic.

12

Blue numbered steps guide you through step-by-step exercises and

Quick Reference versions of procedures.

12

Black numbered steps guide you through procedures in sidebars and

expository text.

An arrow indicates a procedure that has only one step.

See Also These paragraphs direct you to more information about a given topic

in this book or elsewhere.

Troubleshooting These paragraphs explain how to fi x a common problem that might

prevent you from continuing with an exercise.

Tip These paragraphs provide a helpful hint or shortcut that makes work-

ing through a task easier, or information about other available options.

Important These paragraphs point out information that you need to know to

complete a procedure.

Save

The fi rst time you are told to click a button in an exercise, a picture of

the button appears in the left margin. If the name of the button does

not appear on the button itself, the name appears under the picture.

F In step-by-step exercises, keys you must press appear as they would on

a keyboard.

H+> A plus sign (+) between two key names means that you must hold

down the fi rst key while you press the second key. For example, “press

H+>” means “hold down the H key while you press the > key.”

Program interface elements

In steps, the names of program elements, such as buttons, commands,

and dialog boxes, are shown in black bold characters.

User input Anything you are supposed to type appears in blue bold characters.

Glossary terms Terms that are explained in the glossary at the end of the book are

shown in blue italic characters.

xxv

Using the Book’s CDThe companion CD included with this book contains the practice fi les you’ll use as you

work through the book’s exercises, as well as other electronic resources that will help you

learn how to use Microsoft Offi ce PowerPoint 2007.

What’s on the CD?The following table lists the practice fi les supplied on the book’s CD.

Chapter Files

Chapter 1: Exploring PowerPoint 2007 02_Opening.pptx

03_Viewing1.pptx

03_Viewing2.pptx

Chapter 2: Starting a New Presentation 01_Creating.pptx

03_Converting.docx

04_Reusing1.pptx

04_Reusing2.pptx

Chapter 3: Working with Slide Text 02_Editing.pptx

03_TextBoxes.pptx

04_Correcting.pptx

05_Spelling.pptx

06_Finding.pptx

07_Changing.pptx

Chapter 4: Adjusting the Layout, Order,

and Look of Slides

01_Layout.pptx

02_Rearranging.pptx

03_Theme1.pptx

03_Theme2.pptx

04_ColorScheme.pptx

05_OtherColors.pptx

06_Background.pptx

xxvi Using the Book’s CD

Chapter Files

Chapter 5: Adding Tables, Charts,

and Diagrams

01_Tables.pptx

02_Worksheets.pptx

02_Costs.xlsx

03_Charts.pptx

04_Diagrams.pptx

05_BulletDiagrams.pptx

Chapter 6: Enhancing Slides with

Graphics

01_ClipArt.pptx

02_Pictures1.pptx

02_Pictures2.jpg

02_Pictures3.jpg

02_Pictures4.jpg

02_Pictures5.jpg

03_PhotoAlbum1.jpg

03_PhotoAlbum2.jpg

03_PhotoAlbum3.jpg

03_PhotoAlbum4.jpg

04_Shapes.pptx

05_WordArt.pptx

06_Aligning.pptx

Chapter 7: Adding Animation, Sound,

and Movies

01_Animation.pptx

02_Transition.pptx

03_Sounds.pptx

03_Introduction.wav

04_Movies.pptx

04_HouseHome.wmv

Chapter 8: Reviewing and Sharing a

Presentation

01_Printing.pptx

02_Password.pptx

03_Comments.pptx

06_Finalizing.pptx

Chapter 9: Creating Your Own

Presentation

01_CustomTheme.pptx

02_Background.jpg

02_Masters.pptx

03_CustomLayout.pptx

04_CustomTemplate.pptx

Using the Book’s CD xxvii

Chapter Files

Chapter 10: Delivering a Presentation

Electronically

01_Adapting.pptx

02_Rehearsing.pptx

03_NotesHandouts.pptx

03_YinYang.png

04_Travel.pptx

05_Showing.pptx

Chapter 11: Setting Up a Presentation

for Web Viewing

01_Hyperlink.pptx

01_Procedures.docx

02_Action.pptx

03_WebPage.pptx

Chapter 12: Customizing PowerPoint 02_Commands.pptx

03_Toolbar.pptx

In addition to the practice fi les, the CD contains some exciting resources that will really

enhance your ability to get the most out of using this book and PowerPoint 2007, includ-

ing the following:

Microsoft Offi ce PowerPoint 2007 Step by Step in eBook format

Microsoft Computer Dictionary, 5th ed. eBook

First Look 2007 Microsoft Offi ce System (Katherine Murray, 2006)

Sample chapter and poster from Look Both Ways: Help Protect Your Family on the Internet (Linda Criddle, 2007)

Important The companion CD for this book does not contain the PowerPoint 2007 soft-

ware. You should purchase and install that program before using this book.

xxviii Using the Book’s CD

Minimum System Requirements

2007 Microsoft Offi ce SystemThe 2007 Microsoft Offi ce system includes the following programs:

Microsoft Offi ce Access 2007

Microsoft Offi ce Communicator 2007

Microsoft Offi ce Excel 2007

Microsoft Offi ce Groove 2007

Microsoft Offi ce InfoPath 2007

Microsoft Offi ce OneNote 2007

Microsoft Offi ce Outlook 2007

Microsoft Offi ce Outlook 2007 with Business Contact Manager

Microsoft Offi ce PowerPoint 2007

Microsoft Offi ce Publisher 2007

Microsoft Offi ce Word 2007

No single edition of the 2007 Offi ce system installs all of the above programs. Specialty

programs available separately include Microsoft Offi ce Project 2007, Microsoft Offi ce

SharePoint Designer 2007, and Microsoft Offi ce Visio 2007.

To install and run these programs, your computer needs to meet the following minimum

requirements:

500 megahertz (MHz) processor

256 megabytes (MB) RAM

CD or DVD drive

2 gigabytes (GB) available hard disk space; a portion of this disk space will be freed

if you select the option to delete the installation fi les

Tip Hard disk requirements will vary depending on confi guration; custom installation

choices might require more or less hard disk space.

Monitor with 800×600 screen resolution; 1024×768 or higher recommended

Keyboard and mouse or compatible pointing device

Using the Book’s CD xxix

Internet connection, 128 kilobits per second (Kbps) or greater, for download and

activation of products, accessing Microsoft Offi ce Online and online Help topics,

and any other Internet-dependent processes

Windows Vista or later, Microsoft Windows XP with Service Pack 2 (SP2), or

Microsoft Windows Server 2003 or later

Windows Internet Explorer 7 or Microsoft Internet Explorer 6 with service packs

The 2007 Microsoft Offi ce suites, including Offi ce Basic 2007, Offi ce Home & Student

2007, Offi ce Standard 2007, Offi ce Small Business 2007, Offi ce Professional 2007, Offi ce

Ultimate 2007, Offi ce Professional Plus 2007, and Offi ce Enterprise 2007, all have similar

requirements.

Step-by-Step ExercisesIn addition to the hardware, software, and connections required to run the 2007

Microsoft Offi ce system, you will need the following to successfully complete the

exercises in this book:

PowerPoint 2007, Word 2007, Excel 2007, and Outlook 2007

Access to a printer

10 MB of available hard disk space for the practice fi les

Installing the Practice FilesYou need to install the practice fi les in the correct location on your hard disk before you

can use them in the exercises. Follow these steps:

1. Remove the companion CD from the envelope at the back of the book, and insert

it into the CD drive of your computer.

The Step By Step Companion CD License Terms appear. Follow the on-screen direc-

tions. To use the practice fi les, you must accept the terms of the license agreement.

After you accept the license agreement, a menu screen appears.

Important If the menu screen does not appear, click the Start button and then click

Computer. Display the Folders list in the Navigation pane, click the icon for your CD

drive, and then in the right pane, double-click the StartCD executable fi le.

2. Click Install Practice Files.

xxx Using the Book’s CD

3. Click Next on the fi rst screen, and then click Next to accept the terms of the license

agreement on the next screen.

4. If you want to install the practice fi les to a location other than the default folder

(Documents\MSP\SBS_PowerPoint2007), click the Change button, select the new

drive and path, and then click OK.

Important If you install the practice fi les to a location other than the default, you

will need to substitute that path within the exercises.

5. Click Next on the Choose Destination Location screen, and then click Install on

the Ready to Install the Program screen to install the selected practice fi les.

6. After the practice fi les have been installed, click Finish.

7. Close the Step by Step Companion CD window, remove the companion CD from

the CD drive, and return it to the envelope at the back of the book.

Using the Practice FilesWhen you install the practice fi les from the companion CD that accompanies this book,

the fi les are stored on your hard disk in chapter-specifi c subfolders under Documents\MSP\SBS_PowerPoint2007. Each exercise is preceded by a paragraph that lists the fi les

needed for that exercise and explains any preparations needed before you start working

through the exercise. Here are examples:

USE the 02_Worksheets presentation and the 02_Costs workbook. These practice fi les are

located in the Chapter05 subfolder under SBS_PowerPoint2007.

BE SURE TO start PowerPoint before beginning this exercise.

OPEN the 02_Worksheets presentation.

You can browse to the practice fi les in Windows Explorer by following these steps:

1. On the Windows taskbar, click the Start button, and then click Documents.

2. In your Documents folder, double-click MSP, double-click SBS_PowerPoint2007,

and then double-click a specifi c chapter folder.

You can browse to the practice fi les from a PowerPoint 2007 dialog box by following

these steps:

USE thethe 02_Worksheets02_Worksheets presentation and thepresentation and the 02_Costs02_Costs workbook. These practice fi les are workbook. These practice fi les are

located in thelocated in the Chapter05Chapter05 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

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

OPEN thethe 02_Worksheets02_Worksheets presentation.presentation.

StartStart

Using the Book’s CD xxxi

1. On the Favorite Links pane in the dialog box, click Documents.

2. In your Documents folder, double-click MSP, double-click SBS_PowerPoint2007,

and then double-click the specifi ed chapter folder.

Removing and Uninstalling the Practice FilesYou can free up hard disk space by uninstalling the practice fi les that were installed

from the companion CD. The uninstall process deletes any fi les that you created in the

Documents\MSP\SBS_PowerPoint2007 chapter-specifi c folders while working through

the exercises. Follow these steps:

1. On the Windows taskbar, click the Start button, and then click Control Panel.

2. In Control Panel, under Programs, click the Uninstall a program task.

3. In the Programs and Features window, click Microsoft Offi ce PowerPoint 2007 Step by Step, and then on the toolbar at the top of the window, click the Uninstall button.

4. If the Programs and Features message box asking you to confi rm the deletion

appears, click Yes.

See Also If you need additional help installing or uninstalling the practice fi les, see the “Getting Help” section later in this book.

Important Microsoft Product Support Services does not provide support for this book or

its companion CD.

StartStart

xxxiii

Getting HelpEvery effort has been made to ensure the accuracy of this book and the contents of its

companion CD. If you do run into problems, please contact the sources listed below for

assistance.

Getting Help with This Book and Its Companion CDIf your question or issue concerns the content of this book or its companion CD, please

fi rst search the online Microsoft Press Knowledge Base , which provides support informa-

tion for known errors in or corrections to this book, at the following Web site:

www.microsoft.com/mspress/support/search.asp

If you do not fi nd your answer at the online Knowledge Base, send your comments or

questions to Microsoft Press Technical Support at:

[email protected]

Getting Help with PowerPoint 2007If your question is about Microsoft Offi ce PowerPoint 2007, and not about the content of

this Microsoft Press book, your fi rst recourse is the PowerPoint Help system. This system

is a combination of tools and fi les stored on your computer when you installed the 2007

Microsoft Offi ce system and, if your computer is connected to the Internet, information

available from Microsoft Offi ce Online. There are several ways to fi nd general or specifi c

Help information:

To fi nd out about an item on the screen, you can display a ScreenTip. For example,

to display a ScreenTip for a button, point to the button without clicking it. The

ScreenTip gives the button’s name, the associated keyboard shortcut if there is one,

and unless you specify otherwise, a description of what the button does when you

click it.

In the PowerPoint program window, you can click the Microsoft Offi ce PowerPoint

Help button (a question mark in a blue circle) at the right end of the Ribbon to dis-

play the PowerPoint Help window.

xxxiv Getting Help

After opening a dialog box, you can click the Help button (also a question mark)

at the right end of the dialog box title bar to display the PowerPoint Help window

with topics related to the functions of that dialog box already identifi ed.

To practice getting help, you can work through the following exercise.


1. At the right end of the Ribbon, click the Microsoft Offi ce PowerPoint Help button.

The PowerPoint Help window opens.

2. In the list of topics in the PowerPoint Help window, click Activating PowerPoint.

PowerPoint Help displays a list of topics related to activating Microsoft Offi ce sys-

tem programs.

You can click any topic to display the corresponding information.


Microsoft Offi ce PowerPoint HelpMicrosoft Offi ce PowerPoint Help

Getting Help xxxv

3. On the toolbar, click the Show Table of Contents button.

The Table Of Contents appears in the left pane, organized by category, like the

table of contents in a book.

Clicking any category (represented by a book icon) displays that category’s topics

(represented by help icons) as well as any available online training (represented by

training icons).

Category Topic Online training

If you’re connected to the Internet, PowerPoint displays topics and training avail-

able from the Offi ce Online Web site as well as topics stored on your computer.

4. In the Table of Contents, click a few categories and topics, then click the Back and

Forward buttons to move among the topics you have already viewed.

Show Table of Contents

Show Table of Contents

BackBack ForwardForward

xxxvi Getting Help

5. At the right end of the Table of Contents title bar, click the Close button.

6. At the top of the PowerPoint Help window, click the Type word to search for box,

type Help window, and then press the F key.

The PowerPoint Help window displays topics related to the words you typed.

7. In the results list, click Print a Help topic.

The selected topic appears in the PowerPoint Help window, explaining that you can

click the Print button on the toolbar to print any topic.

8. Below the title at the top of the topic, click Show All.

PowerPoint displays any hidden auxiliary information available in the topic and

changes the Show All button to Hide All. You can display or hide an individual item

by clicking it. When you click the Print button, PowerPoint will print all displayed

information.

CLOSE the PowerPoint Help window.

CloseClose

Getting Help xxxvii

More InformationIf your question is about Microsoft Offi ce PowerPoint 2007 or another Microsoft soft-

ware product and you cannot fi nd the answer in the product’s Help system, please

search the appropriate product solution center or the Microsoft Knowledge Base at:

support.microsoft.com

In the United States, Microsoft software product support issues not covered by the

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xxxix

Quick Reference

1 Exploring PowerPoint 2007To start PowerPoint, page 6

On the Windows taskbar, click the Start button, point to All Programs, click

Microsoft Offi ce, and then click Microsoft Offi ce PowerPoint 2007.

To open an existing presentation, page 12

1. Click the Microsoft Offi ce Button, and then click Open.

2. In the Open dialog box, navigate to the folder that contains the fi le you want to

open, and then double-click the fi le.

To close a presentation, page 13

Click the Microsoft Offi ce Button, and then click Close.

To switch among different PowerPoint views, page 17

On the View toolbar, click the button for the desired view; or

On the View tab, in the Presentation Views group, click the button for the

desired view.

To adjust the magnifi cation of a presentation, page 18

On the View toolbar, click the Zoom Out or Zoom In button; or

On the View toolbar, click the Fit slide to current window button; or

1. On the View tab, in the Zoom group, click the Zoom button.

2. In the Zoom dialog box, click a Zoom to percentage or type an amount in the

Percent box, and then click OK.

To view a presentation as a slide show, page 18

On the View toolbar, click the Slide Show button. Then without moving the mouse,

click the mouse button to advance through the presentation one slide at a time.

To adjust the size of the panes, page 19

Point to the splitter bar that separates the panes, and when the pointer changes to

a double bar with opposing arrows, drag the bar in the direction you want.

To display more than one presentation at the same time, page 20

On the View tab, in the Window group, click the Arrange All button.

xl Quick Reference

To create a blank presentation, page 21

Click the Microsoft Offi ce Button, click New, and then in the New Presentation

window, double-click Blank Presentation.

To save changes to an existing presentation, page 21

On the Quick Access Toolbar, click the Save button.

To save a presentation for the fi rst time, in a different folder, or with a different name, page 22

1. Click the Microsoft Offi ce Button, and then click Save As.

2. To save the presentation in a different folder, navigate to that folder. (Click Browse Folders if the Navigation pane is not open.)

3. To save the presentation in a new folder, on the toolbar, click the New Folder button

(click Browse Folders if the toolbar is not displayed), type a name for the new folder,

and then press F.

4. In the File name box, select the existing entry, type a name for the presentation,

and click Save.

2 Starting a New PresentationTo base a presentation on an example from Offi ce Online, page 27

1. Click the Microsoft Offi ce Button, and then click New.

2. Under Microsoft Offi ce Online in the left pane, click Presentations.

3. Scroll the center pane until you fi nd the presentation you want, and then click

Download.

To base a presentation on an existing presentation, page 29


2. In the left pane, under Templates, click New from existing.

3. Navigate to the folder containing the presentation on which you want to base the

new one, and then double-click that presentation.

To base a presentation on a design template, page 31


2. In the left pane, under Microsoft Offi ce Online, click Design slides.

3. In the Design slides category list, click the category that you want.

4. Scroll the center pane until you fi nd the template you want, and then click Download.

To add a new slide with the default layout, page 32

On the Home tab, in the Slides group, click the New Slide button.

Quick Reference xli

To add slides with other layouts, page 33

On the Home tab, in the Slides group, click the New Slide arrow, and then in the

list, click the layout you want.

To delete a slide, page 33

At the top of the Overview pane, on the Slides tab, right-click the slide, and then

click Delete Slide.

To convert a Microsoft Offi ce Word outline into a presentation, page 34

1. On the Home tab, in the Slides group, click the New Slide arrow, and then click

Slides from Outline.

2. Navigate to the folder containing the Word outline, and then double-click the

Word document.

To save a presentation as an outline, page 35


2. In the File name box, enter the name of the outline fi le.

3. Click the Save as type arrow, and then in the list, click Outline/RTF.

4. Navigate to the folder where you want to store the outline, and then click Save.

To insert a slide from another presentation, page 36

1. Click the slide after which you want to insert the slide.

2. On the Home tab, in the Slides group, click the New Slide arrow, and then in the

list, click Reuse Slides.

3. In the Reuse Slides task pane, click the Open a PowerPoint File link.

4. Navigate to the folder containing the presentation with the slide you want to reuse,

and double-click the presentation.

5. In the task pane, click the slide you want to reuse.

3 Working with Slide TextTo create slides, bullet points, and subpoints on the Outline tab, page 45

Click to the right of a slide title, and then press F to create a new slide.

With the insertion point in a slide title, press D to convert it to a bullet point.

With the insertion point in a bullet point, press G+D to convert it to a slide.

With the insertion point in the bullet point, press D to convert it to a subpoint.

To delete and replace a word, page 48

Double-click the word to select it, and then press A or Z.

Double-click the word, and then type a different word.

xlii Quick Reference

To move text, page 49

On the Outline tab or the slide, select the text, and then drag the selection to the

desired location; or

1. Select the text, and on the Home tab, in the Clipboard group, click the Cut button.

2. Click where you want to insert the text, and then click the Paste button.

To undo or redo editing actions, page 49

On the Quick Access Toolbar, click the Undo or Redo button.

To select an entire placeholder, page 52

Point to the border of the placeholder, and when the pointer changes to a

four-headed arrow, click the mouse button once.

To create a text box, page 52

On the Insert tab, in the Text group, click the Text Box button, click the slide, and

then type the text.

To rotate a text box, page 52

Select the text box, and then drag the green rotating handle in the direction you want.

To move a text box, page 52

Select the text box, point to the border of the box (not to a handle), and then drag

the box to the desired location.

To size a text box, page 53

Select the text box, point to one of the square or round handles around its frame,

and drag the handle until the box is the size you want.

To add a solid border to a text box, page 53

1. Right-click the border of the text box, and then click Format Shape.

2. In the Format Shape dialog box, click Line Color, click the line option you want,

select appropriate options, and then click Close.

To change the default settings of a text box, page 54

1. Format the text and the text box the way you want all the text boxes you create

from now on in this presentation to be.

2. Right-click the border of the text box, and then click Set as Default Text Box.

To add an AutoCorrect entry, page 55

1. Click the Microsoft Offi ce Button, click PowerPoint Options, click Proofi ng, and

then click AutoCorrect Options.

2. In the Replace box above the table in the dialog box, type a word you commonly

misspell, and then press D.

Quick Reference xliii

3. In the With box, type the correct spelling of the word, click Add, and then click OK

twice to close the dialog box and PowerPoint Options window.

To correct a word fl agged as a misspelling, page 60

Right-click the word, and on the context menu, click the correct spelling.

To mark a non-English word, page 60

1. With the insertion point in the word, on the Review tab, in the Proofi ng group,

click the Language button.

2. In the Language dialog box, click the language, and then click OK.

To check the spelling of an entire presentation, page 61

1. With the fi rst slide displayed, on the Review tab, in the Proofi ng group, click the

Spelling button.

2. If the Spelling dialog box appears, click the appropriate buttons to correct

the errors PowerPoint fi nds or to add words to the custom dictionary or

AutoCorrect list.

3. Click OK when PowerPoint reaches the end of the spelling check, and then

click Close.

To fi nd a synonym for a word, page 62

1. Select a word (but not the following space). Then on the Review tab, in the

Proofi ng group, click the Thesaurus button.

2. Point to the word you want to substitute for the selection, click the arrow that

appears, and then click Insert.

To fi nd and replace a word, page 64

1. On the Home tab, in the Editing group, click the Replace button.

2. In the Find what box, type the word you want to replace, and in the Replace with

box, type the replacement text.

3. If necessary, select the Match case or Find whole words only check box.

4. Click Find Next, and then click Replace or Replace All.

To fi nd and replace a font, page 64

1. On the Home tab, in the Editing group, click the Replace arrow, and then in the

list, click Replace Fonts.

2. In the Replace list, click the font you want to replace, and then in the With list, click

the replacement font.

3. Click Replace.

xliv Quick Reference

To hide or display an object on a slide, page 65

1. On the Home tab, in the Editing group, click the Select button, and then click

Selection Pane.

2. Under Shapes on this Slide in the task pane, click the box to the right of the object

to hide or display it.

To change the font size, page 67

Select the text, and then on the Home tab, in the Font group, click the Decrease Font Size or Increase Font Size button; or

Click the Font Size arrow, and then in the list, click the desired size.

To change the size of a placeholder, page 68

Point to one of the placeholder’s handles, and when the pointer changes to a

two-headed arrow, drag to increase or decrease the size.

To size a placeholder to fi t its text, page 68

1. Right-click the placeholder’s border, and then click Format Shape.

2. Click Text Box, select the Resize shape to fi t text option, and then click Close.

To change text alignment, page 69

With the insertion point in the text you want to align, on the Home tab, in the

Paragraph group, click the Left, Center, Right, or Justify button.

To adjust line spacing, page 70

Click the paragraph. Then on the Home tab, in the Paragraph group, click the Line Spacing button, and click the spacing you’d like to use; or

1. Click the paragraph, and then click the Paragraph Dialog Box Launcher.

2. Under Spacing, in the Paragraph dialog box, adjust the Line Spacing setting, and

then click OK.

To change the text case, page 70

With the text selected, on the Home tab, in the Font group, click the Change Case

arrow, and then in the list, click the option you want.

To apply bold or italic formatting to text, page 71

Select the text, and then on the Home tab, in the Font group, click the Bold or

Italic button; or

Select the text, and then on the Mini toolbar, click the Bold or Italic button.

To change the color of text, page 71

Select the text, and then on the Home tab, in the Font group, click the Font Color arrow, and click the color you want.

Quick Reference xlv

4 Adjusting the Layout, Order, and Look of SlidesTo change the layout of a slide, page 75

On the Home tab, in the Slides group, click the Layout button. Then in the Layout gallery, click the layout you want.

To restore the default layout after making changes, page 76

On the Home tab, in the Slides group, click the Reset button.

To collapse bullet points under slide titles, page 77

On the Outline tab of the Overview pane, double-click the title of the slide whose

bullet points you want to hide. Double-click again to redisplay them.

To expand or collapse the entire presentation outline, page 77

On the Outline tab of the Overview pane, right-click the title of a slide, point to

Expand or Collapse, and then click Expand All or Collapse All.

To arrange slides in a presentation, page 77

On the Slides tab of the Overview pane, drag slide thumbnails to new positions; or

On the View toolbar, click the Slide Sorter button, and then drag slide thumbnails

to new positions.

To move slides from one open presentation to another, page 78

1. Open two or more presentations in Slide Sorter view, and then on the View tab, in

the Window group, click the Arrange All button.

2. Drag slides from one presentation window to another.

To change the theme, page 79

On the Design tab, in the Themes group, click the More button to display the

Themes gallery, and then click the theme you want.

To change the color scheme, page 82

1. On the Design tab, in the Themes group, click the Colors button.

2. In the Colors gallery, click the color scheme you want.

To create your own color scheme, page 82

1. On the Design tab, in the Themes group, click the Colors button, and then click

Create New Theme Colors.

2. In the Create New Theme Colors dialog box, select the colors you want, and then

click Save.

To change the color scheme of the current slide, page 83

On the Design tab, in the Themes group, click the Colors button. Then right-click

the color scheme you want, and click Apply to Selected Slides.

xlvi Quick Reference

To change a theme’s fonts and effects, page 84

On the Design tab, in the Themes group, click the Fonts button, and then click the

font combination you want.

On the Design tab, in the Themes group, click the Effects button, and then click

the effect combination you want.

To create a custom font combination, page 84

1. On the Design tab, in the Themes group, click the Fonts button, and then click

Create New Theme Fonts.

2. In the Create New Theme Fonts dialog box, specify the font combination you

want, and then click Save.

To add a picture to the slide background, page 86

1. On the Design tab, in the Background group, click the Background Styles button,

and then click Format Background.

2. In the Format Background dialog box, click the Picture or texture fi ll option.

3. Click File, navigate to the folder containing the picture you want to use, and then

double-click the picture.

4. To make the picture fi ll the entire slide, select the Tile picture as texture check box.

5. To use the picture in the background of the current slide, click Close, or to use it in

the background of all slides, click Apply to All.

To add a shade or texture to the slide background, page 87

On the Design tab, in the Background group, click the Background Styles button,

and then click a shade; or click Format Background, and specify a shade or texture

in the Format Background dialog box.

5 Adding Tables, Charts, and DiagramsTo create a table, page 93

1. In a content placeholder, click the Insert Table button.

2. In the Insert Table dialog box, specify the number of columns and rows, and then

click OK.

To apply a table style, page 94

Click the table. Then on the Design tab, in the Table Styles group, click the More

button, and in the gallery, click the style you want.

To insert a row in a table, page 95

Click the row above which you want to insert a row. Then on the Layout tab, in the

Rows & Columns group, click the Insert Above or Insert Below button.

Quick Reference xlvii

To delete a column or row from a table, page 95

Click the row or column you want to delete. Then on the Layout tab, in the Rows & Columns group, click the Delete button, and click Delete Columns or Delete Rows.

To merge cells in a table, page 95

Select the cells you want to merge. Then on the Layout tab, in the Merge group,

click the Merge Cells button; or

On the Design tab, in the Draw Borders group, click the Eraser button, and then

drag the eraser across the border that appears between two cells.

To split a single cell into two, page 95

Click the cell. Then on the Layout tab, in the Merge group, click the Split Cells button;

or

On the Design tab, in the Draw Borders group, click the Draw Table button, and

then draw a cell border with the pencil.

To align entries in cells, page 95

Select the cells. Then on the Layout tab, in the Alignment group, click the button

that corresponds to the alignment you want.

To shade cells, page 95

Select the cells. Then on the Design tab, in the Table Styles group, click the

Shading arrow, and in the gallery, click a fi ll color you want.

To insert an existing Word table or Excel worksheet, page 97

1. On the Insert tab, in the Text group, click the Object button.

2. In the Insert Object dialog box, select the Create from fi le option.

3. Click Browse, navigate to the folder containing the Word document or Excel

workbook, double-click the document, and then click OK.

4. If you want to link the inserted table to its source, in the Insert Object dialog box,

select the Link check box.

5. Click OK to close the Insert Object dialog box.

To create a chart, page 102

1. In a content placeholder, click the Insert Chart button.

2. In the Insert Chart dialog box, click the type of chart you want, and then click OK.

3. Enter the values to be plotted in the linked Excel worksheet in the left window, and

then close the window.

To create a diagram, page 108

1. In a content placeholder, click the Insert SmartArt Graphic button.

xlviii Quick Reference

2. In the left pane of the Choose a SmartArt Graphic dialog box, click the type of

diagram you want, and then in the center pane, click a layout. Then click OK.

3. In the text pane, enter the text that you want to appear in the diagram’s shapes.

To change the layout of a chart, page 109

On the Design tab, in the Layouts group, click the thumbnail you want to use.

To change the color scheme of a diagram, page 110

On the Design tab, in the SmartArt Styles group, click the Change Colors button,

and then in the gallery, click the thumbnail you want.

To change the color of a shape in a diagram, page 110

Click the shape. Then on the Format tab, in the Shape Styles group, click the Shape Fill button, and click the color you want.

To size a chart, page 111

Click the chart. Then drag one of the handles on the diagram’s frame until the chart

is the size you want.

To convert bullet points into a diagram, page 111

Right-click the bulleted list, point to Convert to SmartArt., and then in the gallery,

click the diagram you want.

6 Enhancing Slides with GraphicsTo add clip art images to slides, page 117

1. In a content placeholder, click the Clip Art button.

2. In the Search for box at the top of the Clip Art task pane, type a keyword for the

type of image you are looking for, and then click Go.

3. Click the clip art image you want.

To change the size of clip art, page 120

Click the clip art image. Then on the Format tab, in the Size group, change the

setting in the Shape Height or Shape Width box.

To change the color of clip art, page 121

Click the clip art image. Then on the Format tab, in the Adjust group, click the

Recolor button, and click the thumbnail you want.

To apply special effects to clip art, page 121

Click the clip art image. Then on the Format tab, in the Picture Styles group, click

the Picture Effects button, point to the effect you want to use, and in the gallery,

click the thumbnail you want.

Quick Reference xlix

To add a picture to a slide, page 124

1. In a content placeholder, click the Insert Picture from File button; or on the Insert tab, in the Illustrations group, click the Picture button.

2. In the Insert Picture dialog box, navigate to the folder containing the picture, and

double-click it.

To change a picture’s size, page 125

Click the picture. Then on the Format tab, in the Size group, change the Shape

Height or Shape Width setting; or

Click the picture. Then click the Size Dialog Box Launcher to display the Size and Position dialog box, where you can set the size you want; or

Click the picture, and drag its handles to achieve the size you want.

To crop a picture, page 125

Click the picture. Then on the Format tab, in the Size group, click the Crop button,

and drag the cropping handles to crop away the parts of the picture you don’t want.

To move a picture, page 127

Click the picture, and then drag it to the location you want.

To change the border of a picture, page 127

Click the picture. Then on the Format tab, in the Picture Styles group, click the

Picture Border button, and under Standard Colors, click the color you want.

To change a picture’s style, page 128

Click the picture. Then on the Format tab, in the Picture Styles group, click the

More button, and in the gallery, click the style you want.

To compress a picture, page 129

1. Click the picture. Then on the Format tab, in the Adjust group, click the Compress Pictures button.

2. At the bottom of the Compress Pictures dialog box, click Options.

3. In the Compression Settings dialog box, under Target Output, select a delivery

option, and then click OK.

To create a photo album of pictures, page 130

1. Open a new presentation, and on the Insert tab, in the Illustrations group, click the

Photo Album arrow, and then click New Photo Album.

2. In the Photo Album dialog box, click File/Disk, and then in the Insert New Pictures dialog box, navigate to the folder containing the pictures you want to use.

3. In the list box, select the pictures, click Insert, and then click Create.

l Quick Reference

To make changes to a photo album, page 131

1. On the Insert tab, in the Illustrations group, click the Photo Album arrow, and

then click Edit Photo Album.

2. In the Edit Photo Album dialog box, in the Pictures in album box, click a photo

you want to move, and then click the Move Down or Move Up button.

3. Under Picture Options, specify whether the pictures should have captions.

4. Under Album Layout, click the Picture layout arrow, and then click the layout you want.

5. Click the Frame shape arrow, and then click the shape you want.

6. To the right of Theme, click Browse, and then in the Choose Theme window,

double-click the theme you want.

7. Click Update to save your changes.

To draw a shape, page 134

1. On the Insert tab, in the Illustrations group, click the Shapes button. Then in the

Shapes gallery, click the shape you want.

2. Point where you want the shape to be, and then drag to draw the shape.

To change the texture of a shape, page 136

Click the shape. Then on the Format tab, in the Shape Styles group, click the Shape Fill arrow, point to Texture at the bottom of the palette, and then click the texture

you want.

To add text to a shape, page 136

Click the shape. Then on the Format tab, in the Insert Shapes group, click the Text Box button, click the shape, and type the text.

To add color to a shape, page 136

Click the shape. Then on the Format tab, in the Shape Styles group, click the Shape Fill button to fi ll the shape with the active color, or click the button’s arrow and

click a color in the palette.

To duplicate a shape, page 137

Click the shape. Then on the Home tab, in the Clipboard group, click the Paste

arrow, and click Duplicate.

To change to another shape, page 137

Click the shape. Then on the Format tab, in the Insert Shapes group, click the Edit Shape button, point to Change Shape, and then click a different shape.

To connect shapes, page 137

1. On the Format tab, in the Insert Shapes group, click the Shapes button, and in the

Shapes gallery, under Lines, click one of the connector shapes.

Quick Reference li

2. Point to the fi rst shape, point to a connection point, drag to the second shape, and

when connection points appear on the second shape, release the mouse button

over one of the points.

To group shapes, page 138

1. Select the shapes on a slide by holding down the G key as you click each one in turn.

2. On the Format tab, in the Arrange group, click the Group button, and then in the

list, click Group. (Click Ungroup to ungroup them.)

To add stylized text to a slide, page 140

1. On the Insert tab, in the Text group, click the WordArt button. Then in the WordArt gallery, click the style of text you want.

2. With the placeholder text selected, type the text.

3. Move and resize the WordArt object so that its frame spans the area of the slide

that you want.

4. Use the options in the WordArt Styles group on the Format tab to format the object.

To align graphics, page 144

Select the pictures. Then on the Format tab, in the Arrange group, click the Align

button, and click the alignment option you want.

To change the stacking order of graphics, page 145

Click the stack of pictures. Then on the Format tab, in the Arrange group, click

the Bring to Front or Send to Back button; or click the button’s arrow, and then

click Bring Forward or Send Back.

To display gridlines to help position a graphic, page 145

On the Format tab, in the Arrange group, click the Align button, and then click

View Gridlines.

To display guidelines, page 146

1. On the Format tab, in the Arrange group, click the Align button, and then click

Grid Settings.

2. In the Grid and Guides dialog box, under Guide settings, select the Display drawing guidelines on screen check box, and then click OK. (Clear the check box

to hide the guidelines.)

7 Adding Animation, Sound, and MoviesTo apply predefi ned animations, page 151

1. Click the text or object you want to animate. Then on the Animations tab, in the

Animations group, click the Animate arrow, and in the list, click the animation

you want.

lii Quick Reference

2. To refi ne the animation, click the Custom Animation button, and then in the

Custom Animation task pane, apply the options you want.

To change the animation order, page 153

In the Custom Animation task pane, with an animation selected, click the Re-Order Up or Re-Order Down button until the animation is in the position you want.

To add sound to an animation, page 155

1. In the Custom Animation task pane, click the arrow to the right of the animation,

and then click Effect Options.

2. On the Effect tab of the dialog box, click the Sound arrow, and in the list, click the

sound you want.

To apply transitions, page 156

1. On the Animations tab, in the Transition to This Slide group, click a transition. Or

click the More button, and then in the gallery, click the transition you want.

2. To apply the same transition to all the slides, in the Transition to This Slide group,

click the Apply To All button.

To add sound to a transition, page 157

In the Transitions to This Slide group, click the Transition Sound arrow, and then

click the sound you want; or

To use your own sound fi le, click Other Sound at the bottom of the Transition Sound list, and then, in the Add Sound dialog box, fi nd and select the sound fi le

you want to use, and click OK.

To set the transition speed, page 158

In the Transitions to This Slide group, click the Transition Speed arrow, and then

click the speed you want.

To insert a sound clip, page 159

1. On the Insert tab, in the Media Clips group, click the Sound arrow, and then click

Sound from Clip Organizer.

2. In the Clip Art task pane, click the sound you want.

3. When a message box appears, indicate whether you want to play the sound

automatically or only when clicked.

To change the position of a sound object, page 160

Click the sound object, and then drag it to the new location.

To hide a sound object, page 160

Click the sound object. Then on the Options contextual tab, in the Sound Options group, select the Hide During Show check box.

Quick Reference liii

To record a narration, page 162

1. On the Insert tab, in the Media Clips group, click the Sound arrow, and click

Record Sound.

2. In the Name box of the Record Sound dialog box, enter a name for the recording,

and then click the Play button.

3. Complete the narration for the fi rst slide, and then click the Stop button.

4. If you are satisfi ed with the recording, click OK. If you’re not satisfi ed, click Cancel, and repeat Steps 1 through 3 to rerecord.

5. Repeat steps 1 through 4 for all the slides.

To insert a video fi le, page 164

1. In a content placeholder, click the Insert Media Clip button.

2. In the Insert Movie dialog box, navigate to the video fi le, and then double-click it.

3. Indicate whether you want the movie to start automatically or only when clicked.

To preview a movie, page 164

Click the movie object. Then on the Options tab, in the Play group, click the

Preview button.

To play a movie repeatedly, page 165

Click the movie object. Then on the Options tab, in the Movie Options group,

select the Loop Until Stopped check box.

8 Reviewing and Sharing a PresentationTo change the slide size for printing, page 170

1. On the Design tab, in the Page Setup group, click the Page Setup button.

2. In the Page Setup dialog box, click the Slides sized for arrow, and in the list, click

the paper size you want. Then click OK.

To preview a presentation in color, black and white, or grayscale, page 171

1. Click the Microsoft Offi ce Button, point to the Print arrow, and then click Print Preview.

2. On the Print Preview tab, in the Print group, click the Options button, point to

Color/Grayscale, and then click the option you want.

To magnify a slide in Print Preview, page 171

In Print Preview, point to the slide, and when the pointer changes to a magnifying

glass with a plus sign, click. (Click again to return to the original zoom percentage.)

To select a printer, page 172

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

liv Quick Reference

2. Under Printer in the Print dialog box, click the Name arrow.

3. In the Name list, click the printer you want to use.

To insert a footer on every slide, page 173

1. On the Insert tab, in the Text group, click the Header & Footer button.

2. In the Header and Footer dialog box, indicate whether you want to include the

date and time, the slide number, and any custom text.

3. To exclude the footer from the title slide, select the Don’t show on title slide

check box.

4. Click Apply to All.

To assign a password, page 174


2. At the bottom of the Save As dialog box, click Tools, and then in the list, click

General Options.

3. In the Password to modify box of the General Options dialog box, type the

password you want, and then click OK.

4. In the Reenter password to modify box of the Confi rm Password dialog box,

retype the password you previously entered, and then click OK.

5. In the Save As dialog box, click Save.

To remove a password, page 176

1. Open the presentation by using the password. Then display the Save As dialog box,

click Tools, and click General Options.

2. In the General Options dialog box, remove the passwords from the password

box(es), and then click OK.

3. Click Save to overwrite the password-protected version.

To add a comment to a slide, page 177

1. Click the slide or object on the slide to which you want to attach a comment. Then

on the Review tab, in the Comments group, click the New Comment button.

2. In the comment box, type the comment, and then click away from the comment

box to close it.

To edit a comment, page 178

1. Click the comment icon. Then on the Review tab, in the Comments group, click the

Edit Comment button.

2. In the comment box, make your changes.

Quick Reference lv

To move among comments, page 178

Click a comment icon to open its comment box, and then on the Review tab, in the

Comments group, click the Next or Previous button.

To delete a comment, page 178

Click the comment you want to delete, and then on the Review tab, in the

Comments group, click the Delete button.

To hide or show comments, page 178

On the Review tab, in the Comments group, click the Show Markup button.

To delete all comments from a slide, page 179

1. On the Review tab, in the Comments group, click the Delete arrow, and then in the

list, click Delete All Markup in this Presentation.

2. To confi rm that you want to delete all the comments, click Yes.

To work with a presentation in a document workspace, page 180

1. Click the Microsoft Offi ce Button, point to Publish, and then click Create Document Workspace.

2. In the Location for new workspace box of the Document Management task

pane, type the URL of the site where you want to create the document workspace,

or select it from the list. Then click Create.

3. If necessary, enter your SharePoint site credentials in the User name and Password

boxes, and then click OK.

To delete a workspace, page 181

1. In the Document Management task pane, point to the name of the workspace,

and then click the arrow that appears.

2. In the list, click Delete Workspace, and then click Yes to confi rm the deletion.

To send a presentation as an e-mail attachment, page 182

1. Click the Microsoft Offi ce Button, point to Send, and then click E-mail.

2. In the message window, enter the address, subject, and message, and then click the

Send button.

To examine the properties attached to a presentation, page 183

1. Click the Microsoft Offi ce Button, point to Prepare, and then click Properties.

2. To display more properties, in the Document Information Panel, click Document Properties, and then click Advanced Properties to display the Properties dialog box.

To remove properties and personal information from a presentation, page 184

1. Click the Microsoft Offi ce Button, point to Prepare, and then click Inspect Document.

lvi Quick Reference

2. In the Document Inspector, select or clear the check boxes you want, and then

click Inspect.

3. To the right of Document Properties and Personal Information, click Remove All.

To mark a presentation as fi nal, page 186

Click the Microsoft Offi ce Button, point to Prepare, click Mark As Final, click OK in

the message, and then click OK in the confi rmation box.

9 Creating Your Own Presentation ElementsTo create a new color scheme, page 191

1. On the Design tab, in the Themes group, click the Colors button, and then at the

bottom of the gallery, click Create New Theme Colors.

2. In the Create New Theme Colors dialog box, specify the colors you want.

3. In the Name box, type a name for the new theme, and then click Save.

To create a new font set, page 193

1. On the Design tab, in the Themes group, click the Fonts button, and then at the

bottom of the gallery, click Create New Theme Fonts.

2. In the Create New Theme Fonts dialog box, specify the heading font and the

body font.

3. In the Name box, type a name for the new font set, and then click Save.

To save a theme, page 193

1. On the Design tab, in the Themes group, click the More button, and then at the

bottom of the gallery, click Save Current Theme.

2. In the File name box at the bottom of the Save Current Theme dialog box, type a

name for the new theme, and then click Save.

To apply a custom theme, page 193

On the Design tab, in the Themes group, click the thumbnail for the custom theme.

To remove footers from a slide master, page 197

1. On the View tab, in the Presentation Views group, click Slide Master.

2. For each layout from which you want to remove the footer, on the Slide Master tab, in the Master Layout group, clear the Footers check box.

To insert a background picture, page 197

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

2. In the Insert Picture dialog box, navigate to the folder containing the picture, and

double-click it.

3. On the Format tab, in the Arrange group, click the Send to Back button.

Quick Reference lvii

To change the fonts on a slide master, page 198

On the Slide Master tab, in the Edit Theme group, click the Fonts button, and then

in the Theme Fonts gallery, click the font set you want.

To change the text formatting on a slide master, page 198

1. Select all the text in the placeholder you want to change. Then on the Home tab,

click the Font Dialog Box Launcher.

2. In the Font dialog box, on the Font tab, set the font, style, color, and effects, and

then click OK.

To use an image for bullets on a slide master, page 199

1. In a bulleted list placeholder, click anywhere in the phrase Click to edit Master text styles. Then on the Home tab, in the Paragraph group, click the Bullets arrow, and

click Bullets and Numbering at the bottom of the gallery.

2. In the Bullets and Numbering dialog box, click Picture.

3. In the gallery of images in the Picture Bullet dialog box, click the image you want,

and then click OK.

To customize bullets on a slide master, page 200

1. Click anywhere in a bulleted list. Then display the Bullets and Numbering dialog

box, and click Customize.

2. In the Symbol dialog box, click the Font arrow, click the font you want, and then

double-click the symbol you want.

3. In the Bullets and Numbering dialog box, set the color and size of the bullet, and

then click OK.

To change the indentation of bullets on a slide master, page 200

1. Click anywhere in the bullet level whose indentation you want to change. Then on

the View tab, in the Show/Hide group, select the Ruler check box.

2. On the horizontal ruler, drag the Hanging Indent marker to the location you want.

To create a new master layout, page 203

1. On the Slide Master tab, in the Edit Master group, click the Insert Layout button.

2. In the Master Layout group, select the placeholders you want to appear on the

new layout.

3. In the Edit Master group, click the Rename button, assign the layout a name, and

then click Rename.

To insert a text placeholder on a slide master, page 203

1. On the Slide Master tab, in the Master Layout group, click the Insert Placeholder arrow.

2. In the Placeholder gallery, click Text.

lviii Quick Reference

3. Move the cross pointer where you want to insert the placeholder, and drag down

and to the right to draw it.

To save a custom template, page 207


2. In the File name box of the Save As dialog box, type a name for the custom

template.

3. Click the Save as type arrow, and in the list, click PowerPoint Template. Then

click Save.

To base a presentation on a custom template, page 208

1. Click the Microsoft Offi ce Button, click New, and then in the New Presentation

window, click My templates.

2. On the My Templates tab of the New Presentation dialog box, double-click the

template you want.

10 Delivering a Presentation ElectronicallyTo create a custom slide show, page 213

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

button, and then click Custom Shows.

2. In the Custom Shows dialog box, click New.

3. In the Slide show name box of the Defi ne Custom Show dialog box, type a name

for the custom show.

4. In the Slides in presentation list, click the slides you want, and then click Add.

To start a custom show, page 214

Display the Custom Shows dialog box, select the custom show, and then click Show.

To hide a slide, page 214

In the Overview pane, on the Slides tab, right-click the slide, and then click Hide Slide.

To display a hidden slide while delivering a presentation, right-click the screen,

point to Go to Slide, and then click the hidden slide.

To apply slide timings to all the slides, page 216

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 the time you

want the current slide to appear on the screen.

2. On the Animations tab, in the Transition to This Slide group, click the Apply To All button.

Quick Reference lix

To rehearse a presentation and apply slide timings, page 217

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

Rehearse Timings button.

2. Rehearse the presentation, clicking Next to move to the next slide. To repeat the

rehearsal for a particular slide, on the Rehearsal toolbar, click the Repeat button to

reset the time for that slide to 0:00:00.

3. At the end of the slide show, click Yes to apply the recorded slide timings to the slides.

To set up a self-running presentation, page 219

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

2. In the Show type area of the Set Up Show dialog box, select the Browsed at a kiosk (full screen) option, and select or clear the Show without narration and the

Show without animation check boxes. Then click OK.

To enter speaker notes, page 220

With a slide selected, in the Notes pane, click the Click to add notes placeholder,

type your note, and then press F.

To insert a graphic, table, or other object in a note, page 221

1. On the View tab, in the Presentations Views group, click the Notes Pages button.

2. Insert the object the way you would insert it on a slide.

To customize the layout of speaker notes, page 223

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

Then adjust the layout the way you would adjust the layout of a slide master.

To preview and print speaker notes or handouts, page 223


2. In the Print dialog box, click the Print what arrow, select Notes Pages or Handouts in the list.

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

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

To prepare a presentation for travel, page 226

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

Click OK in the message box that appears.

2. In the Name the CD box of the Package for CD dialog box, type the name you want.

3. To include embedded fonts, click Options. Then under Include these fi les, select

the Embedded TrueType fonts check box, and click OK.

4. Insert a blank CD in your CD burner, and then click Copy to CD. Or click Copy to Folder instead, and then select the folder in which you want to store the package.

lx Quick Reference

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

click Yes.

To run a presentation in the PowerPoint Viewer, page 227

If you’re running your presentation from a CD, insert the CD into the CD burner,

and then in the list of fi le and folder names, double-click the presentation name.

If you’re running the presentation from your computer, navigate to the folder

where the package is stored, and double-click the package folder. Then double-

click PPTVIEW to start the Presentation Viewer.

To navigate by using the keyboard, page 229

To move to the next slide, press S, the N key, or the O key.

To move to the previous slide, press the < key or the L key.

To end the presentation, press the P key.

To end a presentation without a black screen, page 230

1. Click the Microsoft Offi ce Button, click PowerPoint Options, and then click Advanced.

2. In the Slide Show area, clear the End with Black Slide check box, and then click OK.

To navigate by using the onscreen toolbar, page 230

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 keyboard shortcuts for slide show tasks, click the Navigation button, and

then click Help.

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

To use a pen tool to mark up slides, page 230

Right-click the screen, point to Pointer Options, click a pen style, and then use the

pen pointer to mark slides. (Change the pointer option to Arrow to turn off the pen.)

To erase all markup from a slide, page 231

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

11 Setting Up a Presentation for Web ViewingTo create a hyperlink that opens an e-mail message window, page 236

1. Select the text or object you want to link. Then on the Insert tab, in the Links group, click the Hyperlink button.

Quick Reference lxi

2. In the Insert Hyperlink dialog box, under Link to, click E-mail Address.

3. Type the e-mail address and subject matter you want, and then click OK.

To create a hyperlink that opens a Word document, page 238

1. Select the text or object you want to link. Then on the Insert tab, in the Links group, click Hyperlink, and then in the Insert Hyperlink dialog box, under Link to,

click Existing File or Web Page.

2. Browse to the Word document, and then double-click it.

To create a hyperlink that opens a Web page, page 238

1. Select the text or object you want to link. Then on the Insert tab, in the Links group, click Hyperlink, and then in the Insert Hyperlink dialog box, under Link to,

click Existing File or Web Page.

2. In the Address box, type the URL of the Web page you want, and then click OK.

To insert a link from one slide to another, page 241

1. Select text or an object on the slide. Then on the Insert tab, in the Links group,

click the Action button.

2. In the Action Settings dialog box, on the Mouse Click tab, under Action on click,

click the Hyperlink to option, click the arrow at the right end of the box below, and

then in the list, click Slide.

3. In the Slide title list in the Hyperlink to Slide dialog box, click the slide you want,

and then click OK twice.

Or:

1. On the Insert tab, in the Illustrations group, click the Shapes button.

2. At the bottom of the Shapes gallery, under Action Buttons, click the icon of the

type of action you want, and drag on the slide to create the action button.

3. In the Action Settings dialog box, click the Hyperlink to arrow, and then in the list,

click Slide.

4. In the Slide title list in the Hyperlink to Slide dialog box, click the slide you want,

and then click OK twice.

To play a sound when you point to an object, page 241

1. Select the object. Then on the Insert tab, in the Links group, click the Action button,

and when the Action Settings dialog box opens, click the Mouse Over tab.

2. Under Action on mouse over, click the Play sound option, click the arrow at the

right end of the box below, click the sound you want, and then click OK.

To convert a presentation to a Web page, page 246


2. In the File name box in the Save As dialog box, type the name you want.

lxii Quick Reference

3. Click the Save as type arrow, and then in the list, click Web Page. When the Save As dialog box expands, set and change any other information you want.

4. Click Publish. Then in the Publish as Web Page dialog box, under Publish what?, verify that the Complete presentation option is selected, and click Web Options.

5. In the Web Options dialog box, on the General tab, select the options you want,

and then click OK.

6. In the Publish as Web Page dialog box, under Browser support, select the options

you want.

7. At the bottom of the dialog box, verify that the Open published Web page in browser check box is cleared, and then click Publish.

12 Customizing PowerPointTo disable the Mini toolbar, page 254

1. Click the Microsoft Offi ce Button, and then at the bottom of the Offi ce menu,

click PowerPoint Options.

2. Under Top options for working with PowerPoint, clear the Show Mini Toolbar on Selection check box.

To set your user name and initials, page 255

Display the PowerPoint Options window, and under Personalize your copy of Microsoft Offi ce, enter your user name and initials.

To adjust the AutoCorrect and spell-checking settings, page 256

Display the PowerPoint Options window, and then on the Proofi ng page, make

any adjustments you want.

To change save options, page 256

In the left pane of the PowerPoint Options window, on the Save page, apply the

settings you want.

To save PowerPoint presentations to be compatible with an earlier version, page 257

In the PowerPoint Options window, on the Save page, click the Save fi les in this format arrow under Save presentations, and then choose the format you want.

To change editing, displaying, showing, and printing options, page 257

In the PowerPoint Options window, on the Advanced page, make the changes

you want.

Quick Reference lxiii

To designate locations from which you can safely open fi les, page 258

In the PowerPoint Options window, on the Advanced page, under Microsoft Offi ce PowerPoint Trust Center, click Trust Center Settings, and then in the left

pane of the Trust Center window, click Trusted Locations.

To activate, update, and maintain your Offi ce programs, page 260

In the PowerPoint Options window, click Resources.

To add a button to the Quick Access Toolbar, page 262

1. At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then click More commands.

2. In the PowerPoint Options window, on the Customize page, click the Choose commands from arrow, and then in the list, click the category you want or click All Commands.

3. In the commands list, click the command you want, click Add to copy the command

to the toolbar commands list, and then click OK.

To restore the Quick Access Toolbar to its default command set, page 264

Display the Customize page of the PowerPoint Options window, and click Reset. Then click Yes to confi rm that you want to restore the default Quick Access Toolbar.

To print a list of PowerPoint keyboard shortcuts, page 265

1. Click the Microsoft Offi ce PowerPoint Help button. Then in the Search box, type

keyboard shortcuts, and click Search.

2. In the results list, click Keyboard shortcuts for PowerPoint 2007.

3. Click the Show All link at the beginning of the topic to display all the text, and then

on the toolbar, click the Print button.

To create a Quick Access Toolbar for a specifi c presentation, page 266

1. At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then in the list, click More Commands.

2. In the PowerPoint Options window, on the Customize page, click the Customize Quick Access Toolbar arrow, and then click the name of the active presentation.

3. Click the Choose commands from arrow, and then select the category you want,

or click All Commands.

4. In the commands list, click the command you want, click Add, and then click OK.

Chapter at a GlanceChapter at a GlanceChapter at a GlanceWork in the PowerPoint environment, page 2

Display different views of a

presentation, page 14

Chapter at a GlanceChapter at a Glance

1

1 1 Exploring Exploring PowerPoint 2007 PowerPoint 2007

In this chapter, you will learn to:

Work in the PowerPoint environment.

Open, move around in, and close a presentation.

Display different views of a presentation.

Save a presentation.

Using Microsoft Offi ce PowerPoint 2007 is the easiest way to effi ciently create effective

presentations. Need a slide show to convince management to invest in that new piece of

equipment? Need to present the new annual budget to the Board of Directors? Need to

give a report about a recent research study? PowerPoint can help you get the job done

in a professional, visually appealing way.

PowerPoint 2007 has been completely redesigned to make sophisticated features more

accessible. As a result, even novice users will be able to work productively with PowerPoint

after only a brief introduction.

In this chapter, you will fi rst familiarize yourself with the new features of the PowerPoint

working environment, including the Microsoft Offi ce Button, tabs and groups, galleries,

and live preview. Then you will open an existing PowerPoint presentation, learn ways of

moving around in it, and close it. You will explore various ways of viewing slides so that

you know which view to use for different tasks and how to tailor the program window

to meet your needs. Finally, you will save a new blank presentation and then save an

existing presentation with a new name.

See Also Do you need only a quick refresher on the topics in this chapter? See the Quick Reference entries on pages xxxix–lxiii.

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” on page

xxv for more information.

2 Chapter 1 Exploring PowerPoint 2007

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.

Working in the PowerPoint EnvironmentAs with all programs in the 2007 Microsoft Offi ce release, the most common way to

start PowerPoint is from the Start menu displayed when you click the Start button at

the left end of the Microsoft Windows taskbar. If PowerPoint is the fi rst program in the

2007 Offi ce system that you have used, you are in for a surprise! The look of the pro-

gram window has changed radically from previous versions.

Help buttonQuick Access Toolbar Title bar

Status bar View toolbar

RibbonTab Group

Dialog Box Launcher

Microsoft Office Button

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

Working in the PowerPoint Environment 3

Important What you see on your screen might not match the graphics in this book exactly.

The screens in this book were captured on a monitor set to a resolution of 1024 by 768 pixels

with the Windows Vista Standard color scheme. The Windows taskbar is hidden to increase

the space available for the program window.

The new PowerPoint environment is designed to more closely refl ect the way people

generally work with the program. When you fi rst start PowerPoint, this environment

consists of the following elements:

Commands related to managing PowerPoint and PowerPoint presentations as a

whole (rather than presentation content) are gathered together on a menu that is

displayed when you click the Microsoft Offi ce Button.

Commands can be represented as buttons on the Quick Access Toolbar to the right

of the Microsoft Offi ce Button. By default, this toolbar displays the Save, Undo, and

Repeat buttons, but you can customize the toolbar to include any command that

you use frequently.

See Also For information about customizing the Quick Access Toolbar, see “Making Favorite PowerPoint Commands Easily Accessible” in Chapter 12, “Customizing PowerPoint.”

The title bar displays the name of the active presentation. At the right end of the

title bar are the three familiar buttons that have the same function in all Windows

programs. You can temporarily hide the PowerPoint window by clicking the Minimize

button, adjust the size of the window by clicking the Restore Down/Maximize button,

and close a presentation or quit PowerPoint by clicking the Close button.

Below the title bar is the Ribbon, which makes all the capabilities of PowerPoint

available in a single area so that you can work effi ciently with the program.

Commands related to working with presentation content are represented as buttons

on a set of tabs that make up the Ribbon. The Home tab is active by default. Clicking

one of the other tabs, such as Insert, displays that tab’s buttons.

Tip If Microsoft Outlook With Business Contact Manager is installed on your com-

puter, you will have a Business Tools tab in addition to those shown in our graphics.

If you have turned on the Developer tab for any Offi ce program, it will also appear in

PowerPoint.

On each tab, buttons are organized into groups. Depending on the size of the

program window, in some groups the button you are likely to use most often is

bigger than the rest.


Tip Depending on your screen resolution and the size of the program window, a tab

might not have enough room to display all of its groups. In that case, the name of the

group resembles a button, and clicking the button displays the group’s commands.

Related but less common tasks are not represented as buttons in the group; instead

they are available in a dialog box, which you can display by clicking the Dialog Box Launcher at the right end of the group’s title bar.

Some button names are displayed and some aren’t. Pausing the mouse pointer over

any button for a few seconds (called hovering) displays a ScreenTip with not only the

button’s name but also its function.

Some buttons have arrows, but not all arrows are alike. If you point to a button

and both the button and its arrow are in the same box and are the same color,

clicking the button will display options for refi ning the action of the button. If

you point to a button and the button is in one box and its arrow is in a different

box with a different shade, clicking the button will carry out that action with the

button’s current settings. If you want to change those settings, you need to click

the arrow to see the available options.

Clicking this type of button carries out the command with the current settings.

Clicking this type of button always displays a list of options.

Clicking this button’s arrow displays a list of options.

The Microsoft Offi ce PowerPoint Help button sits at the right end of the Ribbon.

Across the bottom of the program window, the status bar gives you information

about the current presentation. You can turn off the display of an item of informa-

tion by right-clicking the status bar and then clicking the item you want to turn off.


At the right end of the status bar is the View toolbar, which provides tools for

adjusting the view of presentation content.

See Also For information about adjusting the view of a document, see “Displaying Different Views of a Presentation” later in this chapter.

You can display the content of the active presentation in three primary views: Normal

view, Slide Sorter view, and Slide Show view. You carry out most of the development

work on a presentation in Normal view, which is the default.

Normal view consists of three panes:

Overview pane. Contains two tabs: the Slides tab, which displays small images

called thumbnails of all the slides in the active presentation; and the Outline tab,

which shows all the text on the slides displayed as an outline.

Slide pane. Shows the currently selected slide as it will appear in the presentation.

Notes pane. Provides a place for entering notes about the current slide. These notes

might be related to the development of the slide or they might be speaker notes that

you will refer to when delivering the presentation.

Overview pane with Slides and Outline tabs

Notes pane Slide pane


The goal of the redesigned PowerPoint environment is to make the process of creating

a presentation more intuitive. Commands for tasks you perform often are no longer

hidden on menus and in dialog boxes, and features you might not have discovered

before are now more visible.

For example, when a formatting option has several choices available, they are often

displayed in a gallery of thumbnails. These galleries give you an at-a-glance picture of

each option. If you point to a thumbnail in a gallery, an awesome new feature called live preview shows you what that choice will look like if you apply it to your presentation.

When you point to a thumbnail, live preview shows the effect of that choice on the slide.

In this exercise, you will start PowerPoint and explore the Microsoft Offi ce Button and

the tabs and groups on the Ribbon. Along the way, you will see how to take advantage

of galleries and live preview. There are no practice fi les for this exercise.

BE SURE TO start your computer, but don’t start PowerPoint yet.

1. On the taskbar, click the Start button, point to All Programs, click Microsoft Offi ce, and then click Microsoft Offi ce PowerPoint 2007.

The PowerPoint program window opens, displaying a blank presentation. If your

program window is not maximized, maximize it now.

BE SURE TO start your computer, but don’t start PowerPoint yet.start your computer, but don’t start PowerPoint yet.

StartStart


2. Click the Microsoft Offi ce Button.

Commands related to managing presentations (such as creating, saving, and

printing) are available from the menu that appears. This menu, which we refer to

throughout this book as the Offi ce menu, takes the place of the File menu that

appeared in previous versions of PowerPoint.

The commands on the left are for tasks related to the presentation as a whole.

After you work with a presentation, its name appears in the Recent Documents list

so that you can quickly open it again. At the bottom of the menu are buttons for

changing program options and for quitting PowerPoint.

See Also For information about changing program options, see Chapter 12, “Customizing PowerPoint.”

3. Press the P key to close the menu.

On the Ribbon, the Home tab is active. Buttons related to creating slide content

are organized on this tab in six groups: Clipboard, Slides, Font, Paragraph, Drawing,

and Editing. Only the buttons representing commands that can be performed on

the currently selected presentation element are active.

Microsoft Offi ce Button



4. Hover the mouse pointer over the active buttons on this tab to display the

ScreenTips that name them and describe their functions.

Important Depending on your screen resolution and the size of the program

window, you might see more or fewer buttons in each of the groups, or the buttons

you see might be represented by larger or smaller icons than those shown in this

book. Experiment with the size of the program window to understand the effect

on the appearance of the command interface tabs.

5. Click the Insert tab, and then explore its buttons.

Buttons related to all the items you can insert are organized on this tab in fi ve

groups: Tables, Illustrations, Links, Text, and Media Clips.

6. Click the Design tab, and then explore its buttons.

Buttons related to the appearance of your presentation are organized on this tab in

three groups: Page Setup, Themes, and Background.

7. In the Background group, display the ScreenTip for the Hide Background Graphics

button.

The ScreenTip tells you that the button hides the background graphic that is part of

the selected theme.

8. At the right end of the Background group’s title bar, click the Background Dialog

Box Launcher.

The Format Background dialog box opens.

Dialog Box Launcher

Dialog Box Launcher


In the dialog box, you can fi ll the background with a solid color, gradient, or picture,

as well as hide the background graphic.

9. Click Close to close the dialog box.

10. In the Themes group, point to (but don’t click) the third theme thumbnail from the

left.

In the Slide pane, PowerPoint displays a live preview of what the slide will look like

if you click this theme thumbnail. You can see the effect of the selection without

actually applying the effect.

11. In the scroll bar to the right of the thumbnails in the Themes group, click the scroll down arrow.

The next row of theme thumbnails scrolls into view.

12. In the Themes group, click the More button.

PowerPoint displays the entire Themes gallery.

Scroll downScroll down

MoreMore


13. Point to various themes in the gallery, observing the effect on the slide.

14. Press P to close the gallery without applying a theme.

15. Click the Animations tab, and then explore its buttons, gallery, and live previews.

Buttons related to slide animation are organized on this tab in three groups:

Preview, Animations, and Transition To This Slide.

16. Click the Slide Show tab, and then explore its buttons.

Buttons related to displaying your presentation are organized on this tab in three

groups: Start Slide Show, Set Up, and Monitors.

17. Click the Review tab, and then explore its buttons.

Buttons related to comments, changes, and editorial tools are organized on this

tab in three groups: Proofi ng, Comments, and Protect.

Opening, Moving Around in, and Closing a Presentation 11

18. Click the View tab, and then explore its buttons.

Buttons related to changing the view or the display of the presentation are organized

on this tab in fi ve groups: Presentation Views, Show/Hide, Zoom, Color/Grayscale,

Window, and Macros.

Opening, Moving Around in, and Closing a Presentation

To open an existing presentation, you click the Microsoft Offi ce Button and then click

Open to display the Open dialog box. The fi rst time you use this command, the Open

dialog box displays the contents of your Documents folder. If you display the dialog box

again in the same PowerPoint session, it displays the contents of whatever folder you last

used. To see the contents of a different folder, you use standard Windows techniques.

After you locate the fi le you want to work with, you can double-click it to open it.


Tip Clicking a fi le name and then clicking the Open arrow in the lower-right corner of

the Open dialog box displays a list of alternative ways to open the selected fi le. To look

through the presentation without making any inadvertent changes, you can open the

fi le as read-only, or you can open an independent copy of the fi le. You can open a fi le

in a Web browser. In the event of a computer crash or other similar incident, you can tell

PowerPoint to open the fi le and attempt to repair any damage.

When a presentation is open, you can move from slide to slide several ways, including

the following:

By clicking the slide you want to move to on the Slides tab of the Overview pane

By using the scroll bar on the right side of the Slide pane

By clicking the Previous Slide or Next Slide button at the bottom of the Slide pane’s

scroll bar

By pressing the Page Up and Page Down keys on the keyboard

If more than one presentation is open, you can close the active presentation by

clicking the Close button at the right end of the title bar. If only one presentation is

open, clicking the Close button closes the presentation and also quits PowerPoint.

If you want to close the presentation but leave PowerPoint open, you must click the

Microsoft Offi ce Button and then click Close.

In this exercise, you will open an existing presentation and explore various ways of

moving around in it. Then you will close the presentation.

USE the 02_Opening presentation. This practice fi le is located in the Chapter01 subfolder

under SBS_PowerPoint2007.



The Open dialog box opens, showing the contents of the folder you used for your

last open or save action.

2. If the contents of the Chapter01 folder are not displayed, in the Navigation Pane, click Documents. Then double-click the MSP folder, double-click the

SBS_PowerPoint2007 folder, and double-click the Chapter01 folder.

3. Double-click the 02_Opening fi le to open it.

The 02_Opening presentation opens in the PowerPoint program window.

USE thethe 02_Opening02_Opening presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter01Chapter01 subfolder subfolder

under under SBS_PowerPoint2007SBS_PowerPoint2007..7777




Opening, Moving Around in, and Closing a Presentation 13

4. In the Overview pane, on the Slides tab, click Slide 3.

Tip You can scroll the Overview pane to bring more thumbnails into view.

5. At the bottom of the scroll bar on the right side of the Slide pane, click the Next Slide button to move to Slide 4.

6. Click the Previous Slide button to move back to Slide 3.

7. Drag the scroll box slowly down to the bottom of the scroll bar.

As you move down the scroll bar, a ScreenTip tells you the number and name of

the slide that will be displayed if you release the mouse button at that point.

8. Press the < key until Slide 7 is displayed.

9. PressH+> to move to Slide 1.

10. Click the Microsoft Offi ce Button, and then click Close to close the presentation.

Troubleshooting If you click the Close button at the right end of the title bar in-

stead of clicking the Microsoft Offi ce Button and then clicking Close, you will close

the open presentation and quit the PowerPoint program. To continue working, start

PowerPoint again.

Next SlideNext Slide

Previous SlidePrevious Slide

Troubleshooting If you click the Close button at the right end of the title bar in-If you click the Close button at the right end of the title bar in-

stead of clicking the Microsoft Offi ce Button and then clicking Close, you will closestead of clicking the Microsoft Offi ce Button and then clicking Close, you will close

the open presentation and quit the PowerPoint program. To continue working, startthe open presentation and quit the PowerPoint program. To continue working, start

PowerPoint again.PowerPoint again.


Compatibility with Earlier VersionsPowerPoint 2007 uses a different fi le format than previous versions of the program.

You can open a presentation created with previous versions, but the new features

of PowerPoint 2007 will not be available. The name of the presentation appears in

the title bar with [Compatibility Mode] to its right. You can work in Compatibility

Mode, or you can convert the presentation to the PowerPoint 2007 fi le format by

clicking the Microsoft Offi ce Button, and clicking Convert. The Save As dialog box

opens so that you can save the presentation in the new format as a different fi le.

You cannot open a PowerPoint 2007 presentation in a previous version of

PowerPoint unless you install the Compatibility Pack for the 2007 Offi ce system,

which is available for free download from Microsoft Offi ce Online.

Displaying Different Views of a PresentationPowerPoint has three primary views (the views you will use most often) to help you create,

organize, and display presentations:

In Normal view, you can work with a presentation in four ways: with a set of slide

thumbnails on the Slides tab of the Overview pane; with a text outline on the Outline

tab of the Overview pane; with a slide in the Slide pane; and with development and

delivery notes in the Notes pane.

See Also For information about working with text on the Outline tab and in the Slide pane, see “Entering Text” and “Editing Text” in Chapter 3, “Working with Slide Text.” For information about working with notes, see “Preparing Speaker Notes and Handouts” in Chapter 10, “Delivering a Presentation Electronically.”

In Slide Sorter view, the slides of the presentation are displayed as thumbnails so

that you can easily reorganize them. You can also animate the transition from one

slide to another in this view, as well as specify how long each slide should remain

on the screen.

See Also For information about changing the order of slides, see “Rearranging Slides in a Presentation” in Chapter 4, “Adjusting the Layout, Order, and Look of Slides.” For information about applying transitions, see “Adding Transition Effects” in Chapter 7, “Adding Animation, Sound, and Movies.” For information about adding slide timings, see “Rehearsing a Presentation” in Chapter 10, “Delivering a Presentation Electronically.”

In Slide Show view, each slide fi lls the screen. You use this view to preview the pre-

sentation and deliver it to an audience.

See Also For information about delivering an electronic presentation, see Chapter 10, “Delivering a Presentation Electronically.”

Compatibility with Earlier VersionsPowerPointPowerPoint 2007 uses a different fi le format than previous versions of the program. 2007 uses a different fi le format than previous versions of the program.

You can open a presentation created with previous versions, but the new features You can open a presentation created with previous versions, but the new features

of PowerPoint 2007 will not be available. The name of the presentation appears inof PowerPoint 2007 will not be available. The name of the presentation appears in

the title bar with [Compatibility Mode] to its right. You can work in Compatibilitythe title bar with [Compatibility Mode] to its right. You can work in Compatibility

Mode, or you can convert the presentation to the PowerPoint 2007 fi le format by Mode, or you can convert the presentation to the PowerPoint 2007 fi le format by

clicking the Microsoft Offi ce Button, and clicking Convert. The Save As dialog boxclicking the Microsoft Offi ce Button, and clicking Convert. The Save As dialog box

opens so that you can save the presentation in the new format as a different fi le.opens so that you can save the presentation in the new format as a different fi le.

You cannot open a PowerPoint 2007 presentation in a previous version of You cannot open a PowerPoint 2007 presentation in a previous version of

PowerPoint unless you install the PowerPoint unless you install the Compatibility Pack for the 2007 Offi ce system, Compatibility Pack for the 2007 Offi ce system,

which is available for free download from Microsoft Offi ce Online.which is available for free download from Microsoft Offi ce Online.

Displaying Different Views of a Presentation 15

Normal

Slide Sorter Slide Show

You can switch among these views by clicking the buttons on the View toolbar at the

right end of the status bar.

Alternatively, you can click the buttons in the Presentation Views group on the View tab.

This group also includes buttons for the following views, which you will probably use less

frequently:

You can add fancy speaker notes in Notes Page view. Although you can add speaker

notes in the Normal view’s Notes pane, you must be in Notes Page view if you want

to add graphics to your notes.

See Also For information about creating more elaborate notes, see “Preparing Speaker Notes and Handouts” in Chapter 10, “Delivering a Presentation Electronically.”


You can control the default look of a presentation by working with the masters dis-

played in the Slide Master view, Handout Master view, or Notes Master view.

See Also For information about masters, see “Viewing and Changing a Presentation’s Master Slides” in Chapter 9, “Creating Your Own Presentation Elements.”

You can use other buttons on the View tab to display rulers and gridlines to help you posi-

tion and align slide elements, to change the magnifi cation of the current slide, to see how

a colored slide will look if rendered in black and white (usually for printing), to arrange

and work with windows, and to view macros.

Tip You can adjust the magnifi cation of the current slide by using tools on the View tool-

bar at the right end of the status bar. Click the Zoom button and select (or type) a percent-

age; drag the slider to the left or right; click the Zoom Out or Zoom In button at either end

of the slider; or click the Fit Slide To Current Window button.

When you are working in Normal view, you can adjust the relative sizes of the panes

to suit your needs by dragging the splitter bar that separates them. When you point

to a splitter bar, the pointer changes to a double bar with opposing arrows, and you

can drag in either direction. You can hide a pane by dragging the splitter bar to shrink

the pane as far as it will go. Simply drag the splitter bar back to widen the pane again.

If you adjust the width of the Slides tab in the Overview pane, the size of the slide

thumbnails is adjusted accordingly—that is, you can see more small thumbnails in

a narrow pane and fewer large thumbnails in a wide pane.

Tip Any changes you make to a view, such as adjusting the sizes of panes, are saved with

the presentation that is open at the time and do not affect other presentations.

In this exercise, you will switch among different PowerPoint views and adjust the slide

size. You will view a presentation as a slide show and then return to Normal view, where

you will adjust the size of the panes. Finally, you will see how to display more than one

presentation at the same time.

USE the 03_Viewing1 and 03_Viewing2 presentations. These practice fi les are located in the

Chapter01 subfolder under SBS_PowerPoint2007.

OPEN the 03_Viewing1 presentation.

1. In the Overview pane, click the Outline tab.

The pane switches from showing thumbnails of the slides to showing an outline of

the text of the presentation.

USE thethe 03_Viewing103_Viewing1 and and 03_Viewing203_Viewing2 presentations. These practice fi les are located in the presentations. These practice fi les are located in the

Chapter01Chapter01 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 03_Viewing103_Viewing1 presentation.presentation.


2. On the Outline tab, click the title for Slide 3.

Slide 3 of the presentation is now shown in the adjacent Slide pane.

3. On the View tab, in the Presentation Views group, click the Slide Sorter button.

All the slides now appear as thumbnails in one large pane. Slide 3 is surrounded by

a border, indicating that it is selected.

4. Hold down the J key, point to any slide, and then press and hold the mouse button.

While you hold down the mouse button, only the slide’s title is visible against a

white background, making it easier to locate the slide you want.


5. Release the J key and the mouse button to restore the display of formatting.

6. On the View tab, in the Zoom group, click the Zoom button.

The Zoom dialog box opens.

7. In the Zoom dialog box, click 100%, and then click OK.

Notice that the Zoom percentage on the View toolbar at the right end of the status

bar also changes, and the slider moves all the way to the right.

8. Double-click Slide 1.

PowerPoint displays the presentation in Normal view, with Slide 1 active. Notice

that the Zoom percentage in this view has not changed.

9. At the left end of the slider on the status bar, click the Zoom Out button twice.

Each time you click the button, the slider moves to the left and the Zoom percent-

age decreases.

10. At the right end of the slider, click the Zoom In button.

The Zoom percentage increases.

11. At the right end of the status bar, click the Fit slide to current window button.

PowerPoint restores the view to 64% (the original Zoom level).

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

PowerPoint displays a full-screen view of the fi rst slide in the presentation.

13. Without moving your mouse, click its button to advance to the next slide.

Tip To stop a slide show before you reach the end, press the Esc key.

14. Continue clicking the mouse button to advance through the presentation one slide

at a time.

After the last slide in the presentation, PowerPoint displays a black slide.

Zoom OutZoom Out

Zoom InZoom In

Fit slide to current window

Fit slide to current window

Slide ShowSlide Show


Tip If you don’t want a black slide to appear at the end of the presentation, click

the Microsoft Offi ce Button, click PowerPoint Options, and in the left pane of the

PowerPoint Options window, click Advanced. Then under Slide Show, clear the End

With Black Slide check box, and click OK.

15. Click again to return to Normal view.

16. Point to the splitter bar between the Slide pane and the Notes pane, and when

the pointer changes to a double bar with opposing arrows, drag the bar down

until the Notes pane is completely closed.

17. Drag the splitter bar at the bottom of the Slide pane upward as far as it will go.

Splitter bar

18. Open the 03_Viewing2 presentation from the Chapter01 folder under

SBS_PowerPoint2007.

19. On the View tab, in the Window group, click the Switch Windows button, and

then click 03_Viewing1.

Notice that customizing Normal view for one presentation does not affect Normal

view for the other presentation.


20. In the Window group, click the Arrange All button.

In the workspace, you can now see both open presentations at the same time.

21. Experiment with the other commands in the Window group, and then at the right

end of the 03_Viewing2 title bar, click the Close button.

You can close a presentation this way only when more than one presentation is open.

22. At the right end of the 03_Viewing1 title bar, click the Maximize button.

BE SURE TO reset the size of the Notes pane.

CLOSE the 03_Viewing1 presentation.

Saving a PresentationWhen you create a new presentation, it exists only in your computer’s memory until you

save it. You save a presentation the fi rst time by clicking the Save button on the Quick

Access Toolbar or by clicking the Microsoft Offi ce Button and then clicking Save. Either

action opens the Save As dialog box, where you can assign a name and storage location.

CloseClose

MaximizeMaximize

Saving a Presentation 21

If you want to save the document in a folder other than the one shown in the Address

bar, you can click the chevrons to the left of the current folder name and then navigate

to the folder you want. You can also click Browse Folders to display the Navigation Pane

and a toolbar. If you want to create a new folder in which to store the fi le, you can click

the New Folder button on this toolbar.

After you save a presentation for the fi rst time, you can save changes simply by click-

ing the Save button. The new version of the presentation then overwrites the previous

version. If you want to keep both the new version and the previous version, click Save

As on the Offi ce menu and then save a new version with a different name in the same

location or with the same name in a different location. (You cannot have two fi les with

the same name in the same folder.)

In this exercise, you will create a presentation and save it in a new folder. Then you will save

the same presentation with the same name in a different folder. There are no practice fi les

for this exercise.

BE SURE TO close any open presentations before beginning this exercise.

1. Click the Microsoft Offi ce Button, click New, and then in the New Presentation

window, double-click Blank Presentation.

PowerPoint opens a new, blank presentation containing only a title slide.

2. On the Quick Access Toolbar, click the Save button.

The Save As dialog box opens, with the folder you last used in the Save As or Open

dialog box in the Address bar.

3. If the Address bar does not display Chapter01, navigate to that folder now.

4. If the Navigation Pane and toolbar are not displayed, click Browse Folders.

Tip You can click Hide Folders to hide the Navigation Pane and toolbar.

BE SURE TO close any open presentations before beginning this exercise.close any open presentations before beginning this exercise.



SaveSave


5. On the toolbar, click the New Folder button.

A folder named New Folder appears, with the name selected for editing.

6. Type My Presentations, and then press F.

My Presentations is now the current folder in the Save As dialog box.

7. In the File name box, click the existing entry, and then type My Presentation.

Troubleshooting Programs that run on the Windows operating system use fi le name extensions to identify different types of fi les. For example, the extension .pptx

identifi es PowerPoint 2007 documents. Windows Vista programs do not display these

extensions by default, and you shouldn’t type them in the Save As dialog box. When

you save a fi le, PowerPoint automatically adds whatever extension is associated with

the type of fi le selected in the Save As Type box.

8. Click Save to save the My Presentation fi le in the My Presentations folder.


Tip If you want to save the active presentation in a format that is compatible with

previous versions of PowerPoint, click the Save As arrow, and then in the list, click

PowerPoint 97-2003 Format to display the Save As dialog box with that format

already selected in the Save As Type box.

Troubleshooting ProgramsPrograms that run on the Windows operating system use that run on the Windows operating system use fi le name extensions to identify different types of fi les. For example, the extension to identify different types of fi les. For example, the extension .pptx.pptxidentifi es PowerPoint 2007 documents. Windows Vista programs do not display theseidentifi es PowerPoint 2007 documents. Windows Vista programs do not display these

extensions by default, and you shouldn’t type them in the Save As dialog box. When extensions by default, and you shouldn’t type them in the Save As dialog box. When

you save a fi le, PowerPoint automatically adds whatever extension is associated with you save a fi le, PowerPoint automatically adds whatever extension is associated with

the type of fi le selected in the Save As Type box.the type of fi le selected in the Save As Type box.

Key Points 23

The Save As dialog box opens, displaying the contents of the My Presentations folder.

10. In the Address bar, click Chapter01.

The dialog box now displays the contents of the My Presentations folder’s parent folder, Chapter01.

11. Click Save.

PowerPoint saves the My Presentation fi le in the Chapter01 folder. You have now saved

two versions of the blank presentation with the same name, but in different folders.

CLOSE the My Presentation fi le, and if you are not continuing directly on to the next

chapter, quit PowerPoint.

Tip By default, PowerPoint periodically saves the presentation you are working on in

case the program stops responding or you lose electrical power. To adjust the time inter-

val between saves, click the Microsoft Offi ce Button, click PowerPoint Options, click Save

in the left pane of the PowerPoint Options window, and specify the period of time in the

box to the right of the Save AutoRecover Information Every check box. Then click OK.

Key Points Because the new PowerPoint interface makes commands easily accessible, you can

quickly create sophisticated presentations.

You can move around a presentation in several ways: by clicking slide thumbnails

on the Slides tab of the Overview pane; by clicking the Next Slide or Previous Slide

button; by scrolling the Slide pane; or by pressing the Page Up or Page Down key.

PowerPoint has three primary views to help you create, organize, and display pres-

entations: Normal, Slide Sorter, and Slide Show. You can switch views by clicking

the buttons on the View toolbar or by clicking buttons in the Presentation Views

group on the View tab.

In Normal view, you can change the magnifi cation of your slides and the size of the

panes to suit the way you work.

You can save a presentation in an existing folder or in a new folder that you can

create from within PowerPoint. You cannot store two presentations with the same

name in the same folder.

Chapter at a GlanceChapter at a GlanceChapter at a Glance

Quickly create a presentation,page 26

Convert anoutline to apresentation, page 33

Reuse existing slides, page 35


25

2 2 Starting a New Starting a New Presentation Presentation


Quickly create a presentation.

Create a presentation based on a ready-made design.

Convert an outline to a presentation.

Reuse existing slides.

To work effi ciently with Microsoft Offi ce PowerPoint 2007, you must be able to decide

the best way to start a presentation. The New Presentation window provides several

options for creating a new presentation:

If you need help with both the presentation’s content and its look, you can down-

load a complete presentation from Microsoft Offi ce Online and then customize it

to meet your needs.

If you have already created a presentation that is close enough in content and

design to be a good starting point, you can use that presentation as the basis

for the new one.

If you have content ready but need help with the look of the presentation, you can

base your presentation on one of the design templates that comes with PowerPoint.

These templates include graphics, colors, fonts, and styles. You can also base your

presentations on your own custom templates.

If you have created an outline of a presentation in Microsoft Offi ce Word, you can

import the outline into PowerPoint to create an instant slide show.

If you know what your content and design will be and you want to build the

presentation from scratch, you can start with a blank presentation.

This chapter will help you become familiar with these methods so that you can decide

the best approach for each new presentation you create.

26 Chapter 2 Starting a New Presentation

In this chapter, you will create several new presentations: one based on an example

from Offi ce Online, one based on a practice fi le stored on your hard disk, one based

on a design template, and one based on a Word outline. You will also add slides to a

presentation and insert slides from one presentation into another.









Quickly Creating a PresentationWhen you fi rst start PowerPoint, a blank presentation is displayed in the presentation

window, ready for you to enter text and design elements. If you want to create a pres-

entation from scratch, this is the place to start.

Tip If you are already working in PowerPoint, you can open a new blank presentation by

clicking the Microsoft Offi ce Button, clicking New, and then in the New Presentation win-

dow, double-clicking Blank Presentation.

However, creating presentations from scratch is time-consuming and requires quite a bit

of skill and knowledge about PowerPoint. Even people with intermediate and advanced

PowerPoint skills can save time by capitalizing on the work someone else has already

done. In the New Presentation window, you can preview and download presentations

that are available from Offi ce Online and then customize these templates to meet your

needs. You can also use any presentation that you have already created and saved on

your hard disk as the basis for the new presentation.

When you create a new presentation based on a template, you are not opening the

template; instead you are creating a new fi le that has all the characteristics of the tem-

plate. The new fi le is temporary until you save it.

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




Quickly Creating a Presentation 27

In this exercise, you will create two new presentations: one based on an example from

Offi ce Online, and the other based on a practice fi le stored on your hard disk.

Troubleshooting Be sure your computer is connected to the Internet before starting this

exercise. If it is not, you can read through the steps below but you won’t be able to access

the presentations available on Offi ce Online.

USE the 01_Creating presentation. This practice fi le is located in the Chapter02 subfolder




The New Presentation window opens.

2. In the left pane, under Microsoft Offi ce Online, click Presentations.

The center pane now lists categories of presentations that are available from

Offi ce Online.

3. In the center pane, click Business.

The center pane now displays images of all the ready-made business presentations

that are available from Offi ce Online. The selected presentation is indicated by an

orange frame, and information about that presentation appears in the right pane.

Troubleshooting Be sure your computer is connected to the Internet before starting this Be sure your computer is connected to the Internet before starting this

exercise. If it is not, you can read through the steps below but you won’t be able to accessexercise. If it is not, you can read through the steps below but you won’t be able to access

the presentations available on Offi ce Online.the presentations available on Offi ce Online.

USE thethe 01_Creating01_Creating presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter02Chapter02 subfolder subfolder






Troubleshooting Don’t be alarmed if your list of presentations is different than

ours. New presentations are continually being added. In fact, it is worth checking

Offi ce Online frequently, just to see what’s new.

4. Scroll the center pane, noticing the wide variety of presentations available.

5. About half way down the pane, click the Company meeting presentation image,

and then in the lower-right corner of the window, click Download.

A message box tells you that you can download templates from Offi ce Online only

if you are running a genuine version of PowerPoint.

6. Click Continue.

Tip If you don’t want this message box to appear every time you download a template,

click the Do Not Show This Message Again check box before you click Continue.

After your version of PowerPoint is validated, a presentation based on the selected

template opens on your screen in Normal view. The Slides tab shows thumbnails of

the slides, and the title slide appears in the Slide pane.

Troubleshooting Don’t be alarmed if your list of presentations is different than Don’t be alarmed if your list of presentations is different than

ours. New presentations are continually being added. In fact, it is worth checkingours. New presentations are continually being added. In fact, it is worth checking

Offi ce Online frequently, just to see what’s new.Offi ce Online frequently, just to see what’s new.

Quickly Creating a Presentation 29

7. Below the scroll bar on the right side of the screen, click the Next Slide button

repeatedly to display each slide of the presentation in turn.

The slides contain generic instructions about the sort of information that you might

want to include in a presentation for a company meeting. You can replace these

instructions with your own text.

See Also For information about entering and editing text, see “Entering Text” and “Editing Text” in Chapter 3, “Working with Slide Text.”


PowerPoint suggests the title of the fi rst slide as the name of the fi le.

9. Navigate to your Documents\MSP\SBS_PowerPoint 2007\Chapter02 folder, and

save the presentation with the name My Company Meeting.

See Also For information about saving presentations, see “Saving a Presentation” in Chapter 1, “Exploring PowerPoint 2007.”

The title bar now displays My Company Meeting as the name of the open

presentation.

10. Display the New Presentation window again, and then in the left pane, under

Templates, click New from existing.

The New From Existing Presentation dialog box opens.

11. With the contents of the Chapter02 subfolder displayed, double-click the

01_Creating fi le.


SaveSave


A quick glance at the title bar tells you that instead of opening the 01_Creating presen-

tation, PowerPoint has opened a new presentation based on 01_Creating.


Because this presentation is a new fi le, PowerPoint displays the Save As dialog box

so that you can name the presentation.

13. Save the fi le in the Chapter02 folder with the name My Sales Meeting.

The title bar now displays My Sales Meeting as the name of the active presentation.

CLOSE the My Sales Meeting and My Company Meeting presentations.

Creating a Presentation Based on a Ready-Made Design

When you don’t need help with the content of a presentation but you do need help with

its design, you can start a new presentation based on a design template. A design template

is a blank presentation with formatting, a color scheme, and sometimes graphics already

applied to it. You can base a presentation on a design template from Offi ce Online, or you

can design your own presentation and save it as a template.

See Also For information about saving your own templates, see “Saving a Custom Design Template” in Chapter 9, “Creating Your Own Presentation Elements.”

When you create a presentation based on a design template, PowerPoint supplies a title slide and leaves it to you to add the other slides you need. You add a slide by clicking the

New Slide button in the Slides group on the Home tab. This technique adds a new slide

with the default layout immediately after the current slide. If you want to add a slide with

a different layout, you can select the layout you want from the New Slide list.

Tip You can also add new slides by pressing keyboard shortcuts while you are entering

text on the Outline tab. For more information, see “Entering Text” in Chapter 3, “Working

with Slide Text.”

In this exercise, you will start a new presentation based on a design template, add a new

slide with the default layout, add slides with other layouts, and then delete a slide. There

are no practice fi les for this exercise.

Creating a Presentation Based on a Ready-Made Design 31

BE SURE TO start PowerPoint and close any open presentations before beginning this

exercise.


2. In the left pane of the New Presentation window, under Microsoft Offi ce Online,

click Design slides.

The center pane now displays categories of ready-made designs.

3. In the center pane, click each category in turn, scroll through the thumbnails of the

various design collections, and click the Back button at the top of the center pane

to return to the list of categories.

4. In the center pane, click the Business category.

5. Scroll about a third of the way down the list of templates, and click the Trust design template. Then in the lower-right corner of the window, click Download, and if the

Microsoft Offi ce Genuine Advantage message box appears, click Continue.

A new presentation with a single title slide opens on your screen in Normal view.

The Slides tab shows a thumbnail of the slide, and the slide itself appears in the

Slide pane.

BE SURE TO start PowerPoint and close any open presentations before beginning this start PowerPoint and close any open presentations before beginning this

exercise.exercise.



BackBack


6. On the Home tab, in the Slides group, click the New Slide button (not its arrow).

PowerPoint adds Slide 2 to the presentation with the default Title And Content

layout. This layout is designed to accommodate a title and either text or graphic

content—a table, chart, diagram, picture, clip art image, or movie clip.

Converting an Outline to a Presentation 33

7. In the Slides group, click the New Slide arrow, and then in the list, click Two Content.

8. In the Slides group, click the New Slide button.

PowerPoint adds another slide with the Two Content layout. For all but the title

slide, simply clicking the New Slide button adds a slide with the layout of the

active slide.

9. Continue adding slides, selecting a different layout each time so that you can see

what each one looks like.

10. At the top of the Overview pane, on the Slides tab, click Slide 2. Then in the Slides group, click the Delete button.

PowerPoint removes the slide from the presentation and renumbers all the sub-

sequent slides.

CLOSE the presentation without saving your changes.

Converting an Outline to a PresentationYou can insert an outline created in another program into a PowerPoint presentation.

The text can be a Word document (.doc or .docx) or a Rich Text Format (RTF) fi le (.rtf ). PowerPoint uses the heading styles in the inserted document to create slide titles and

bullet points.

In this exercise, you will convert a Word outline into a presentation.


USE the 03_Converting document. This practice fi le is located in the Chapter02 subfolder


OPEN a new blank presentation.

1. On the Home tab, in the Slides group, click the New Slide arrow, and then below

the slide thumbnails, click Slides from Outline.

The Insert Outline dialog box opens.

2. Navigate to your Documents\MSP\SBS_PowerPoint2007\Chapter02 folder, and then

double-click 03_Converting.

3. After the outline is converted, in the Overview pane, click the Outline tab to get an

idea of the content of the presentation.

PowerPoint has converted each level-1 heading into a slide title, each level-2

heading into a bullet point, and each level-3 heading into a subpoint.

4. On the Outline tab, right-click the empty title of Slide 1, which is blank, and then

click Delete Slide.

CLOSE the presentation without saving your changes.

USE thethe 03_Converting03_Converting document. This practice fi le is located in the document. This practice fi le is located in the Chapter02Chapter02 subfolder subfolder


OPEN a new blank presentation.a new blank presentation.

Reusing Existing Slides 35

Tip You can start a new presentation from a Word outline by using the Open command.

Click the Microsoft Offi ce Button, and then click Open. In the Open dialog box, click the All

PowerPoint Presentations setting, and in the list of fi le types, click All Files. Then locate and

double-click the outline document you want to use.

Exporting a Presentation as an OutlineWhen you want to use the text from a presentation in another program, you can

save the presentation outline as an RTF fi le. Many programs, including the Microsoft

Windows and Macintosh versions of Word and older versions of PowerPoint, can

import outlines saved in RTF with their formatting intact.

To save a presentation as an RTF fi le, follow these steps:


The Save As dialog box opens.

2. In the File name box, specify the name of the fi le.

3. Click the Save as type arrow, and then in the list, click Outline/RTF.

4. Navigate to the folder where you want to store the outline, and click Save.

PowerPoint saves the presentation’s outline in RTF format with the designated

name in the designated folder.

Reusing Existing SlidesIf your presentations often include one or more slides that provide the same basic infor-

mation, you don’t have to recreate the slides for each presentation. For example, if you

create a slide that shows your company’s product development cycle for one new product

presentation, you might want to use variations of that same slide in all new product pres-

entations. You can easily tell PowerPoint to copy a slide and insert in a specifi c location in a

different presentation. The slide will assume the formatting of its new presentation.

In this exercise, you will insert slides from a presentation stored on your hard disk into

the active presentation.

Exporting a Presentation as an OutlineWhenWhen you want to use the text from a presentation in another program, you can you want to use the text from a presentation in another program, you can

save the presentation outline as an RTF fi le. Many programs, including the Microsoft save the presentation outline as an RTF fi le. Many programs, including the Microsoft

Windows and Macintosh versions of Word and older versions of PowerPoint, can Windows and Macintosh versions of Word and older versions of PowerPoint, can

import outlines saved in RTF with their formatting intact.import outlines saved in RTF with their formatting intact.

To save a presentation as an RTF fi le, follow these steps:To save a presentation as an RTF fi le, follow these steps:

1. 1. Click the Click the Microsoft Offi ce ButtonMicrosoft Offi ce Button, and then click, and then click Save AsSave As..

TheThe Save As dialog box opens.Save As dialog box opens.

2. 2. In the In the File nameFile name box, specify the name of the fi le. box, specify the name of the fi le.

3. 3. ClickClick the the Save as typeSave as type arrow, and then in the list, click arrow, and then in the list, click Outline/RTFOutline/RTF..

4. 4. Navigate to the folder where you want to store the outline, and click Navigate to the folder where you want to store the outline, and click SaveSave..

PowerPoint saves the presentation’s outline in RTF format with the designated PowerPoint saves the presentation’s outline in RTF format with the designated

name in the designated folder.name in the designated folder.


USE the 04_Reusing1 and 04_Reusing2 presentations. These practice fi les are located in the


OPEN the 04_Reusing1 presentation.

1. On the Slides tab of the Overview pane, click Slide 3.


list, click Reuse Slides.

The Reuse Slides task pane opens.

3. In the Reuse Slides task pane, click the Open a PowerPoint File link.

PowerPoint displays the Browse dialog box with the contents of your Documents folder displayed.

4. Navigate to your Documents\MSP\SBS_PowerPoint\Chapter02 folder, and then

double-click the 04_Reusing2 presentation.

Thumbnails of all the slides in the presentation appear in the Reuse Slides task pane.

USE thethe 04_Reusing104_Reusing1 and and 04_Reusing204_Reusing2 presentations. These practice fi les are located in the presentations. These practice fi les are located in the


OPEN thethe 04_Reusing104_Reusing1 presentation.presentation.

Reusing Existing Slides 37

5. Scroll the task pane, and click the seventh thumbnail, titled Bamboo Product Line.

PowerPoint inserts the selected slide from the 04_Reusing2 presentation as Slide 4

in the 04_Reusing1 presentation. The slide takes on the design of the presentation

in which it is inserted.

6. Click the task pane’s Close button.

CLOSE the 04_Reusing1 presentation without saving your changes, and if you are not con-

tinuing directly on to the next chapter, quit PowerPoint.

CloseClose


Working with a Slide LibraryIf your organization is running Microsoft Offi ce SharePoint Server 2007 and has

enabled slide libraries, you and your colleagues can store slides or even entire

presentations in the library so that they are available for use in any presentation.

You can then repurpose the slides instead of having to create them from scratch.

For example, suppose a graphically gifted person has developed a slide with a

sophisticated chart showing the percentage of income derived from the sale of

different categories of merchandise. He or she can store the slide in a slide library

so that other people can use it in their presentations without having to take the

time to develop a similar chart. Larger organizations might even have people on

staff with responsibility for creating this type of slide, so that they can ensure that

all slide shows convey the same information in the same professional way.

To store slides in a slide library:

1. Click the Microsoft Offi ce Button, point to Publish, and then click Publish Slides.

The Publish Slides dialog box opens.

2. In the Publish Slides dialog box, select the check box for the slide you want

to store in the library.

You can also right-click a slide that you want to publish and then click Publish

Slides to display the dialog box with that slide already selected.

3. If the URL of your SharePoint slide library does not appear in the Publish To

box, click the box, and type the URL.

4. Click Publish to store the slide in the slide library.

To insert a slide from a slide library:

1. Click the slide after which you want the new slide to appear.

2. On the Home tab, in the Slides group, click the New Slide arrow, and then in

the list, click Reuse Slides.

3. In the Reuse Slides task pane, in the Insert slide from box, type the URL of

your SharePoint slide library, and then click the Go arrow.

4. Double-click the thumbnail of the slide you want to insert in the active

presentation.

Working with a Slide LibraryIfIf your organization is running Microsoft Offi ce SharePoint Server 2007 and hasyour organization is running Microsoft Offi ce SharePoint Server 2007 and has

enabledenabled slide libraries, you and your colleagues can store slides or even entire , you and your colleagues can store slides or even entire

presentations in the library so that they are available for use in any presentation. presentations in the library so that they are available for use in any presentation.

You can then repurpose the slides instead of having to create them from scratch.You can then repurpose the slides instead of having to create them from scratch.

For example, suppose a graphically gifted person has developed a slide with aFor example, suppose a graphically gifted person has developed a slide with a

sophisticated chart showing the percentage of income derived from the sale of sophisticated chart showing the percentage of income derived from the sale of

different categories of merchandise. He or she can store the slide in a slide library different categories of merchandise. He or she can store the slide in a slide library

so that other people can use it in their presentations without having to take theso that other people can use it in their presentations without having to take the

time to develop a similar chart. Larger organizations might even have people on time to develop a similar chart. Larger organizations might even have people on

staff with responsibility for creating this type of slide, so that they can ensure thatstaff with responsibility for creating this type of slide, so that they can ensure that

all slide shows convey the same information in the same professional way.all slide shows convey the same information in the same professional way.

ToTo store slides in a slide library:store slides in a slide library:

1. 1. Click theClick the MicrosoftMicrosoft Offi ceOffi ce ButtonButton, point to , point to PublishPublish, and then click , and then click Publish SlidePublish Slidess..

The Publish Slides dialog boxThe Publish Slides dialog box opens.opens.

2. 2. In theIn the Publish SlidePublish Slidess dialog box, select the check box for the slide you wantdialog box, select the check box for the slide you want

to store in the library.to store in the library.

You can also right-click a slide that you want to publish and then click Publish You can also right-click a slide that you want to publish and then click Publish

Slides to display the dialog box with that slide already selected.Slides to display the dialog box with that slide already selected.

3. 3. If the URL of your SharePoint slide library does not appear in theIf the URL of your SharePoint slide library does not appear in the Publish ToPublish Tobox, click the box, and type the URL.box, click the box, and type the URL.

4. 4. Click Click PublishPublish to store the slide in the slide library.to store the slide in the slide library.

ToTo insert a slide from a slide library:insert a slide from a slide library:

1. 1. Click the slide after which you want the new slide to appear.Click the slide after which you want the new slide to appear.

2. 2. On theOn the HomeHome tab, in the tab, in the SlidesSlides group, click thegroup, click the New SlideNew Slide arrow, and then in arrow, and then in

the list, click the list, click Reuse SlidesReuse Slides..

3. 3. In theIn the Reuse SlidesReuse Slides task pane, in thetask pane, in the Insert slide fromInsert slide from box, type the URL of box, type the URL of

your SharePoint slide library, and then click theyour SharePoint slide library, and then click the GoGo arrow. arrow.

4. 4. Double-click the thumbnail of the slide you want to insert in the activeDouble-click the thumbnail of the slide you want to insert in the active

presentation.presentation.

Key Points 39

Key Points How you create a new presentation depends on whether you need help developing

the content or the design.

Offi ce Online provides many presentation templates that you can customize to

meet your needs.

If you are required to use a particular design for a presentation, such as one with

corporate colors and branding, it is often simpler to start with the design and then

add your own content.

Repurposing an existing presentation to fi t the needs of a different audience is a

useful technique that saves development time.

Repurposing materials developed in other programs, such as Word, capitalizes on

the compatibility of the 2007 Offi ce system.

Repurposing existing slides is another way to save time and ensure consistency.


Correct and size text while typing, page 55

Add and manipulate text boxes, page 49

Change the size, alignment, spacing, and look of text, page 66

Check spelling and choose the best words, page 59


41

3 3 Working with Working with Slide Text Slide Text


Enter text.

Edit text.

Add and manipulate text boxes.

Correct and size text while typing.

Check spelling and choose the best words.

Find and replace text and fonts.

Change the size, alignment, spacing, and look of text.

In later chapters of this book, we show you ways to add fancy effects to electronic slide

shows to really grab the attention of your audience. But no amount of animation, jazzy

colors, and supporting pictures will convey your message if the words on the slides

are inadequate to the task. For most of your presentations, text is the foundation on

which you build everything else, so this chapter shows you various ways to work with

text to ensure that the words on your slides are accurate, consistent, and appropriately

formatted.

In this chapter, you will learn how to enter and edit text on slides, on the Outline tab,

and in text boxes. You will see how the AutoCorrect feature can help you avoid typo-

graphical errors, and how the spell-checking feature can help you correct misspellings

after the fact. For those times when a word or phrase is correct but you want to sub-

stitute a different word or phrase, you will learn how to replace one word with another

throughout a presentation by using the Find And Replace feature, which you also use to

ensure the consistent use of fonts. Finally, you will vary the size, alignment, spacing, and

look of words and phrases on individual slides.


42 Chapter 3 Working with Slide Text








Entering TextWhen you add a new slide to a presentation, the layout you select indicates the type and

position of the objects on the slide with placeholders. For example, a Title And Content

slide has placeholders for a title and either a bulleted list with one or more levels of

bullet points (and subordinate levels called subpoints) or an illustration such as a table,

chart, graphic, or movie clip. You can enter text directly into a placeholder on a slide in

the Slide pane, or you can enter text on the Outline tab of the Overview pane, where the

entire presentation is displayed in outline form.

Bullet point

Title

Subpoint

Placeholder





Entering Text 43

Tip If you want to add text to a slide that has no text placeholder—for example, if you

want to add an annotation to a graphic—you can create an independent text box and enter

the text there. For information about creating text boxes, see “Adding and Manipulating

Text Boxes” later in this chapter.

When you point to a placeholder on a slide or to text on the Outline tab, the pointer

changes to an I-beam. When you click the placeholder or text, a blinking insertion point

appears where you clicked to indicate where characters will appear when you type. As

you type, the text appears both on the slide and on the Outline tab.

In this exercise, you will enter slide titles, bullet points, and subpoints, both directly in

slides and on the Outline tab. There are no practice fi les for this exercise.


OPEN a new, blank presentation.

1. In the Slide pane, click the slide’s Click to add title placeholder.

A selection box surrounds the placeholder, and a blinking insertion point appears

in the center of the box, indicating that the text you type will be centered in the

placeholder.

2. Type The Taguien Cycle. (Do not type the period.)

By tradition, slide titles have no periods. PowerPoint’s spell-checking feature

indicates with a red wavy underline that Taguien is a possible spelling error. This

word is a proper name and is correct.

Tip If you make a typing error while working through this exercise, press Backspace

to delete the mistake, and then type the correct text. For information about checking

and correcting spelling, see “Checking Spelling and Choosing the Best Words” later in

this chapter.

3. In the Overview pane, click the Outline tab, and notice that the text you typed also

appears there.


OPEN a new, blank presentation.a new, blank presentation.


4. In the Slide pane, click the Click to add subtitle placeholder.

The title placeholder is deselected, and the subtitle placeholder is selected.

5. Type A New Series for Young Adults, and then press F to move the insertion

point to a new line in the same placeholder.

6. Type Judy Lew, Project Editor.

As you enter titles and bullet points throughout the exercises, don’t type any end-

ing punctuation marks.

7. On the Quick Access Toolbar, click the Save button, and save the presentation in

the Chapter03 subfolder with the name My Proposal.

We won’t tell you to save your work again in this exercise. Suffi ce it to say that you

should save often.

8. Add a new slide with the Title and Content layout.

See Also For information about adding slides, see “Creating a Presentation Based on a Ready-Made Design” in Chapter 2, “Starting a New Presentation.”

PowerPoint creates a new slide with placeholders for a title and a bulleted list. The

Outline tab now displays an icon for a second slide, and the status bar displays

Slide 2 of 2.

9. Without clicking anywhere, type Rationale.

SaveSave

Entering Text 45

If you start typing on an empty slide without fi rst selecting a placeholder, PowerPoint

enters the text into the title placeholder. The title appears on both the slide and the

Outline tab.

10. On the Outline tab, click to the right of Rationale, and then press F.

PowerPoint adds a new slide to the presentation, and an icon for Slide 3 appears in

the Outline pane.

11. Press the D key.

The Slide 3 icon changes to a bullet on Slide 2. The bullet is gray until you enter

text for the bullet point.

12. Type Lucerne currently has no offering for young adults, and then press F.

PowerPoint adds a new bullet at the same level.

13. Type Fantasy series have been hits in this hard-to-please market, and then press

F.

14. Type Customers are turning to other publishers to meet demand, and then press

F.

15. Press G+D.

On the Outline tab, the bullet changes into an icon for Slide 3. The new slide is

displayed in the Slide pane.


16. Type Characteristics of a Good Fantasy Series, press F, and then press D.

This slide title is too long to fi t in the title placeholder at its default font size, so

PowerPoint decreases the size so that the two lines will fi t in the placeholder.

See Also For more information about the AutoFit feature, see “Correcting and Sizing Text While Typing” later in this chapter.

17. Type A teacher, press F, type An adversary, press F, type A hero, and then

press F.

18. On the Home tab, in the Paragraph group, click the Increase List Level button.

PowerPoint creates a subpoint.

Tip You can use the Increase List Level button to change slide titles to bullet points

and bullet points to subpoints both on the slide and on the Outline tab. You can

also use the Decrease List Level button to change subpoints to bullet points and

bullet points to slide titles in both places. However, when you are entering text on

the Outline tab, it is quicker to use keys—Tab and Shift+Tab—to perform these

functions than it is to take your hands off the keyboard to use your mouse.

19. Type Innately sympathetic, press F, type Reluctant rebel, press F, and

then type Untested potential.

20. Press H+F.

Instead of creating another bullet, PowerPoint creates a new slide.

Increase ListLevel

Increase ListLevel

Editing Text 47

21. Save your work.

CLOSE the My Proposal presentation.

Editing TextAfter you enter text, you can change it at any time. You can insert new text by clicking

where you want to make the insertion and simply typing. Before you can change existing

text, you have to select it by using the following techniques:

Select an individual word by double-clicking it. The word and the space following it

are selected. Punctuation following a word is not selected.

Select adjacent words, lines, or paragraphs by dragging through them.

Alternatively, position the insertion point at the beginning of the text you want to

select, hold down the Shift key, and either press an arrow key to select characters

one at a time or click at the end of the text you want to select.

Select an entire slide title by clicking its slide icon on the Outline tab.

Select an entire bullet point or subpoint by clicking its bullet on either the Outline

tab or the slide.

Select all the text in a placeholder by clicking inside the placeholder and clicking

Select and then Select All in the Editing group on the Home tab.

See Also For more information about the Select feature, see “Finding and Replacing Text and Fonts” later in this chapter.

Selected text appears highlighted in the location where you made the selection—that is,

on either the slide or the Outline tab. To replace a selection, you type the new text. To

delete the selection, you press either the Delete key or the Backspace key.

To move a selection to a new location, you can simply drag it. You can also move and copy

text by using the Cut or Copy and Paste buttons in the Clipboard group on the Home

tab. You can work on the slide itself when moving or copying text within a slide, but it is

more effi cient to work on the Outline tab when moving or copying text between slides.

If you change your mind about a change you have made, you can reverse it by clicking

the Undo button on the Quick Access Toolbar. If you undo an action in error, you can

click the Redo button on the Quick Access Toolbar to reverse the change.


To undo multiple actions at the same time, you can click the earliest action you want to

undo in the Undo list. You can undo actions only in the order in which you performed

them—that is, you cannot reverse your fourth previous action without fi rst reversing the

three actions that followed it.

Tip The number of actions you can undo is set to 20, but you can change that number by

clicking the Microsoft Offi ce Button, clicking PowerPoint Options, clicking Advanced, and

then under Editing Options, changing the Maximum Number Of Undos setting.

In this exercise, you will delete and replace words, as well as move bullet points and

subpoints around on slides and on the Outline tab.

USE the 02_Editing presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 02_Editing presentation.

1. On the Outline tab, in the Slide 1 subtitle, double-click the word New.

When you select text on either the Outline tab or the slide, a small toolbar (called

the Mini toolbar) containing options for formatting the text appears. If you ignore

the Mini toolbar, it fades from view.

See Also For information about using the Mini toolbar, see “Changing the Size, Alignment, Spacing, and Look of Text” later in this chapter.

2. Press the A key.

3. In the Slide 3 title, double-click Good, and then type Hit followed by a space.

What you type replaces the selection. Notice that the text also changes in the Slide

pane.

4. Press B, and then press Z seven times to delete the word Series.

5. On the slide, click the bullet to the left of Reluctant rebel.

The entire subpoint is selected, including the invisible paragraph mark at the end.

Troubleshooting When you want to work with a bullet point or subpoint as a

whole, you need to ensure that the invisible paragraph mark at its end is included

in the selection. If you drag across the text, you might miss the paragraph mark. As

a precaution, hold down the Shift key and press End to be sure that the paragraph

mark is part of the selection.

USE thethe 02_Editing02_Editing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter03Chapter03 subfoldersubfolder


OPEN thethe 02_Editing02_Editing presentation.presentation.

Troubleshooting When When you want to work with a bullet point or subpoint as ayou want to work with a bullet point or subpoint as a

whole, you need to ensure that the invisible paragraph mark at its end is includedwhole, you need to ensure that the invisible paragraph mark at its end is included

in the selection. If you drag across the text, you might miss the paragraph mark. Asin the selection. If you drag across the text, you might miss the paragraph mark. As

a precaution, hold down the Shift key and press End to be sure that the paragraph a precaution, hold down the Shift key and press End to be sure that the paragraph

mark is part of the selection.mark is part of the selection.

Adding and Manipulating Text Boxes 49

6. On the Home tab, in the Clipboard group, click the Cut button.

The subpoint is moved to the Clipboard.

7. Click to the left of the word Innately, and then click the Paste button.

The fi rst two subpoints have effectively switched places.

8. On the Outline tab, click the bullet point to the left of A hero to select the bullet

point and its subpoints.

9. Drag the selection up and to the left of A teacher.

10. On the Quick Access Toolbar, click the Undo button to reverse your last editing

action.

The Redo button appears on the Quick Access toolbar, to the right of Undo. When

you point to the Undo or Redo button, the name in the ScreenTip refl ects your last

editing action—for example, Redo Drag And Drop.

11. On the Quick Access Toolbar, click the Redo button to restore the editing action.

CLOSE the 02_Editing presentation without saving your changes.

Adding and Manipulating Text BoxesThe size and position of the placeholders on a slide are dictated by the slide’s design.

Every slide you create with a particular design has the same placeholders in the same

locations, and the text you type in them has the same format.

CutCut

UndoUndo

RedoRedo


See Also For more information about the master slides that control slide designs, see “Viewing and Changing a Presentation’s Master Slides” in Chapter 9, “Creating Your Own Presentation Elements.”

When you want additional text to appear on the slide, such as annotations or minor

points that do not belong in a bulleted list, you can create a text box by using the Text

Box button in the Text group on the Insert tab. You can create a text box in two ways:

You can click the Text Box button, click the slide where you want the text to

appear, and then type. The text box grows to fi t what you type on a single line,

even expanding beyond the border of the slide if necessary.

You can click the Text Box button, drag a box where you want the text to appear on

the slide, and then type. When the text reaches the right boundary of the box, the

height of the box expands by one line so that the text can wrap. As you continue

typing, the width of the box stays the same, but the height grows as necessary to

accommodate all the text.

When you click in a text box, an insertion point appears, and the box is surrounded by a

dashed border. You can then edit the text—for example, you can add, delete, or correct

words and punctuation. Clicking the dashed border changes it to a solid border. You

can then manipulate the text box as a unit—for example, you can size, move, or copy

it as a whole.

When the border is dashed, you can edit the text.

When the border is solid, you can manipulate the box.

You can drag the handles around the border of the box to change its size and shape. By

default, PowerPoint adjusts the box to fi t the text within it. If you want to create a text box

of a specifi c size or shape, you can right-click the box’s border, click Format Shape, click

Text Box in the Format Shape dialog box , and then change the settings. In this dialog box,

you can also specify whether PowerPoint should shrink the text to fi t the box if it won’t

all fi t at the default size (18 points), and whether the text should wrap within the box.


Tip If you want to change the size, shape, or behavior of a placeholder on an individual

slide, you can use the same techniques as those you use with text boxes. If you want to

make changes to the same placeholder on every slide, you should make the adjustments on

the presentation’s master slide. For information about the master slide, see “Viewing and

Changing a Presentation’s Master Slides” in Chapter 9, “Creating Your Own Presentation

Elements.”

Sometimes you will want the text in a text box to be oriented differently than the rest of

the text on the slide. When a text box is selected, a green rotating handle is attached to

its upper-middle handle. You can drag this handle to change the angle of the text.

Tip You can also change the direction of text on the Text Box page of the Format Shape

dialog box . In the Text Direction list, click one of the Rotate options. Or you can click the

Stacked option to keep the individual characters horizontal but make them run from top

to bottom in the box instead of from left to right.

When a text box is surrounded by a solid border, you can move or copy the text box

anywhere on the slide. Dragging its border is the most effi cient way to move a text box

within a single slide, and you can copy it just as easily by holding down the Ctrl key

while you drag it.

To deselect the text box, you click a blank area of the slide. The border then disappears. If

you want a text box to have a border when it is not selected, you can display the Format

Shape dialog box, and on the Line Color page, select either Solid Line or Gradient Line.

You can then fi ne-tune the border’s color or gradient to achieve the effect you want.

In this exercise, you will select and deselect a placeholder to see the effect on its border.

You will create one text box whose height stays constant while its width increases and

another whose width stays constant while its height increases. You will manipulate these

text boxes by rotating and moving one of them and sizing the other. You will also make

a text box border a solid line that is visible when the text box is not selected.

USE the 03_TextBoxes presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 03_TextBoxes presentation.

1. Move to Slide 2, and then on the slide, click the slide title.

The placeholder is selected for editing, as indicated by the blinking insertion point

and the dashed border.

USE thethe 03_TextBoxes03_TextBoxes presentation. This practice fi le is located in thepresentation. This practice fi le is located in the Chapter03Chapter03 subfoldersubfolder


OPEN thethe 03_TextBoxes03_TextBoxes presentation.presentation.


2. Point to the border of the placeholder, and when the pointer changes to a four-

headed arrow, click the mouse button once.

The placeholder is selected as a unit, as indicated by the solid border. Although

you won’t usually want to change the size or location of a text placeholder, while

the placeholder has a solid border, you can size and move it just like any other text

box. Your changes will affect only the placeholder on the current slide, not corre-

sponding placeholders on other slides.

3. To deselect the placeholder, click outside it in a blank area of the slide.

4. Move to Slide 5, and then click the bulleted list placeholder.

5. On the Insert tab, in the Text group, click the Text Box button, and then point

immediately below the lower-left handle of the placeholder for the bulleted list.

The pointer changes shape to an upside-down T.

6. Click the slide to create a text box.

A small, empty text box appears with a blinking insertion point inside it.

7. Type Contrast with Adversary on Slide 6.

The width of the text box increases to accommodate the text as you type it.

8. To rotate the text so that it reads vertically instead of horizontally, drag the green

rotating handle that is attached to the upper-middle handle 90 degrees clockwise.

9. Point to the border of the box (not to a handle), and then drag the box to the right

edge of the slide.


10. Right-click the border of the box, and then click Format Shape.

11. In the Format Shape dialog box, click Line Color.

12. Click the Solid line option, click the Color arrow, and in the top row of the Theme Colors palette, click the orange box (Orange, Accent 6). Then click Close.

13. Click a blank area of the slide to deselect the text box, and then move to Slide 2.

14. On the Insert tab, in the Text group, click the Text Box button, point to the center

of the area below the bulleted list, and drag approximately 2 inches to the right

and 0.5 inch down.

No matter what height you make the box, it snaps to a standard height when you

release the mouse button.

15. Type Need to decide whether to offer the series to one author or to multiple writers.

The width of the box does not change, but the box’s height increases to accommo-

date the complete entry.

16. Click the border of the text box to select it as a unit, point to the solid border, and

drag the box to the lower-left corner of the slide, so that its left border aligns with

the text of the bullet points.

17. Point to the handle in the lower-right corner of the box, and drag up and to the

right until the box is two lines high and the same width as the bullet points.

18. Click a blank area of the slide to deselect the text box.
CLOSE the 03_TextBoxes presentation without saving your changes.

Changing the Default Font for Text BoxesWhen you create a text box, PowerPoint applies default settings such as the font,

size, and style—regular, bold, and italic—as well as other effects—underline, small

capitals, embossing, and so on. To save yourself some formatting steps, you can

change the default settings for the presentation you are working on. Here’s how:

1. In a new, blank presentation, create a text box and enter some text in it.

2. Select the text, and then on the Home tab, click the Font Dialog Box

Launcher.

3. Select the font, font style, size, color, underline style, and effects you want to

apply to all the text boxes you create from now on in this presentation, and

then click OK.

You can also add other effects, such as a fi ll color, outline formatting, or a

special effect.

See Also For information about these other effects, see “Drawing, Modifying, and Connecting Shapes” in Chapter 6, “Enhancing Slides with Graphics.”

4. Select the text box itself, right-click its border, and then click Set as Default Text Box.

5. Create another text box on the same slide, and then enter text in it.

The text appears with the new default settings.

Changing the Default Font for Text BoxesWhenWhen you create a text box, PowerPoint applies default settings such as the font, you create a text box, PowerPoint applies default settings such as the font,

size, and style—regular, bold, and italic—as well as other effects—underline, smallsize, and style—regular, bold, and italic—as well as other effects—underline, small

capitals, embossing, and so on. To save yourself some formatting steps, you cancapitals, embossing, and so on. To save yourself some formatting steps, you can

change the default settings for the presentation you are working on. Here’s how:change the default settings for the presentation you are working on. Here’s how:

1. 1. In a new, blank presentation, create a text box and enter some text in it.In a new, blank presentation, create a text box and enter some text in it.

2. 2. Select the text, and then on theSelect the text, and then on the HomeHome tab, click the tab, click the FontFont Dialog BoxDialog Box

Launcher.Launcher.

3. 3. SelectSelect the font, font style, size, color, underline style, and effects you want to the font, font style, size, color, underline style, and effects you want to

apply to all the text boxes you create from now on in this presentation, and apply to all the text boxes you create from now on in this presentation, and

then clickthen click OKOK..

You can also add other effects, such as a fi ll color, outline formatting, or aYou can also add other effects, such as a fi ll color, outline formatting, or a

special effect.special effect.

See AlsoSee Also For information about these other effects, see “Drawing, Modifying, andConnecting Shapes” in Chapter 6, “Enhancing Slides with Graphics.”

4. 4. SelectSelect the text box itself, right-click its border, and then click the text box itself, right-click its border, and then click Set as DefaultSet as DefaultText BoxText Box..

5. 5. Create another text box on the same slide, and then enter text in it.Create another text box on the same slide, and then enter text in it.

The text appears with the new default settings.The text appears with the new default settings.

Correcting and Sizing Text While Typing 55

Correcting and Sizing Text While TypingWe all make mistakes while typing test in a presentation. To help you ensure that these

mistakes don’t go uncorrected, PowerPoint uses the AutoCorrect feature to catch and

automatically correct common capitalization and spelling errors. For example, if you

type teh instead of the or WHen instead of When, AutoCorrect corrects the entry.

You can customize AutoCorrect to recognize misspellings you routinely type or to

ignore text you do not want AutoCorrect to change. You can also create your own

AutoCorrect entries to automate the typing of frequently used text. For example, you

might customize AutoCorrect to enter the name of your organization when you type

only an abbreviation.

In addition to using AutoCorrect to correct misspellings as you type, PowerPoint uses the

AutoFit feature to size text to fi t its placeholder. For example, if you type more text than

will fi t in a title placeholder, AutoFit shrinks the font size so that it all fi ts. The fi rst time

AutoFit changes the font size, it displays the AutoFit Options button to the left of the

placeholder. Clicking this button displays a menu that gives you control over automatic

sizing. For example, you can stop sizing text for the current placeholder while retaining

your global AutoFit settings. You can also display the AutoCorrect dialog box , where you

can change the AutoFit settings.

In this exercise, you will add an AutoCorrect entry and use AutoCorrect to fi x a mis-

spelled word. Then you will use AutoFit to size text so that it fi ts within its placeholder

and to make a long bulleted list fi t on one slide by converting its placeholder to a

two-column layout.

USE the 04_Correcting presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 04_Correcting presentation.

1. Click the Microsoft Offi ce Button, click PowerPoint Options, and then in the left

pane of the PowerPoint Options window, click Proofi ng.

2. Under AutoCorrect options, click AutoCorrect Options.

The AutoCorrect dialog box opens.

USE thethe 04_Correcting04_Correcting presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter03Chapter03 subfoldersubfolder


OPEN thethe 04_Correcting04_Correcting presentation.presentation.

Microsoft Offi ceButton

Microsoft Offi ceButton


Troubleshooting If the AutoCorrect tab is not active, click it to display its options.

3. In the lower part of the dialog box, scroll through the huge table of misspellings.

When you type one of the entries in the fi rst column, PowerPoint automatically

substitutes the correct spelling from the second column.

4. In the Replace box above the table, type travil, and then press D.

5. In the With box, type travel, and then click Add.

Troubleshooting If the AutoCorrect tab is not active, click it to display its options.If the AutoCorrect tab is not active, click it to display its options.

Correcting and Sizing Text While Typing 57

From now on, if you type travil in any presentation, PowerPoint will replace it with

travel.

6. Click OK to close the AutoCorrect dialog box, and then click OK again to close the

PowerPoint Options window.

7. Move to Slide 4, click to the left of the word advisories, type travil, and then press

S.

PowerPoint corrects the word travil to travel.

8. Move to Slide 3, click to the right of the word need in the last bullet point, and

then press F.

9. Press D to convert the new bullet point to a subpoint, type Laptop/PDA, and

then press F.

10. Add Contracts and Manual as two additional subpoints, pressing F after

each one.

PowerPoint makes the text of the bulleted list smaller so that all the bullet points

and subpoints fi t in the placeholder. The AutoFit Options button appears in the

lower-left corner of the slide.

11. Click the AutoFit Options button to display a list of options.

12. Click Change to Two Columns.

The placeholder is instantly formatted to accommodate a two-column bulleted list,

with the last bullet point and its subpoints at the top of the second column. All the

bullet points in both columns increase in size.

13. Click a blank area of the slide to deselect the placeholder.

AutoFit OptionsAutoFit Options


CLOSE the 04_Correcting presentation without saving your changes.

Smart TagsIf you frequently use certain types of information, such as the date and time,

names, street addresses, or telephone numbers, you can take advantage of

smart tags, which enable PowerPoint to recognize the information. When smart

tags are turned on, PowerPoint displays a dotted line under the text to indicate

that it has been fl agged with a smart tag. Pointing to the underlined text displays

the Smart Tag Actions button . You can click this button to display a menu of

actions associated with that type of information.

You can check which types of information will be fl agged with a smart tag by

following these steps:

1. Click the Microsoft Offi ce Button, click PowerPoint Options, click Proofi ng,

and then click AutoCorrect Options.

2. In the AutoCorrect dialog box, click the Smart Tags tab.

To see what other smart tags available, you can click More Smart Tags and

explore a Web site that features smart tags developed by Microsoft and other

companies.

Smart TagsIfIf you frequently use certain types of information, such as the date and time, you frequently use certain types of information, such as the date and time,ff

names, street addresses, or telephone numbers, you can take advantage of names, street addresses, or telephone numbers, you can take advantage of

smart tags, which enable PowerPoint to recognize the information. When smart , which enable PowerPoint to recognize the information. When smart

tags are turned on, PowerPoint displays a dotted line under the text to indicatetags are turned on, PowerPoint displays a dotted line under the text to indicate

that it has been fl agged with a smart tag. Pointing to the underlined text displaysthat it has been fl agged with a smart tag. Pointing to the underlined text displays

the Smart Tag Actions buttonthe Smart Tag Actions button. You can click this button to display a menu of . You can click this button to display a menu of

actions associated with that type of information.actions associated with that type of information.

You can check which types of information will be fl agged with a smart tag by You can check which types of information will be fl agged with a smart tag by

following these steps:following these steps:

1. 1. Click theClick the Microsoft Offi ce ButtonMicrosoft Offi ce Button, click, click PowerPoint OptionsPowerPoint Options, click , click Proofi ngProofi ng, ,

and then click and then click AutoCorrect OptionsAutoCorrect Options..

2. 2. InIn thethe AutoCorrectAutoCorrect dialog box, click thedialog box, click the Smart TagsSmart Tags tab. tab.

ToTo see what other smart tags available, you can click More Smart Tags and see what other smart tags available, you can click More Smart Tags and

explore a Web site that features smart tags developed by Microsoft and other explore a Web site that features smart tags developed by Microsoft and other

companies.companies.

Checking Spelling and Choosing the Best Words 59

Checking Spelling and Choosing the Best WordsThe AutoCorrect feature is very useful if you frequently type the same misspelling.

However, most misspellings are the result of erratic fi nger-positioning errors or memory

lapses. You can use two different methods to ensure that the words in your presenta-

tions are spelled correctly in spite of these random occurrences:

By default, PowerPoint’s spelling checker checks the spelling of the entire presenta-

tion—all slides, outlines, notes pages, and handout pages—against its built-in dic-

tionary. To draw attention to words that are not in its dictionary and that might be

misspelled, PowerPoint underlines them with a red wavy underline. You can right-

click a word with a red wavy underline to display a menu with a list of possible

spellings. You can choose the correct spelling from the menu or tell PowerPoint to

ignore the word. To turn off this feature, you can click the Microsoft Offi ce Button,

click PowerPoint Options, click Proofi ng, and then clear the Check Spelling As You

Type check box.

Instead of dealing with potential misspellings while you are creating a presentation,

you can check the entire presentation in a single session by clicking the Spelling

button in the Proofi ng group on the Review tab. PowerPoint then works its way

through the presentation, and if it encounters a word that is not in its dictionary,

it displays the Spelling dialog box . After you indicate how PowerPoint should deal

with the word, it moves on and displays the next word that is not in its dictionary,

and so on.

The English-language version of the 2007 Offi ce release includes English, French, and

Spanish dictionaries. If you use a word or phrase from a different language, you can

mark it so that PowerPoint doesn’t fl ag it as a misspelling.

You cannot make changes to PowerPoint’s main dictionary, but you can add correctly

spelled words that are fl agged as misspellings to PowerPoint’s supplemental dictionary

(called CUSTOM.DIC). You can also create and use custom dictionaries and use dictionar-

ies from other Microsoft programs.

PowerPoint can check your spelling, but it can’t alert you if you are not using the best

word. Language is often contextual—the language you use in a presentation to club

members is different from the language you use in a business presentation. To make

sure you are using words that best convey your meaning in any given context, you can

use the Thesaurus to look up alternative words, or synonyms, for a selected word.

In this exercise, you will correct a misspelled word, mark a non-English word, and check

the spelling of an entire presentation. You will then use the Thesaurus to replace a word

on a slide with a more appropriate one.


USE the 05_Spelling presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 05_Spelling presentation.

1. Move to Slide 6, add a fi fth bullet point, and then type Will the custimers buy it?

PowerPoint fl ags the word custimers as a possible error with a red wavy underline.

2. Right-click custimers.

PowerPoint doesn’t know whether you want to format the word or correct its spell-

ing, so it displays both a Mini toolbar and a menu.

3. On the menu, click customers to replace the misspelled word.

4. Move to Slide 5.

The Filipino word Kumusta has been fl agged as a possible error.

5. Right-click Kumusta.

The spelling checker suggests Kumquats as the correct spelling.

6. Press P to close the menu without making a selection.

7. With the insertion point still in Kumusta, on the Review tab, in the Proofi ng group,

click the Language button.

The Language dialog box opens.

USE thethe 05_Spelling05_Spelling presentation. This practice fi le is located in thepresentation. This practice fi le is located in the Chapter03Chapter03 subfoldersubfolder


OPEN thethe 05_Spelling05_Spelling presentation.presentation.

Checking Spelling and Choosing the Best Words 61

8. Scroll down the list of languages, click Filipino, and then click OK.

Behind the scenes, PowerPoint marks Kumusta as a Filipino word, and the word no

longer has a red wavy underline.

9. Move to Slide 1, and then on the Review tab, in the Proofi ng group, click the

Spelling button.

PowerPoint begins checking the spelling in the presentation. The spelling checker

stops on the word itinarary and displays the Spelling dialog box .

10. In the Spelling dialog box, click Change.

PowerPoint replaces itinaray with the suggested itinerary and then stops on the

word advizories, suggesting advisories as the correct spelling.

Tip You can click the AutoCorrect button in the Spelling dialog box to add the

misspelling and the fi rst suggested spelling of a word to the AutoCorrect substitution

table.

11. Click Change.

Next the spelling checker stops on Dyck. This term does not appear in the dictionary,

but you know that it is a proper name that is spelled correctly.

12. Click Add.

The term Dyck is added to the CUSTOM.DIC dictionary. A message box tells you

that PowerPoint has fi nished the spelling check.


Tip If you do not want to change a word or add it to the supplemental dictionary,

you can click Ignore or Ignore All. The spelling checker then ignores that word or all

instances of the word in the presentation in subsequent spell checking sessions.

13. Click OK.

14. On Slide 5, select the word proper (but not the space following the word).

15. On the Review tab, in the Proofi ng group, click the Thesaurus button.

The Research task pane opens, displaying a list of synonyms with equivalent

meanings.

Tip If you want to translate the selected word into a different language instead of

fi nd a synonym for it, you can click Translate in the Proofi ng group on the Review tab

to display the Research task pane with a Translation area.

16. In the Research task pane, click the minus sign to the left of polite to bring more of

the synonym list into view.

17. Under good, decide which word you want to substitute for the selection, point to

the word until an arrow appears, click the arrow, and then click Insert.

If you don’t see an obvious substitute for the selected word, you can click a word

that is close in the Thesaurus list and synonyms for that word will be displayed.

Finding and Replacing Text and Fonts 63

18. Close the Research task pane.

CLOSE the 05_Spelling presentation without saving your changes.

Tip For many words, there is a quicker way to fi nd a suitable synonym. Right-click the

word, and point to Synonyms. You can then either click one of the suggested words or click

Thesaurus to display the Research task pane.

Finding and Replacing Text and FontsYou can locate and change specifi c text in a presentation by using the buttons in the

Editing group on the Home tab to do the following:

Click Find to locate each occurrence of a word, part of a word, or a phrase. In

the Find dialog box , you enter the text, and then click Find Next. You can specify

whether PowerPoint should locate matches with the exact capitalization or case—

that is, if you specify person, PowerPoint will not locate Person—and whether it

should locate matches for the entire text—that is, if you specify person, PowerPoint

will not locate personal.

Click Replace to locate each occurrence of a word, part of a word, or a phrase and

replace it with something else. In the Replace dialog box , you enter the text you

want to fi nd and what you want to replace it with, click Find Next, and then click

Replace to replace the found occurrence or Replace All to replace all occurrences.

Again, you can specify whether to match capitalization and whole words.

In the Replace list, click Replace Fonts to fi nd and replace a font in a presentation.

In the Replace Font dialog box , you specify the font you want to change and the

font you want PowerPoint to replace it with.

Click a text placeholder on a slide, click Select in the Editing group, and then click

Select All to select all the text in that placeholder. If you select the placeholder

itself, clicking Select and then Select All adds all the other objects on that slide to

the selection. You can then work with all the objects as a unit. Clicking Select and

then Selection Pane displays the Selection And Visibility task pane , where you can

specify whether particular objects should be displayed or hidden.

Tip You might want to hide an object if you are using the slide in similar presenta-

tions for two different audiences, one of which needs more detail than the other.


In this exercise, you will use the Replace feature to fi nd and replace a word, and then

you’ll use Replace Fonts to fi nd and replace a font. You will also display the Selection

And Visibility task pane and hide an object on a slide.

USE the 06_Finding presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 06_Finding presentation.

1. On the Home tab, in the Editing group, click the Replace button.

The Replace dialog box opens.

Tip You can move a dialog box on the screen so that it does not hide the text you

are working with by dragging its title bar.

2. In the Find what box, type verdigris and press D.

3. In the Replace with box, type Verdigris.

4. Select the Match case check box to locate text that exactly matches the capitaliza-

tion you specifi ed and replace it with the capitalization you specifi ed.

5. Click Find Next.

PowerPoint fi nds and selects the word verdigris on Slide 3.

6. Click Replace.

PowerPoint replaces verdigris with Verdigris, and then locates the next match.

7. Click Replace All.

An alert box tells you that PowerPoint has fi nished searching the presentation and

that the Replace All operation changed two occurrences of the text.

8. Click OK, and then in the Replace dialog box, click Close.

9. Click a blank area of the current slide to release the selection.

10. In the Editing group, click the Replace arrow, and then in the list, click Replace Fonts.

The Replace Font dialog box opens.

USE thethe 06_Finding06_Finding presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter03Chapter03 subfolder subfolder


OPEN thethe 06_Finding06_Finding presentation. presentation.

Finding and Replacing Text and Fonts 65

11. With Arial selected in the Replace list, click the With arrow, and then in the list,

click Calibri.

12. Click Replace to change all the Arial text in the presentation to Calibri.

13. Click Close to close the Replace Font dialog box.

14. Move to Slide 6, and in the Editing group, click the Select button, and then click

Selection Pane.

The Selection And Visibility task pane opens. The task pane indicates that there

are four objects on this slide, but a quick count reveals that only three of them are

visible.

15. Under Shapes on this Slide in the task pane, click the box to the right of Rectangle 4.

An eye appears in the box to the right of Rectangle 4, and that object—a text

box—is now displayed at the bottom of the slide.


16. In the task pane, click the box to the right of Rectangle 4 again.

The eye disappears, and the text box is now hidden again.

17. Close the Selection and Visibility task pane.

CLOSE the 06_Finding presentation without saving your changes.

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

Earlier in this chapter we discussed the AutoFit feature, which shrinks the size of text that

overfl ows a placeholder so that it fi ts in the allocated space. If you want to keep the size

of the text in a presentation consistent, you can turn off this automatic text shrinking.

You then have two ways to adjust the size of placeholders to fi t their text:

By manually dragging the handles around a selected placeholder.

By using the Resize Shape To Fit Text option on the Text Box page of the Format

Shape dialog box .

See Also For more information about AutoFit, see “Correcting and Sizing Text While Typing” earlier in this chapter.

Of course, you can also manually control the size of text by using options in the Font

group on the Home tab. You can either click the Increase Font Size or Decrease Font Size

button or set a precise size in the Font Size box.

To control the way text is aligned within a placeholder, you can click the text and then

click one of the following alignment buttons in the Paragraph group on the Home tab:

The Align Text Left button aligns text against the placeholder’s left edge. It is the

usual choice for paragraphs.

The Center button aligns text in the middle of the placeholder. It is often used for

titles and headings.

The Align Text Right button aligns text against the placeholder’s right edge. It is not

used much for titles and paragraphs, but you might want to use it in text boxes.

The Justify button aligns text against both the left and right edges, adding space

between words to fi ll the line.

Changing the Size, Alignment, Spacing, and Look of Text 67

You can adjust the vertical spacing between all the lines of text in the placeholder by

clicking the Line Spacing button in the Paragraph group and making a selection. If you

want to adjust the space before or after a paragraph, you need to display the Paragraph

dialog box, either by clicking the Line Spacing button and then clicking More at the

bottom of the menu or by clicking the Paragraph Dialog Box Launcher. You can then

adjust the Before and After settings for the paragraph as a unit.

In addition to changing the look of paragraphs, you can also manipulate the look of

individual words. After selecting the characters you want to format, you can make

changes by using buttons in the Font group on the Home tab, as follows:

You can change the font.

You can apply attributes, including bold, italic, underlining, and shadow and

strikethrough effects.

You can increase or decrease the space between the letters in a selection.

You can change the capitalization of the words—for example, you can change small

letters to capital letters.

You can change the color of the characters.

In this exercise, you will change the size of the text in a placeholder and then adjust the

size of the placeholder both automatically and manually. You will experiment with text

alignment, decrease line spacing, and increase paragraph spacing. Then you will use

buttons in the Font group to format words so that they stand out and look attractive.

USE the 07_Changing presentation. This practice fi le is located in the Chapter03 subfolder


OPEN the 07_Changing presentation.

1. Move to Slide 2, and in the Slide pane, click anywhere in the bulleted list.


Select All.

The note at the bottom of the slide is not selected because it was entered in a

separate text box, not in the placeholder.

3. On the Home tab, in the Font group, click the Decrease Font Size button twice.

The bulleted list is now a smaller font size.

USE thethe 07_Changing07_Changing presentation. This practice fi le is located in thepresentation. This practice fi le is located in the Chapter03Chapter03 subfoldersubfolder


OPEN thethe 07_Changing07_Changing presentation.presentation.

Decrease Font Size

Decrease Font Size


4. Experiment with the size by clicking the Font Size arrow, and then pointing to

various sizes in the list to get a live preview of the effect.

5. Finish by clicking 24 in the list.

Now suppose you want to make room for a graphic to the right of the bulleted list.

6. Point to the placeholder’s right-middle handle, and when the pointer changes to

a two-headed arrow, drag to the left until the right border of the placeholder is

aligned with the right end of the slide title.

7. Right-click the placeholder’s border, and then click Format Shape.

Font SizeFont Size

Changing the Size, Alignment, Spacing, and Look of Text 69

Troubleshooting This command is available only if you right-click the placeholder’s

border while the pointer is a four-headed arrow. If you don’t see the command, click

away from the menu, and try again.

The Format Shape dialog box opens.

8. Click Text Box, select the Resize shape to fi t text option, and then click Close.

The placeholder shrinks in size so that it is just big enough to hold its text.

9. Move to Slide 7, and then click the text box containing the Web addresses.

If this text box contained only one paragraph, you could simply click the text box

and then click a button in the Paragraph group to apply the paragraph formatting

you want. However, the text box contains multiple paragraphs, and you fi rst need

to select them all.


Select All.

11. In the Paragraph group, click the Align Text Left button.

The text is now left-aligned and easier to read.

Tip You want your slides to be as easy to read as possible, especially if you will be

delivering your presentation to a large audience, some of whom might be sitting

some distance away from the screen. Constantly evaluate whether the effects you

apply to your slides enhance readability and understanding.

Troubleshooting This command is available only if you right-click the placeholder’sThis command is available only if you right-click the placeholder’s

border while the pointer is a four-headed arrow. If you don’t see the command, click border while the pointer is a four-headed arrow. If you don’t see the command, click

away from the menu, and try again.away from the menu, and try again.

Align Text LeftAlign Text Left


12. Select the seven Web site lines (not the fi rst paragraph).

13. In the Paragraph group, click the Line Spacing button, and then click 1.5.

14. Click the fi rst paragraph, and then click the Paragraph Dialog Box Launcher.

The Paragraph dialog box opens.

15. Under Spacing, change the After setting to 12, and then click OK.

The line spacing and paragraph spacing have both increased.

16. Move to Slide 5, and then select all the text in the text box at the right side of the

slide.

17. In the Font group, click the Change Case arrow, and then in the list, click

UPPERCASE.

Line SpacingLine Spacing

Change CaseChange Case

Key Points 71

The terms lowercase and uppercase come from the old days of typesetting, when

individual letters were manually assembled into words, sentences, and paragraphs

for printing. The small versions of the letters were kept in alphabetical order in the

lower case, where they were easier for the typesetter to reach, and the capital ver-

sions were kept in the upper case.

18. With the text still selected, in the Font group, click the Italic button.

The text in the text box is now uppercase and italic.

19. Click the Font Color arrow, and then in the palette, point to each of the colors in

the top Theme Colors row in turn.

As you point, the selected text changes color to give you a live preview of the

effect.

20. At the right end of the top Theme Colors row, click the orange box (Orange, Accent 6).

21. Click a blank area of the slide to see the effect of your changes.

CLOSE the 07_Changing presentation without saving your changes, and if you are not con-

tinuing on to the next chapter, quit PowerPoint.

Key Points You can enter and edit text both on the Outline tab or directly on a slide, depending

on which is most effi cient at any particular time.

Text in placeholders provides consistency across an entire presentation. But you are

not limited to using placeholders. You can place text wherever you want it on a slide

by using text boxes.

PowerPoint provides assistance by correcting common spelling errors and adjusting

the size of text so that it fi ts optimally on a slide.

You can take advantage of the Find and Replace features to ensure consistent use

of terms and fonts throughout a presentation.

Although PowerPoint provides the structure for a presentation so that you can

focus on your message, you can manually change the formatting, location, and

size of text at any time.

ItalicItalic

Font ColorFont Color


Apply a theme, page 79

Change the layout of a slide, page 74

Switch to a different color scheme, page 81

Add shading and texture to the background of a

slide, page 86


73

4 4 Adjusting the Adjusting the Layout, Order, and Layout, Order, and Look of Slides Look of Slides


Change the layout of a slide.

Rearrange slides in a presentation.

Apply a theme.

Switch to a different color scheme.

Use colors that are not part of the scheme.

Add shading and texture to the background of a slide.

In the previous chapter, you looked at ways to work with the text on your slides. In this

chapter, you will step back and focus on big-picture issues that can affect the success of

a Microsoft Offi ce PowerPoint 2007 presentation.

For each slide to accomplish its purpose, it needs to present its content in the most

effective way. The layout of individual slides and the order of slides in the presentation

contribute signifi cantly to the logical development of your message. And an overall

consistent look, punctuated by variations that add weight exactly where it is needed,

can enhance the likelihood that your message will be well received and absorbed by

your intended audience.

In this chapter, you will change the layout of a slide, rearrange slides in a presentation,

and apply a theme to a presentation. You will also switch to a different color scheme and

use colors that are not part of the scheme. Finally, you will add shading and texture to

the background of a slide.


74 Chapter 4 Adjusting the Layout, Order, and Look of Slides








Changing the Layout of a SlideWhen you add a new slide to a presentation, you can specify which of several predefi ned

layouts you want to use, or you can add a blank slide and create a custom layout. If you

decide after you create a slide that you want it to have a different predefi ned layout, you

can change the layout by displaying the slide, clicking the Layout button in the Slides

group on the Home tab, and then making a selection.

See Also For information about adding slides, see “Creating a Presentation Based on a Ready-Made Design” in Chapter 2, “Starting a New Presentation.”

If the slide already contains content, you can add the elements of a different layout to

the existing layout without disturbing the existing content. For example, if you decide to

add a chart to a slide that already contains a title and a bulleted list, clicking the Layout

button and then clicking the Two Content layout adds a content placeholder to the right

of the bulleted list placeholder.

If you make changes to the layout of a slide—for example, by sizing or moving a

placeholder—but then decide you want to revert to the original layout, you can

reapply the layout (without losing text you have already entered) by clicking the

Reset button in the Slides group on the Home tab.

See Also For more information about saving a custom slide layout for use with other slides, see “Creating a Slide Layout” in Chapter 9, “Creating Your Own Presentation Elements.”

In this exercise, you will change the layout of a slide, change the size of the layout’s

placeholders, and then restore the layout.





Changing the Layout of a Slide 75

USE the 01_Layout presentation. This practice fi le is located in the Chapter04 subfolder



OPEN the 01_Layout presentation and display the Outline tab.

1. Display Slide 3, and then on the Home tab, in the Slides group, click the Layout button.

The Layout gallery includes the same layouts that are available for new slides.

2. Click the Two Content layout.

PowerPoint adds a placeholder to the right of the bulleted list.

3. Click the bullet in the placeholder on the right side of the slide, and then type the

following bullet points, pressing F after each one except the last:

A problem

A journey

A skill or power

A battle

On the Outline tab, the bullet points are grouped to indicate that they appear in

different placeholders.

4. Drag the bottom middle handle of the right placeholder upward until the place-

holder is big enough only for its bullet points.

USE thethe 01_Layout01_Layout presentation. This practice fi le is located in thepresentation. This practice fi le is located in thett Chapter04Chapter04 subfolder subfolder



OPEN thethe 01_Layout01_Layout presentation and display the Outline tab.presentation and display the Outline tab.tt


5. Repeat Step 4 for the left placeholder.

Now suppose you want to add more bullet points to each placeholder. You could

manually enlarge the placeholders, but here’s a quicker way.

6. On the Home tab, in the Slides group, click the Reset button.

The placeholders expand to their original size.

7. Click to the right of adversary in the left placeholder, press F, and then type

An innocent.

8. Click to the right of battle in the right placeholder, press F, and then type

A twist.

Rearranging Slides in a Presentation 77

CLOSE the 01_Layout presentation without saving your changes.

Rearranging Slides in a PresentationAfter you have created several slides, whether by adding them and entering text or

by importing them from another presentation, you might want to rearrange the order

of the slides so that they effectively communicate your message. You can rearrange a

presentation in two ways:

On the Slides tab, you can drag slides up and down to change their order.

To see more of the presentation at the same time, you can switch to Slide Sorter

view. You can then drag slide thumbnails into the correct order.

In this exercise, you will use the Slides tab and Slide Sorter view to logically arrange the

slides in a presentation, and add a slide to a presentation.

USE the 02_Rearranging presentation. This practice fi le is located in the Chapter04

subfolder under SBS_PowerPoint2007.

OPEN the 02_Rearranging presentation.

1. On the Outline tab, move to Slide 3, and notice the order of the bullet points.

This summary slide lists all the main players in the series on the left, and the main

plot requirements on the right.

2. On the Outline tab of the Overview pane, scroll through the presentation, noticing

that the slide order is different than that of the bullet points on Slide 3.

Tip On the Outline tab, you can collapse bullet points under slide titles so that

you can see more of the presentation at one time. Double-click the icon of the slide

whose bullet points you want to hide. Double-click again to redisplay the bullet

points. To expand or collapse the entire outline at once, right-click the title of a

slide, point to Expand or Collapse, and then click Expand All or Collapse All.

3. In the Overview pane, click the Slides tab, and then scroll so that you can see both

Slide 5 and Slide 8.

4. Drag the thumbnail for Slide 8 (The Teacher) upward to the space above the

thumbnail for Slide 6 (The Problem), but don’t release the mouse button yet.

The thumbnail itself remains in place, but a bar indicates where the slide will move

to when you release the mouse button.

USE thethe 02_Rearranging02_Rearranging presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter04Chapter04subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 02_Rearranging02_Rearranging presentation.presentation.


5. Release the mouse button.

PowerPoint moves the slide to its new location and renumbers the slides.

6. At the right end of the status bar, on the View toolbar, click the Slide Sorter button.

PowerPoint displays the presentation as a set of thumbnails. Because you have only

13 slides in this presentation, there is room to make the thumbnails bigger so that

they are easier to read.

7. On the slider at the right end of the status bar, click the Zoom In button twice to

change the Zoom percentage to 80%.

8. Drag Slide 9 (The Adversary) to the left of Slide 7 (The Problem).

Slide 9 moves to its new location, and again PowerPoint repositions and renumbers

the subsequent slides in the presentation.

Tip You can move slides from one open presentation to another in Slide Sorter

view. Display both presentations in Slide Sorter view, and then on the View tab, in

the Window group, click the Arrange All button . You can then drag slides from one

presentation window to another.

Slide SorterSlide Sorter

Zoom InZoom In

Applying a Theme 79

If you check the results against Slide 3, you will see that the slide for The Innocent is missing. You can add a slide in Slide Sorter view, but you cannot enter or edit

text in this view.

9. With Slide 7 (The Adversary) still selected, add a Title and Content slide to the

presentation.

PowerPoint inserts the new slide after the selected slide.

10. Double-click Slide 8.

PowerPoint returns to the previous view—in this case, Normal view—with Slide 8

active.

11. On the slide, click the title placeholder, and then type The Innocent.

CLOSE the 02_Rearranging presentation without saving your changes.

Applying a ThemeWhen you create a presentation based on a template or a ready-made design, the

presentation includes a theme—a combination of colors, fonts, formatting, graphics,

and other elements that gives the presentation a coherent look. Even a presentation

developed from scratch has a theme, albeit one that consists of only a white back-

ground and a very basic set of font styles and sizes.

If you want to change the theme applied to a presentation, you can choose a new one

from the Themes group on the Design tab. With the live preview feature, you can easily

try different effects until you fi nd the one you want.

In this exercise, you will change the theme applied to a presentation that was created from

a template. You will also apply a theme to a presentation that was created from scratch.

USE the 03_Theme1 and 03_Theme2 presentations. These practice fi les are located in the


OPEN the 03_Theme1 and 03_Theme2 presentations.

1. With 03_Theme1 active, on the Design tab, in the Themes group, click the More

button to the right of the thumbnails.

The Themes gallery opens, displaying all the available themes.

USE thethe 03_Theme103_Theme1 and and 03_Theme203_Theme2 presentations. These practice fi les are located in thepresentations. These practice fi les are located in the


OPEN thethe 03_Theme103_Theme1 and and 03_Theme203_Theme2 presentations. presentations.

MoreMore


2. Point to each theme thumbnail in turn to see a live preview of what the presenta-

tion will look like with that theme applied.

3. Click the Technic thumbnail to apply that theme to the entire presentation.

Instead of a blue background with text in the Times New Roman font, the presen-

tation now has a tan striped background with text in the Franklin Gothic font.

See Also For information about creating your own themes, see “Creating Theme Colors and Fonts” in Chapter 9, “Creating Your Own Presentation Elements.”

4. Switch to the 03_Theme2 presentation, display the Themes gallery, and then click

the Apex thumbnail.

Instead of a white background with text in the Calibri font, the presentation now has

a gray watermarked background with text in the Lucida and Book Antiqua fonts.

Switching to a Different Color Scheme 81

CLOSE the 03_Theme1 and 03_Theme2 presentations without saving your changes.

Switching to a Different Color SchemeEvery presentation you create with PowerPoint 2007, even a blank one, has a set of colors

associated with it. This color scheme consists of 12 complementary colors designed to be

used for the following elements of a slide:

Use the four Text/Background colors for dark or light text on a dark or light

background.

Use Accent 1 through Accent 6 for the colors of objects other than text.

Use Hyperlink to draw attention to hyperlinks.

Use Followed Hyperlink to indicate visited hyperlinks.

In the palette displayed in color galleries such as the Font Color gallery in the Font group

on the Home tab, 10 of the 12 colors appear with light to dark gradients. (The two back-

ground colors are not represented in these palettes.)

Understanding color schemes can help you create professional-looking presentations that

use an appropriate balance of color. You are not limited to using the colors in a presenta-

tion’s color scheme, but because they have been selected by professional designers based

on good design principles, using them ensures that your slides will be pleasing to the eye.

See Also For information about how colors are allocated, see “Creating Theme Colors and Fonts” in Chapter 9, “Creating Your Own Presentation Elements.”

To view the color schemes you can apply to a presentation, you click the Colors button in

the Themes group on the Design tab to display a Colors gallery with live preview capabili-

ties. When you fi nd the color scheme you want, click it to change the color scheme of the

presentation.

If none of the color schemes is exactly what you are looking for, you can create your own

by clicking Create New Theme Colors at the bottom of the Colors gallery and assembling

colors in the Create New Theme Colors dialog box . After you save the scheme, you can

apply it to one or all of the slides in a presentation.

In this exercise, you will examine the color scheme of a presentation, apply a different

color scheme to an entire presentation, create your own scheme, and change the color

scheme of only one slide.


USE the 04_ColorScheme presentation. This practice fi le is located in the Chapter04


OPEN the 04_ColorScheme presentation.

1. On the Design tab, in the Themes group, click the Colors button.

The Colors gallery opens.

2. In the gallery, point to a few color schemes and watch the live preview effect on

the active slide.

3. Click Verve to switch the color scheme of the theme applied to the presentation.

Notice that the theme retains all its other characteristics, such as the font and back-

ground graphic; only the colors change. This color scheme is a good starting point.

4. In the Themes group on the Design tab, click the Colors button .

5. At the bottom of the Colors gallery, click Create New Theme Colors.

The Create New Theme Colors dialog box opens, displaying the Verve theme colors.

USE the the 04_ColorScheme04_ColorScheme presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter04Chapter04subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 04_ColorScheme04_ColorScheme presentation.presentation.

Switching to a Different Color Scheme 83

6. In the Theme colors area, click the Text/Background – Dark 2 button.

A gallery of colors related to the Verve theme colors opens.

7. In the Theme Colors palette, click the box in the third row of the range below the

dark blue box.

When you are pointing to the correct box, a ScreenTip labeled Dark Blue, Accent 6, Lighter 40% appears.

8. At the bottom of the dialog box, click Save.

The dialog box closes and PowerPoint applies the new color scheme to the presen-

tation, changing the background color of all the slides to bright blue.

9. Display Slide 2, and in the Themes group, click the Colors button.

Notice that your new custom color scheme appears in the Custom area at the top

of the Colors gallery.

10. Right-click the Opulent color scheme, and then click Apply to Selected Slides.

PowerPoint applies the Opulent color scheme to only the selected slide, changing

its background color to purple.

CLOSE the 04_ColorScheme presentation without saving your changes.


Changing a Theme’s Fonts and EffectsIn addition to changing a theme’s color scheme, you can also change its fonts and

effects by following these steps:

1. On the Design tab, in the Themes group, click the Fonts button.

The Fonts gallery lists the combination of fonts that is used by each of the

themes, in alphabetical order by theme. The top font in each combination is

used for titles, and the bottom font is used for other slide text.

2. Click the font combination you want to use in the current presentation.

Tip You can create a custom font combination by clicking Create New Theme Fonts

at the bottom of the gallery and then specifying the font combination you want in

the Create New Theme Fonts dialog box .

3. On the Design tab, in the Themes group, click the Effects button.

Like the Fonts gallery, the Effects gallery displays the combination of effects

that is applied to shapes by each of the themes.

4. Click the effect combination you want to use in the current presentation.

Your changes are stored with the presentation and do not affect the default

theme.

Using Colors That Are Not Part of the SchemeAlthough working with the 12 colors of a harmonious color scheme enables you to create

presentations with a pleasing design impact, you might want to use a wider palette. You

can add colors that are not part of the color scheme by selecting the element whose color

you want to change and then choosing a standard color from the Colors palette or from

the almost infi nite spectrum of colors available in the Colors dialog box .

After you add a color, it becomes available on all the palettes that appear when you click

a button that applies color—for example, the Font Color button in the Font group on

the Home tab. The color remains on the palettes even if you change the theme applied

to the presentation.

In this exercise, you will change the color of a slide title and will then apply the same

color to other elements of the presentation.

Changing a Theme’s Fonts and EffectsIn addition to changing a theme’s color scheme, you can also change its fonts and In addition to changing a theme’s color scheme, you can also change its fonts and

effects by following these steps:effects by following these steps:

1. 1. On theOn the DesignDesign tab, in thetab, in the ThemesThemes group, click the group, click the FontsFonts button.button.

TheThe Fonts galleryFonts gallery lists the combination of fonts that is used by each of thelists the combination of fonts that is used by each of the

themes, in alphabetical order by theme. The top font in each combination isthemes, in alphabetical order by theme. The top font in each combination is

used for titles, and the bottom font is used for other slide text.used for titles, and the bottom font is used for other slide text.

2. 2. Click the font combination you want to use in the current presentation.Click the font combination you want to use in the current presentation.

Tip You can create a custom font combination by clicking Create New Theme FontsYou can create a custom font combination by clicking Create New Theme Fonts

at the bottom of the gallery and then specifying the font combination you want in at the bottom of the gallery and then specifying the font combination you want in

the Create New Theme Fonts dialog boxthe Create New Theme Fonts dialog box..

3. 3. OnOn the the DesignDesign tab, in thetab, in the ThemesThemes group, click the group, click the EffectsEffects button. button.

LikeLike the Fonts gallery, the Effects gallery displays the combination of effects the Fonts gallery, the Effects gallery displays the combination of effects

that is applied to shapes by each of the themes.that is applied to shapes by each of the themes.

4. 4. Click the effect combination you want to use in the current presentation.Click the effect combination you want to use in the current presentation.

Your changes are stored with the presentation and do not affect the default Your changes are stored with the presentation and do not affect the default

theme.theme.

Using Colors That Are Not Part of the Scheme 85

USE the 05_OtherColors presentation. This practice fi le is located in the Chapter04


OPEN the 05_OtherColors presentation.

1. On Slide 1, select the title of the presentation, and then on the Home tab, in the

Font group, click the Font Color arrow.

A color palette appears.

2. At the bottom of the color palette, click More Colors.

The Colors dialog box opens.

3. In the Colors spectrum, click in the brightest green shade.

4. Click OK.

The title changes to the selected shade of green, outlined in red.

5. Display Slide 5, select the text following the third bullet point, and then click the

Font Color arrow.

The color that you just applied appears at the left end of the Recent Colors palette

and is now available for use throughout the presentation.

USE the the 05_OtherColors 05_OtherColors presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter04Chapter04subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 05_OtherColors05_OtherColors presentation.presentation.

Font ColorFont Color


6. Under Recent Colors, click the Green box.

7. On the Design tab, in the Themes group, click the More button to display the

Themes gallery, and then click Median.

The third bullet point retains the color you just applied even though you have

switched themes.

CLOSE the 05_OtherColors presentation without saving your changes.

Adding Shading and Texture to the Background of a Slide

In PowerPoint, you can customize the background of a slide by adding a solid color, a

color gradient, a texture, or even a picture.

A color gradient is a visual effect in which a solid color gradually changes from light to

dark or dark to light. PowerPoint offers several gradient patterns, each with several varia-

tions. You can also choose a preset arrangement of colors from professionally designed

backgrounds in which the different colors gradually merge.

Adding a Picture to the Slide BackgroundYou can add a picture to a slide’s background, either as a single object or as a tiled

image that fi lls the entire slide. Here’s how:

1. On the Design tab, in the Background group, click the Background Styles button, and then click Format Background.

2. In the Format Background dialog box, click the Picture or texture fi ll option.

3. Click File, navigate to the folder that contains the picture you want to use,

and then double-click the fi le name.

4. To make the picture fi ll the entire slide, select the Tile picture as texture

check box.

5. To use the picture in the background of the current slide, click Close, or to use

it in the background of all slides, click Apply to All.

MoreMore

Adding a Picture to the Slide BackgroundYou can add a picture to a slide’s background, either as a single object or as a tiledYou can add a picture to a slide’s background, either as a single object or as a tiled

image that fi lls the entire slide. Here’s how:image that fi lls the entire slide. Here’s how:

1. 1. OnOn thethe DesignDesign tab, in thetab, in the BackgroundBackground group, click the group, click the Background StylesBackground Stylesbutton, and then click button, and then click Format BackgroundFormat Background..

2. 2. In theIn the Format BackgroundFormat Background dialog box, click the dialog box, click the Picture or texture fi llPicture or texture fi ll option. option.

3. 3. Click Click FileFile, navigate to the folder that contains the picture you want to use,, navigate to the folder that contains the picture you want to use,

and then double-click the fi le name.and then double-click the fi le name.

4. 4. To To make the picture fi ll the entire slide, select themake the picture fi ll the entire slide, select the Tile picture as textureTile picture as texturecheck box.check box.

5. 5. To use the picture in the background of the current slide, click To use the picture in the background of the current slide, click CloseClose, or to use , or to use

it in the background of all slides, clickit in the background of all slides, click Apply to AllApply to All..

Adding Shading and Texture to the Background of a Slide 87

If you want something fancier than a gradient, you can give the slide background a

texture, or you can use a picture. PowerPoint comes with several preset textures that

you can easily apply to the background of slides.

In this exercise, you will add a shade to a slide background and then change the back-

ground from shaded to textured.

USE the 06_Background presentation. This practice fi le is located in the Chapter04


OPEN the 06_Background presentation.

1. On the Design tab, in the Background group, click the Background Styles button.

2. In the Background gallery, point to each style in turn to see a live preview of its

effects.

3. Click the last thumbnail in the second row (Style 8).

4. Click the Background Styles button again, and then click Format Background at

the bottom of the gallery.

The Format Background dialog box opens.

USE the the 06_Background06_Background presentation. This practice fi le is located in thepresentation. This practice fi le is located in thedd Chapter04Chapter04subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 06_Background06_Background presentation.presentation.dd


Tip Clicking the Preset Colors button displays a gallery of professionally designed

color gradients, which range from a single color to sets of several colors.

5. Click the Type arrow, and then in the list, click Rectangular.

6. Click the Direction button, and click the From Corner effect at the right end of the

gallery.

7. Under Gradient stops, drag the Stop position slider to the right until the adjacent

setting is 80%.

8. Click the Color button, and then in the Theme Colors palette, click the green color

in the top row.

9. Click Close.

PowerPoint applies the shaded background only to the current slide.

10. Click the Background Styles button again, and then click Format Background.

11. In the Format Background dialog box, select the Picture or texture fi ll option.

12. Click the Texture button, and then in the gallery, click Denim.

13. Click the Apply to All button, and then click Close.

PowerPoint applies the textured background to the current slide and all the other

slides in the presentation.

Key Points 89

CLOSE the 06_Background presentation without saving your changes, and if you are not

continuing on to the next chapter, quit PowerPoint.

Key Points After you create a slide, you can easily modify its layout.

If you manually change the layout of a slide, you can restore the default layout.

You can change the order of slides by rearranging them on the Slides tab or in Slide

Sorter view.

You can easily change the look and feel of a presentation by switching from one

predefi ned theme to another. If you like all the elements of a theme except its col-

ors, you can apply a different color scheme.

You can apply a color scheme to one or all the slides in a presentation.

You can create your own color schemes, and you can add colors that aren’t part of

the current scheme to selected parts of a slide.

To dress up the background of one slide or of all the slides in a presentation, you

can apply a solid color, a color gradient, a texture, or a picture.


Insert and format a chart, page 100

Convert existing bullet points into a diagram, page 111

Insert and format a table, page 92

Insert and format a diagram, page 107


91

5 5 Adding Tables, Adding Tables, Charts, and Charts, and Diagrams Diagrams


Insert and format a table.

Insert and update an Excel worksheet.

Insert and format a chart.

Insert and format a diagram.

Convert existing bullet points into a diagram.

Often you will want to bolster the argument you are making in a Microsoft Offi ce

PowerPoint 2007 presentation with facts and fi gures that are best presented in a table,

chart, or diagram. Graphic objects such as these serve the following purposes:

Tables condense information into highly structured row and column grid formats

so that identifying categories or individual items and making comparisons is easier.

If the tabular information already exists—for example, as a Microsoft Offi ce Excel

worksheet—you can import it into a PowerPoint table or embed it as an object in a

PowerPoint slide.

Charts present numerical information in visual ways when it is more important for

your audience to understand trends than identify precise values. If the data you

want to plot as a chart already exists in another program, you can copy and paste

the data.

Diagrams depict hierarchies or processes. The new diagramming tool that comes

with the Microsoft Offi ce 2007 suite makes it easy to create sophisticated process,

hierarchy, cycle, and relationship diagrams.

You can easily place graphic objects on any PowerPoint slide that includes a content placeholder.

92 Chapter 5 Adding Tables, Charts, and Diagrams

In this chapter, you will insert and format a table into a PowerPoint slide and insert an

Excel worksheet. You will also insert and format a chart and a diagram into a slide and

convert existing bullet points into a diagram.









Inserting and Formatting a TableWhen you want to present a lot of data in an organized and easy-to-read format, a table

is often your best choice. On a slide that includes a content placeholder, you can click the

placeholder’s Insert Table button to start the process of creating a table. You can also

click the Table button in the Tables Group on the Insert tab to add a table to any slide.

After you specify the number of columns and rows you want in the table, PowerPoint

creates the table structure, which consists of a two-dimensional organization of rows and

columns. The box at the intersection of each row and column is called a cell. Often the

fi rst row is used for column headings, and the leftmost column is used for row headings.

You work with PowerPoint tables in much the same way as you work with tables in

Microsoft Offi ce Word. (If the table you want to use already exists in a Word document,

you can copy and paste that table into a PowerPoint slide, rather than re-creating it.)

To enter information in the table, you click a cell and then type. You can move the in-

sertion point from cell to cell by pressing the Tab key. You can customize and format

the entire table as well as individual cells by using buttons on the specialized Table

Tools contextual tabs, which appear only when a table is active. For example, you can

use buttons on the Design contextual tab to apply a table style that instantly formats

the text and shades the cells to make key information stand out. You can use buttons

on the Layout tab to combine, or merge, cells to create one cell that spans two or more

columns or rows, and you can split a single cell into two or more cells.





Inserting and Formatting a Table 93

In this exercise, you will create a table, enter text in its cells, apply a table style, insert a

row, merge cells, and then format a row and individual cells.

USE the 01_Tables presentation. This practice fi le is located in the Chapter05 subfolder



OPEN the 01_Tables presentation.

1. Display Slide 5, which has the Title And Content layout.

2. In the content placeholder, click the Insert Table button.

The Insert Table dialog box opens.

3. In the Number of columns box, type or select the number 3, and then in the

Number of rows box, type or select the number 4.

4. Click OK.

A blank table with three columns and four rows appears. The heading row is shaded

and the second and fourth rows are banded with a subtle shade of the same color.

Because the table is active, the Table Tools contextual tabs appear on the Ribbon.

5. In the upper-left cell of the table, type Task, press D, type Time Spent per Day,

press D, type Time Saved per Week, and then press D again.

The insertion point moves to the fi rst cell of the second row.

USE thethe 01_Tables01_Tables presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter05Chapter05 subfolder subfolder



OPEN thethe 01_Tables01_Tables presentation.presentation.

Insert TableInsert Table


6. Type Paper documents, press D, type 15 minutes, press D, type 6 hours, and

then press D again.

7. Enter E-mail, 30 minutes, and 8 hours in the third row, and Calendar, 15 minutes,

and 4 hours in the fourth row.

8. On the Design contextual tab, in the Table Style Options group, clear the Banded Rows check box.

The banding disappears. All rows except the header row are now the same color.

9. In the Table Styles group, click the More button to display the Table Style gallery.

MoreMore

Inserting and Formatting a Table 95

10. Point to various styles to see a live preview of their effects on the table, and then un-

der Medium, click the third thumbnail in the fi rst row (Medium Style 1 - Accent 2).

11. In the Table Style Options group, select the First Column check box.

The text in the fi rst column becomes bold.

12. Click anywhere in the header row, and then on the Layout tab, in the Rows & Columns group, click the Insert Above button.

Tip You can insert a row below the row containing the insertion point or insert a

column to the left or right by clicking the corresponding buttons. If you no longer

need a column or row, you can remove it by clicking the Delete button and then

clicking Delete Columns or Delete Rows.

13. With the new row selected, in the Merge group, click the Merge Cells button.

Tip Another way to merge cells is by clicking the Eraser button in the Draw Borders

group on the Design contextual tab, and then dragging the eraser that appears across

the border between two cells. To split a single cell into two, you can either select the

cell and then click the Split Cells button in the Merge group on the Layout tab, or you

can click the Draw Table button in the Draw Borders group on the Design tab, and

then draw a cell border with the pencil that appears.

14. In the merged cell, type Effect of Focused Activity, and then in the Alignment group, click the Center button.

15. On the Design contextual tab, in the Table Styles group, click the Shading arrow,

and then in the palette, click the dark blue box (Indigo, Accent 6) at the right end

of the top Theme Colors row.

16. Select Time Spent per Day and Time Saved per Week, and in the center of the

top Theme Colors row in the Shading palette, click the aqua box (Aqua, Accent 1).

Then select Task, Paper documents, E-mail, and Calendar, and click the Shading

button (not the arrow) to apply the most recently selected color (aqua) again.

17. Press H+a to select the entire table. Then in the Table Styles group, click the

Borders arrow, and click Outside Borders.

18. Click a blank area of the slide to see the results.

CenterCenter

ShadingShading

BordersBorders


CLOSE the 01_Tables presentation without saving your changes.

Inserting and Updating an Excel WorksheetThe table capabilities of PowerPoint are perfectly adequate for the display of simple in-

formation that is unlikely to change during the useful life of the presentation. However, if

your data involves calculations or is likely to require updating, you will probably want to

maintain the information in an Excel worksheet. You can then embed the worksheet in

a slide as an object, or you can link the slide to the worksheet so that you won’t have to

worry about keeping the data current in more than one place.

Embedded objects and linked objects differ in the following ways:

An embedded object is an object that maintains a direct connection to its original

program, known as the source program. After you insert an embedded object, you

can easily edit it by double-clicking it, which opens the program in which it was

originally created. Be aware that embedding an object in a presentation increases

the presentation’s fi le size, because PowerPoint has to store not only the data itself

but also information about how to display the data.

A linked object is a representation on a slide of information that is still stored in

the original document, known as the source document. If you edit the source docu-

ment in the source program after adding a linked object to a slide, PowerPoint

updates the representation of the object. Because PowerPoint stores only the

data needed to display the information, linking results in a smaller fi le size than

embedding.

For example, suppose a sales manager stores past sales information and future sales

projections in Excel worksheets. On one slide in a presentation, she might embed the

Inserting and Updating an Excel Worksheet 97

past sales information, which won’t change, as an object. On another slide, she might

link the future sales projections, which she is still in the process of fi ne-tuning. Then as

she updates the projections worksheet, the linked table in the PowerPoint presentation

automatically updates as well.

Important Always make modifi cations to the source document, not the linked object

on the slide. Any changes you make to the linked object will be overwritten the next time

you open the presentation, because PowerPoint will update the linked object to refl ect

the version in the source document.

In this exercise, you will insert an Excel worksheet and then format and update the

content of the embedded object.

USE the 02_Worksheets presentation and the 02_Costs workbook. These practice fi les are


OPEN the 02_Worksheets presentation.

1. Display Slide 6, and then on the Insert tab, in the Text group, click the Object button.

The Insert Object dialog box opens.

2. Select the Create from fi le option, and then click Browse.

A Browse dialog box opens. (It is similar to the Open dialog box.)

3. If the contents of the Documents folder are not displayed, click Documents in the

Navigation Pane on the left side of the dialog box, and then navigate to the MSP\SBS_PowerPoint2007\Chapter05 folder.

4. In the Chapter05 subfolder, click the 02_Costs workbook, and then click OK.

The location of the workbook appears in the File box.

USE thethe 02_Worksheets02_Worksheets presentation and thepresentation and the 02_Costs02_Costs workbook. These practice fi les are workbook. These practice fi les are

located in thelocated in the Chapter05Chapter05 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 02_Worksheets02_Worksheets presentation.presentation.


Tip To link rather than embed the workbook, you select the Link check box in the

Insert Object dialog box .

5. In the Insert Object dialog box, click OK.

PowerPoint embeds the data from the specifi ed workbook in the slide.

6. Drag the handle (the three dots) in the lower-right corner down and to the right to

enlarge the object, and then point to its frame (not to a handle) and drag to align

the object with the left end of the title.

7. Double-click the worksheet object.

Troubleshooting If you see a message saying that the chart must be converted to

the 2007 Offi ce system release format, click Edit Existing.

The Excel workbook opens in PowerPoint with Sheet1 displayed. The Excel Ribbon

replaces that of PowerPoint at the top of the window.

Troubleshooting If you see a message saying that the chart must be converted to If you see a message saying that the chart must be converted to

the 2007 Offi ce system release format, click Edit Existing.the 2007 Offi ce system release format, click Edit Existing.

Inserting and Updating an Excel Worksheet 99

Worksheet object active in Excel

Excel Ribbon

The columns are labeled with letters (A, B, C, and so on), and the rows are labeled

with numbers (1, 2, 3, and so on). You can reference each cell by its column letter

followed by its row number (A1, A2, A3, and so on). You can reference a block of

cells by the cell in its upper-left corner and the cell in its lower-right corner, sepa-

rated by a colon (for example, A1:C3).

See Also For more information about using Microsoft Offi ce Excel 2007, see Microsoft Offi ce Excel 2007 Step by Step (ISBN 0-7356-2304-X) by Curtis Frye (Microsoft Press, 2006).

8. Click cell B3, type 80, click cell C3, type 60, and then press F.

Excel automatically formats the new cost of locating documents in cell C3 as

currency.

9. Click cell C7.

The total cost in cell C7 is calculated by the formula shown in the formula bar

below the Ribbon, so the new amount you entered in cell C3 changed the total


from $400 to $380. This change affects only the object on the slide. The data in the

Excel workbook does not change.

10. Click a blank area of the slide.

Excel closes, and the PowerPoint Ribbon reappears.

11. Click a blank area again to deactivate the object.

CLOSE the 02_Worksheets presentation without saving your changes

Inserting and Formatting a ChartFor those occasions when you want to display numeric data visually, you can add a chart

to a slide to make it easy to see trends that might not be obvious from looking at the

numbers themselves. When you create a chart in PowerPoint, you use an Excel work-

sheet to enter the information you want to plot.

The Excel worksheet is composed of rows and columns of cells that contain values, or

data points, that make up a data series. Each data point in a data series is represented

graphically in the chart by a data marker. The data is plotted against an x-axis—also

called the category axis—and a y-axis—also called the value axis. (Three-dimensional

charts also have a z-axis—also called the series axis.) Tick-mark labels along each axis

identify the categories, values, or series in the chart. A legend provides a key for iden-

tifying the data series.

Inserting and Formatting a Chart 101

Chart area

Gridline

X-axisTick-mark label

Plot areaData marker Legend

Names of data seriesY-axis

On a slide that includes a content placeholder, you can click the placeholder’s Insert

Chart button to start the process of creating a chart. You can also click the Chart button

in the Illustrations Group on the Insert tab to add a chart to any slide. In either case, you

then select the type of chart you want. If your PowerPoint window is maximized, when

you click OK, the PowerPoint window shrinks so that it occupies half the screen, and

Excel opens in the other half. The Excel window displays a linked worksheet containing

sample data that demonstrates how to set up your own information. You can replace

the sample data and see the results in the PowerPoint window.

You can enter data into the worksheet by typing it directly. However, if your data already

exists in an Excel worksheet or a Microsoft Offi ce Access or Word table, you don’t have

to retype it. You can copy the data from its source program, activate the Excel worksheet

that is linked to the slide, click cell A1, and then paste in the data.

After you enter the data and close the Excel window, you can modify and format the

associated chart to get the effect you want. If you decide that the type of chart you se-

lected doesn’t adequately depict the most important characteristics of your data, you

can change the type at any time. There are 12 chart types, each with two-dimensional

and three-dimensional variations, and you can customize each aspect of each variation.

If you don’t want to spend a lot of time on a chart, you can apply the predefi ned com-

binations of formatting from the Chart Layouts and Chart Styles groups on the Design

contextual tab to create sophisticated charts with a minimum of effort.


In this exercise, you will create a chart by entering data in its linked worksheet. You’ll

format the chart in several ways, and then you’ll update the chart by changing the

values in the linked worksheet.

USE the 03_Charts presentation. This practice fi le is located in the Chapter05 subfolder


OPEN the 03_Charts presentation.

1. Display Slide 7, and in the content placeholder, click the Insert Chart button.

The Insert Chart dialog box opens, displaying the many types of charts you can

create.

2. Click OK to accept the default chart type (Clustered Column).

Excel starts, and the PowerPoint and Excel windows resize and display side by side.

In the window on the left, PowerPoint displays a chart plotted with the sample data

contained in the Excel worksheet in the window on the right. You can replace the

sample data with your own information by typing directly in the table.

USE thethe 03_Charts03_Charts presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter05Chapter05 subfoldersubfolder


OPEN thethe 03_Charts03_Charts presentation. presentation.

Insert ChartInsert Chart


3. In the worksheet, click cell B1, type Typical, press D, and then type Desirable.

4. Enter the following data in columns A, B, and C:

Typical Desirable

Act 40 35

Delegate 5 15

Store 30 5

Discard 25 45

As you type, PowerPoint updates the chart with the new data

5. To exclude the data in column D from the chart, click cell A1, and then drag the

arrow in the lower-right corner of cell D5 to the left, releasing it when cells A1:C5are surrounded by a heavy border, and cells D1:D5 are shaded.

In the PowerPoint window, the chart refl ects the fact that only the Typical and

Desirable columns are now being plotted.


Troubleshooting If the chart isn’t selected in the PowerPoint window when you

make changes to the data in the Excel window, the chart won’t automatically update.

If this happens, select the chart before proceeding.

6. In the upper-right corner of the Excel window, click the Close button.

The PowerPoint window expands, showing your data plotted as a column chart.

Troubleshooting IfIf the chart isn’t selected in the PowerPoint window when you the chart isn’t selected in the PowerPoint window when you

make changes to the data in the Excel window, the chart won’t automatically update.make changes to the data in the Excel window, the chart won’t automatically update.

If this happens, select the chart before proceeding.If this happens, select the chart before proceeding.

CloseClose


Tip By default, the chart is plotted based on the series in the columns of the work-

sheet, which are identifi ed in the legend. If you want to base the chart on the series

in the rows instead, click the Switch Row/Column button in the Data group on the

Design contextual tab.

7. On the Design contextual tab, in the Type group, click the Change Chart Type

button.

The Change Chart Type dialog box opens. It looks exactly like the Insert Chart dia-

log box shown earlier in the exercise.

8. With Column selected in the left pane, in the right pane, click the fi fth thumbnail in

the top row (Stacked Column in 3-D), and then click OK.

Tip One popular type of chart is the pie chart. However, you should be aware that

a pie chart can plot only one series of data. If you select Pie for the current data set,

only the Typical series will be plotted.

9. In the Chart Styles group, click the More button, and then in the Chart Styles gallery,

click the thumbnail in the fi fth row of the last column (Style 40).

10. In the Chart Layouts group, click the More button, and then in the gallery, click the

thumbnail in the third row of the fi rst column (Layout 7).

11. Click Axis Title below the chart, triple-click in the selection to select all of the title

text, type Action, and then click away from the title (but not outside the chart).

12. Repeat Step 11 to rename the axis title to the left of the chart as Percent, and then

click away from the title to see the results.

MoreMore


13. With the chart still active, and then on the Design contextual tab, in the Data

group, click the Edit Data button.

14. In the Excel worksheet, change cell C2 to 15 and cell C3 to 35. Then close the Excel

window.

The chart immediately refl ects the new data.

CLOSE the 03_Charts presentation without saving your changes.

Additional Chart Formatting OptionsThe Chart Layouts and Chart Styles groups on the Design contextual tab provide

an easy way to apply sophisticated formatting to a chart without having to format

each individual element of the chart manually. However, if you want more control

over the appearance of your chart, you can use the options on the Layout and

Format contextual tabs. It is worth exploring these options so that you know

how to do the following:

Add shapes and pictures.

Format individual elements such as titles, axes, data labels, and gridlines.

Add trend lines, bars, and other lines.

Customize the walls and fl oor or otherwise manipulate a three-dimensional chart.

Customize the look of shapes.

Add and format fancy text (WordArt).

Arrange objects precisely.

Precisely control the overall size of the chart.

You can double-click almost any chart object to change its attributes. For exam-

ple, you can double-click an axis to display the Format Axis dialog box , where you

can change the scale, tick marks, label position, line style, and other aspects of

the axis. If you have trouble double-clicking some of the smaller chart elements,

you can select the element you want to format from the Chart Area list in the

Current Selection group on the Format tab, and then click the Format Selection

button in the same group to display the Format dialog box for the selection.

Additional Chart Formatting OptionsTheThe Chart Layouts and Chart Styles groups on the Design contextual tab provide Chart Layouts and Chart Styles groups on the Design contextual tab provide

an easy way to apply sophisticated formatting to a chart without having to format an easy way to apply sophisticated formatting to a chart without having to format

each individual element of the chart manually. However, if you want more control each individual element of the chart manually. However, if you want more control

over the appearance of your chart, you can use the options on the Layout andover the appearance of your chart, you can use the options on the Layout and

Format contextual tabs. It is worth exploring these options so that you knowFormat contextual tabs. It is worth exploring these options so that you know

how to do the following:how to do the following:

Add shapes and pictures.Add shapes and pictures.

Format individual elements such as titles, axes, data labels, and gridlines.Format individual elements such as titles, axes, data labels, and gridlines.

Add trend lines, bars, and other lines.Add trend lines, bars, and other lines.

Customize the walls and fl oor or otherwise manipulate a three-dimensional chart.Customize the walls and fl oor or otherwise manipulate a three-dimensional chart.

Customize the look of shapes.Customize the look of shapes.

Add and format fancy text (WordArt).Add and format fancy text (WordArt).

Arrange objects precisely.Arrange objects precisely.

Precisely control the overall size of the chart.Precisely control the overall size of the chart.

You You can double-click almost any chart object to change its attributes. can double-click almost any chart object to change its attributes. For exam-For exam-

ple, you can double-click an axis to display the Format Axis dialog boxple, you can double-click an axis to display the Format Axis dialog box, where you , where you

can change the scale, tick marks, label position, line style, and other aspects of can change the scale, tick marks, label position, line style, and other aspects of

the axis. If you have trouble double-clicking some of the smaller chart elements, the axis. If you have trouble double-clicking some of the smaller chart elements,

you can select the element you want to format from the Chart Area list in theyou can select the element you want to format from the Chart Area list in the

Current Selection group on the Format tab, and then click the Format SelectionCurrent Selection group on the Format tab, and then click the Format Selection

button in the same group to display the Format dialog box for the selection.button in the same group to display the Format dialog box for the selection.

Inserting and Formatting a Diagram 107

Inserting and Formatting a DiagramWhen you want to illustrate a process or the relationship between hierarchical elements,

you can create a dynamic, visually appealing diagram by using SmartArt Graphics, a

powerful new tool that comes with PowerPoint, Word, and Excel. By using predefi ned

sets of formatting, you can almost effortlessly put together any of the following:

Process diagrams. Visually describe the ordered set of steps required to complete

a task—for example, the approval process for the launch of a new book series.

Hierarchy diagrams. Illustrate the structure of an organization or entity—for ex-

ample, a company’s top-level management structure.

Cycle diagrams. Represent a circular sequence of steps, tasks, or events; or the re-

lationship of a set of steps, tasks, or events to a central, core element—for example,

how the elements of a story all come together to provide an exciting ending.

Relationship diagrams. Show convergent, divergent, overlapping, merging, or

containing elements—for example, how organizing your e-mail, calendar, and

contacts can converge to improve your productivity.

On a slide that includes a content placeholder, you can click the placeholder’s Insert

SmartArt Graphic button to start the process of creating a diagram. You can also click

the SmartArt button in the Illustrations Group on the Insert tab to add a diagram to any

slide. In either case, you then select the type of diagram you want to create and click a

specifi c layout to see an example and description. When you fi nd the diagram that best

conveys your information, you click OK to insert the diagram with placeholder text that

you can replace in an adjacent text pane.

You can customize a diagram at any time by clicking it and then using the commands on

the SmartArt Tools contextual tabs. You can use the commands on the Design contextual

tab to make changes such as the following:

Switch to a different layout of the same type or a different type.

Tip If the text in the original diagram doesn’t fi t in the new layout, the text is not

shown, but is retained so that you don’t have to retype it if you switch again.

Add shading and three-dimensional effects to all the shapes in a diagram.

Select a different combination of colors that coordinates with the presentation’s

color scheme.

Add and change the hierarchy of shapes.


Tip You can remove a shape by selecting it and then pressing the Delete key. You can also

rearrange shapes by dragging them.

You can use the buttons on the Format contextual tab to customize individual shapes:

Change an individual shape—for example, change a square to a star to make it

stand out.

Apply a built-in Shape Style.

Change the color, outline, or effect of a selected shape.

Tip If you customize a diagram and then decide you preferred the original version, you can

revert to the original by clicking the Reset Graphic button in the Reset group on the Design

contextual tab.

In this exercise, you will add an organization chart to a slide, enter text, and then add fi rst-

level and second-level shapes. You will then change the layout and color scheme of the

chart as a whole and change the color of a single slide, before adjusting the chart’s size.

USE the 04_Diagrams presentation. This practice fi le is located in the Chapter05 subfolder


OPEN the 04_Diagrams presentation.

1. Display Slide 5, and then click the Insert SmartArt Graphic button in the content

placeholder.

The Choose A SmartArt Graphic dialog box opens.

USE thethe 04_Diagrams04_Diagrams presentation. This practice fi le is located in thepresentation. This practice fi le is located in the Chapter05 Chapter05 subfolder subfolder


OPEN thethe 04_Diagrams04_Diagrams presentation.presentation.

Insert Smart ArtInsert Smart Art

Inserting and Formatting a Diagram 109

2. In the left pane, click each layout type in turn to see all the available layouts of that

type in the center pane, and then click Hierarchy.

3. In the center pane, click each layout in turn to view an example and description in

the right pane.

4. When you fi nish exploring, click the fi rst layout (Organization Chart), click OK,

and then click the button in the middle of the left border of the diagram to open

the text pane.

PowerPoint inserts a blank organizational chart into the slide, and a pane opens

in which you can type the text that you want to appear in the organization chart

shapes. Notice that the text placeholders in this pane appear as a bulleted list.

You can use the same techniques to create entries and subentries in this window

as you would to create bullet points and subpoints on the Outline tab of the

Overview pane.

5. With the fi rst bullet in the Type your text here pane selected, type Florian Stiller, and then press the N key to move the insertion point to the next placeholder.

6. Type Ryan Danner, and then press F.

PowerPoint adds a duplicate shape at the same level in the hierarchy.

Troubleshooting Our instructions assume you are entering text at the insertion

point in the text pane. Typing and pressing Enter in a diagram shape enters a new

paragraph in the same shape instead of creating a new shape.

Troubleshooting Our instructions assume you are entering text at the insertion Our instructions assume you are entering text at the insertion

point in the text pane. Typing and pressing Enter in a diagram shape enters a newpoint in the text pane. Typing and pressing Enter in a diagram shape enters a new

paragraph in the same shape instead of creating a new shape.paragraph in the same shape instead of creating a new shape.


7. Type Nate Sun, press F, and then press D.

The new shape becomes a subordinate of Nate Sun.

8. Type Shelley Dyck.

9. In the text pane, click at the right end of Ryan Danner, press F, and then press

D to convert the entry to a subordinate.

10. Type Andy Ruth, press F, type Jo Berry, press F, type Blaine Docktor, press

F, and type Lukas Keller.

11. On the slide, select the three unused placeholder boxes at the bottom of the slide

(hold the H key to select multiple shapes), and then press A.

12. Click the Close button of the text pane to hide it.

Tip If you want to edit the text in the diagram, you can quickly open the text pane

by clicking the button on the left side of the diagram’s frame.

13. On the Design contextual tab, in the Layouts group, click the second thumbnail

(Hierarchy).

14. In the SmartArt Styles group, click the Change Colors button, and then in the

gallery, under Colorful, click the fi rst thumbnail (Colorful - Accent Colors).

The shapes in the diagram assume the colors of the selected scheme.

15. Click the Florian Stiller shape. Then on the Format contextual tab, in the Shape Styles group, click the Shape Fill button, and under Recent Colors, click the fi rst

box (lime green).

CloseClose

Converting Existing Bullet Points into a Diagram 111

16. Drag the handle in the lower-left corner of the diagram’s frame to the left to

stretch the frame until its left edge is centered on the word Organizational in the

slide title.

17. Click outside the frame to see the fi nal result.

CLOSE the 04_Diagrams presentation without saving your changes.

Converting Existing Bullet Points into a DiagramYou might decide after creating a bulleted list on a slide that a diagram would more

clearly convey your point to your audience. You can easily convert a bulleted list to a

SmartArt diagram with only a few clicks of the mouse.

In this exercise, you will convert four bullet points into a cycle diagram.

USE the 05_BulletDiagrams presentation. This practice fi le is located in the Chapter05


OPEN the 05_BulletDiagrams presentation.

1. Display Slide 9, right-click anywhere in the bulleted list, and then point to Convert to SmartArt.

A SmartArt gallery appears.

USE thethe 05_BulletDiagrams05_BulletDiagrams presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter05Chapter05subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 05_BulletDiagrams05_BulletDiagrams presentation. presentation.


2. In the gallery, click the third thumbnail in the fi fth row (Basic Venn).

PowerPoint converts the four bullet points into text in the selected diagram type.

3. On the Design contextual tab, in the SmartArt Styles group, click the Change Colors button.

4. In the gallery, under Colorful, click the fi rst thumbnail (Colorful - Accent Colors).

PowerPoint applies the new color scheme to the graphic.

5. Open the text pane by clicking the button on the left side of the diagram’s frame.

Then in the text pane, double-click the word Choices, and type Temptation.

The text in the corresponding shape in the diagram refl ects your change.

Key Points 113

6. Close the text pane.

7. On the Design contextual tab, in the SmartArt Styles group, click the More button,

and then under 3-D in the SmartArt Styles gallery, click the fourth thumbnail in

the second row (Powder).

8. Click a blank area of the slide to release the selection.

The shapes are now transparent and three-dimensional.

CLOSE the 05_BulletDiagrams presentation without saving your changes, and if you are

not continuing on to the next chapter, quit PowerPoint.

Key Points Use a table to organize information neatly in rows and columns. You can customize

and format individual cells as well as the entire table.

If the information you need already exists in an Excel worksheet, you can embed

the worksheet in a slide. Double-clicking the worksheet object opens it in Excel so

that you can edit it.

If the information in the Excel worksheet is likely to change, you can link the slide

to the source worksheet so that the slide is updated if the worksheet is edited.

A chart presents numeric data in an easy-to-grasp visual format. You can choose

from 12 types with many variations.

With SmartArt Graphics, you can create a variety of diagrams, including organiza-

tion charts and Venn diagrams. You can edit and format a diagram and change its

layout to suit your needs.

If a bulleted list would have more impact as a diagram, you can easily convert it.

Lists that represent a sequence of events or a relationship are best suited for visual

rendering as a diagram.

MoreMore


Draw, modify, and connect shapes, page 132

Insert and modify stylized text, page 139

Insert and modify pictures, page 123

Align and stack graphics, page 143


115

6 6 Enhancing Slides Enhancing Slides with Graphics with Graphics


Insert and modify clip art images.

Insert and modify pictures.

Create a photo album.

Draw, modify, and connect shapes.

Insert and modify stylized text.

Align and stack graphics.

With the ready availability of professionally designed templates, presentations have

become more visually sophisticated and appealing. For better or worse, the importance

of your message and the persuasiveness of the words you use are no longer enough to

guarantee the success of a presentation. Many types of presentations can benefi t from

the addition of graphic elements as visual reinforcement or merely for decoration.

The general term graphics applies to several kinds of visual enhancements. For the

purposes of this chapter’s discussion, graphics include clip art, illustrations, photo-

graphs, shapes, and fancy text. All these types of graphics are inserted as objects

on a slide and can then be sized, moved, copied, and formatted in a variety of ways.

In this chapter, you will work with clip art images, other types of pictures, and stylized

text. You will create a photo album and draw a simple illustration using predefi ned

shapes. Finally, you will see how to work with multiple graphics on a single slide.





116 Chapter 6 Enhancing Slides with Graphics





Inserting and Modifying Clip Art ImagesMicrosoft Offi ce PowerPoint 2007 includes hundreds of professionally designed pieces

of clip art—license-free graphics that often take the form of cartoons, sketches, or sym-

bolic images, but can also include photographs, videos, and audio clips. In a PowerPoint

presentation, you can use clip art to illustrate a point you are making, as interesting bullet

characters, or to mark pauses in a presentation. For example, you might display a question

mark image on a slide to signal a time in which you answer questions from the audience.

To add clip art to a slide, you can click the Insert Clip Art button in the content place-

holder, or click the Clip Art button in the Illustrations group on the Insert tab. Either way,

the Clip Art task pane opens. From this task pane, you can locate and insert the clip art

image you want. You can search for clip art by keyword, search a specifi c Microsoft Clip

Organizer collection, or search for specifi c fi les or media types, such as movies.

See Also For information about the Clip Organizer, see the sidebar titled “Using the Clip Organizer” later in this chapter.

If you can’t locate a suitable image from those on your computer, you can search for

additional images on the Microsoft Offi ce Online Web site. You can visit Offi ce Online

either by clicking the Clip Art On Offi ce Online link at the bottom of the Clip Art task

pane, or by visiting offi ce.microsoft.com.

You can access thousands of free clip art images (as well as many other useful resources)

from Offi ce Online.

Selecting a clip art image on a slide displays the Format contextual tab. You can use the

buttons on this tab to modify the selected image. For instance:

You can change the color brightness and contrast of the image by using the

commands in the Picture Tools group.

You can change the border, angle, and aspect of the image, apply effects such as

a shadow, a glow, or a fuzzy border, and change the color and style of the border

around the image by using the commands in the Picture Styles group.

You can size graphics to specifi c dimensions and crop the image by using the

commands in the Size group.





Inserting and Modifying Clip Art Images 117

The fi le size of a presentation that contains graphics can become quite large. You can

shrink the size of a graphic fi le (without affecting the displayed graphic) by using the

Compress Pictures button . And if you decide you don’t like all the changes you have

made to an image, you can restore the original settings by using the Reset Picture

button.

In this exercise, you will fi rst add clip art images to slides. You will then change the size

and color of one of them, and apply special effects to it.

USE the 01_ClipArt presentation. This practice fi le is located in the Chapter06 subfolder


BE SURE TO start PowerPoint before beginning this exercise. Also be sure that you have

an Internet connection so that you can connect to Microsoft Offi ce Online.

OPEN the 01_ClipArt presentation.

1. On Slide 7, in the content placeholder, click the Clip Art button.

The Clip Art task pane opens.

2. In the Search for box at the top of the task pane, type ideas, and then click Go.

Tip If you see a Microsoft Clip Organizer message asking whether you want to include

clip art from Offi ce Online, click No to speed up the search.

USE thethe 01_ClipArt 01_ClipArt presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter06Chapter06 subfolder subfolder66under under SBS_PowerPoint2007SBS_PowerPoint2007..7777

BE SURE TO start PowerPoint before beginning this exercise. Also be sure that you have start PowerPoint before beginning this exercise. Also be sure that you have

an Internet connection so that you can connect to Microsoft Offi ce Online.an Internet connection so that you can connect to Microsoft Offi ce Online.

OPEN thethe 01_ClipArt01_ClipArt presentation.presentation.tt

ClipArtClipArt


Thumbnails of any clip art, photographs, movies, and sounds stored on your com-

puter within your clip art collection or the Offi ce clip art collection and associated

with the keyword ideas appear in the task pane.

3. Point to the light bulb that fl oats in the sky like a balloon.

A ScreenTip displays the beginning of the list of keywords associated with the image,

its dimensions and fi le size, and its format—in this case, Windows Metafi le (WMF).

4. Click the thumbnail of the light bulb image.

PowerPoint inserts the image into the slide. At its larger size, you can see that the

light bulb is meant to look like a hot air balloon.

5. Close the Clip Art task pane, and then display Slide 5.


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


7. At the bottom of the task pane, click the Clip art on Offi ce Online link.

Your default Web browser opens and displays the Offi ce Online Clip Art resource

page. The following steps are for Windows Internet Explorer 7; if you are using a

different Web browser, the steps might be slightly different but you should be able

to follow along.

Troubleshooting If you are not connected to the Internet, click Go to search your

computer for clip art identifi ed by the keyword concepts.

8. In the Search box on the Clip Art tab, type concepts, and then click the Search

button.

Offi ce Online displays hundreds of clip art images associated with the word

concepts.

9. Move through the pages by clicking the Next arrow, until you locate the stylized

drawing of an archer shooting an arrow at a target.

Tip If you prefer, you can insert an image other than the one we display in this

exercise.

Troubleshooting If you are not connected to the Internet, click Go to search your If you are not connected to the Internet, click Go to search your

computer for clip art identifi ed by the keyword computer for clip art identifi ed by the keyword conceptsconcepts..


10. Click the Copy button under the image to copy the image to the clipboard.

Troubleshooting A page might appear notifying you that this action requires a

specifi c ActiveX control. It then checks your system for the control and displays the

results. If the control is already installed, the page closes in a few seconds. If the

control is not installed, follow the instructions to install it now.

11. Switch to PowerPoint. Then on the Home tab, in the Clipboard group, click the

Paste button (not its arrow).

PowerPoint inserts the selected image in the center of the slide.

12. Close the Clip Art task pane.

13. With the clip art image still selected, on the Format contextual tab, in the Size

group, change the setting in the Shape Height box to 1.5".

You can set the height by clicking the arrows in the spin box, or you can select the

current entry, type 1.5”, and then press Enter. The setting in the Width box changes

to maintain the image’s original aspect ratio.

Tip The Shape Width setting changes because the aspect ratio of the graphic is

locked. You can change the proportions of the image by clicking the Size Dialog Box

Launcher and then clearing the Lock Aspect Ratio check box in the Size And Position

dialog box .

14. Drag the image to the lower-right corner of the slide.

CopyCopyTroubleshooting A page might appear notifying you that this action requires aA page might appear notifying you that this action requires a

specifi c ActiveX control. It then checks your system for the control and displays thespecifi c ActiveX control. It then checks your system for the control and displays the

results. If the control is already installed, the page closes in a few seconds. If the results. If the control is already installed, the page closes in a few seconds. If the

control is not installed, follow the instructions to install it now.control is not installed, follow the instructions to install it now.

PastePaste

Shape HeightShape Height


Important The following formatting choices apply to the archery image. If you

selected a different image, you might want to choose different formatting options.

15. In the Adjust group, click the Recolor button, and under Light Variations, click the

second thumbnail (Accent color 1 Light).

16. In the Picture Styles group, click the Picture Effects button, point to Glow, and

then click the thumbnail in the lower-right corner of the gallery (Accent color 6, 18 pt glow).

17. In the Picture Styles group, click the Picture Effects button, point to Shadow, and

under Perspective in the gallery, click the fi rst thumbnail (Perspective Diagonal Upper Left).

18. Click toward the edge of the slide to see the results.

CLOSE the 01_ClipArt presentation without saving your changes.


Using the Clip OrganizerTo make clip art images and other media available no matter where they are

actually stored, you can catalog them in the Microsoft Clip Organizer. With

this useful tool, you can arrange clip art images, pictures, audio clips, and video

clips that are stored in different locations. You can organize media installed with

Microsoft Offi ce, downloaded from the Web, or obtained from other sources into

existing or new collections.

To add an image to the Clip Organizer, follow these steps:

1. At the bottom of the Clip Art task pane, click the Organize clips link.

The Favorites - Microsoft Clip Organizer window opens.

2. In the Collection List pane, under My Collections, click the Favorites folder.

3. On the window’s File menu, point to Add Clips to Organizer, and then click

On My Own.

The Favorites - Add Clips To Organizer dialog box opens.

4. Navigate to and select the fi le you want to add to the Favorites collection,

and then click the Add button.

To place images in a collection other than the currently selected one, click

the Add To button, and then in the Import To Collection dialog box , select

or create the collection you want.

To add keywords to an image:

1. In the Favorites – Microsoft Clip Organizer window, point to the image, click

the arrow that appears, and then click Edit Keywords.

The Keywords dialog box opens.

2. In the Keyword box, type the word or words that you want to associate with

this fi le (separating words and phrases with commas), and then click Add.

Your keywords are added to the Keywords For Current Clip list, which already

contains any previously associated keywords.

3. Click OK to close the Keywords dialog box.

To delete a clip art image from the Clip Organizer, in the Microsoft Clip Organizer

window, point to the image, click the arrow that appears, click Delete From Clip

Organizer, and then click OK to confi rm the deletion.

Using the Clip OrganizerToTo make clip art images and other media available no matter where they are make clip art images and other media available no matter where they are

actually stored, you can catalog them in theactually stored, you can catalog them in the Microsoft Clip Organizer. With . With rrrthis useful tool, you can arrange clip art images, pictures, audio clips, and videothis useful tool, you can arrange clip art images, pictures, audio clips, and video

clips that are stored in different locations. You can organize media installed with clips that are stored in different locations. You can organize media installed with

Microsoft Offi ce, downloaded from the Web, or obtained from other sources into Microsoft Offi ce, downloaded from the Web, or obtained from other sources into

existing or new collections.existing or new collections.

To add an image to the Clip Organizer, follow these steps:To add an image to the Clip Organizer, follow these steps:

1. 1. At the bottom of At the bottom of thethe Clip ArtClip Art task pane, click the task pane, click the Organize clipsOrganize clips link link..

The Favorites - Microsoft Clip Organizer window opens.The Favorites - Microsoft Clip Organizer window opens.

2. 2. In theIn the Collection ListCollection List pane, under pane, under My CollectionsMy Collections, click the , click the FavoritesFavorites folder. folder.

3. 3. OnOn the window’s the window’s FileFile menu, point to menu, point to Add Clips to OrganizerAdd Clips to Organizer, and then click, and then clickrrrrOn My OwnOn My Own..

The Favorites - Add Clips To Organizer dialog boxThe Favorites - Add Clips To Organizer dialog box opens. opens.

4. 4. Navigate to and select the fi le you want to add to the Favorites collection, Navigate to and select the fi le you want to add to the Favorites collection,

and then click theand then click the AddAdd button.button.

To To place images in a collection other than the currently selected one, clickplace images in a collection other than the currently selected one, click

the Add To button, and then in the Import To Collection dialog boxthe Add To button, and then in the Import To Collection dialog box, select , select

or create the collection you want.or create the collection you want.

To add keywords to an image:To add keywords to an image:

1. 1. In theIn the Favorites – Microsoft Clip OrganizerFavorites – Microsoft Clip Organizer window, point window, point to the image, click to the image, click

the arrow that appears, and then click the arrow that appears, and then click Edit KeywordsEdit Keywords..

The Keywords dialog boxThe Keywords dialog box opens. opens.

2. 2. In theIn the KeywordKeyword box, type the word or words that you want to associate withbox, type the word or words that you want to associate with

this fi le (separating words and phrases with commas), and then click this fi le (separating words and phrases with commas), and then click AddAdd..

Your keywords are added to the Keywords For Current Clip list, which already Your keywords are added to the Keywords For Current Clip list, which already

contains any previously associated keywords.contains any previously associated keywords.

3. 3. Click Click OKOK to close the Keywords dialog box.to close the Keywords dialog box.KK

ToTo delete a clip art image from the Clip Organizer, in the Microsoft Clip Organizer delete a clip art image from the Clip Organizer, in the Microsoft Clip Organizer

window, point to the image, click the arrow that appears, click Delete From Clip window, point to the image, click the arrow that appears, click Delete From Clip

Organizer, and then click OK to confi rm the deletion.Organizer, and then click OK to confi rm the deletion.

Inserting and Modifying Pictures 123

Inserting and Modifying PicturesYou can add illustrations created and saved in other programs or scanned photo-

graphs and illustrations to your slides. Collectively, these types of graphics are known

as pictures. Like clip art, pictures can be used to make your slides more attractive and

visually interesting. However, pictures can also convey information in a way that words

cannot. For example, you might display photographs of your company’s new products

in a presentation to salespeople.

Tip You can save a PowerPoint slide as a picture that you can insert in other types

of documents. Display the presentation or slide you want to save for reuse, click the

Microsoft Offi ce Button, and then click Save As. In the Save As dialog box , click the Save

As Type arrow, and then in the list, click Windows Metafi le. Change the fi le name or save

location if you want, and then click Save. In the Microsoft Offi ce PowerPoint message box,

click Every Slide to create a separate WMF fi le of each slide, or Current Slide Only to

create a fi le of only the selected slide.

You can insert a picture on a slide by clicking the Insert Picture From File button in the

content placeholder, if there is one, or by clicking the Picture button in the Illustrations

group on the Insert tab. Either way, the Insert Picture dialog box opens so that you can

locate and insert the picture you want.

After you insert any picture into your presentation, you can modify it by using the buttons

on the Format contextual tab. For example, you can:

Enhance the picture’s color, brightness, and contrast.

Rotate the picture to any angle.

Apply special effects such as shadows, refl ections, and borders.

Crop away the parts of the picture that you don’t want to show on the slide. (The

picture itself is not altered—parts of it are simply covered up.)

Compress the image to minimize the fi le size.

Tip Depending on the resolution setting, you might lose some visual quality when

you compress a picture. You choose the resolution you want for the pictures based on

where or how the presentation will be viewed—for example, on the Web or printed.

You can also set other options, such as deleting cropped areas of a picture, to achieve

the best balance between quality and fi le size.


Graphic FormatsThe BMP (bitmap) format stores graphics as a series of dots, or pixels. The differ-

ent types of BMP refl ect the number of bits per pixel needed to store information

about the graphic—the greater the number of colors, the greater the number of

bits needed.

The GIF (Graphics Interchange Format) format is common for images that appear

on Web pages because they can be compressed with no loss of information and

groups of them can be animated. GIFs work well for line drawings, pictures with

blocks of solid color, and pictures with sharp boundaries between colors. GIFs store

at most 8 bits per pixel, so they are limited to 256 colors.

The JPEG (Joint Photographic Experts Group ) format is a compressed format that

works well for complex graphics such as scanned photographs. Some information

is lost in the compression process, but often the loss is imperceptible to the human

eye. Color JPEG images store 24 bits per pixel, so they are capable of displaying

more than 16 million colors. Grayscale JPEG images store 8 bits per pixel.

The TIFF (Tag Image File Format ) format can store compressed images with a fl ex-

ible number of bits per pixel. Using tags, a single multi-page TIFF fi le can store

several images, along with related information such as type of compression, orien-

tation, and so on.

The PNG (Portable Network Graphic ) format has the advantages of the GIF format

but can store colors with 8, 24, or 48 bits per pixel and grayscales with 1, 2, 4, 8,

or 16 bits per pixel. A PNG fi le can also specify whether each pixel blends with its

background color and can contain color correction information so that images look

accurate on a broad range of display devices. Graphics saved in this format are

smaller so they display faster.

Graphic FormatsThe BMP (bitmap)The BMP (bitmap) format stores graphics as a series of dots, or pixels. The differ- format stores graphics as a series of dots, or pixels. The differ-

ent types of BMP refl ect the number of bits per pixel needed to store informationent types of BMP refl ect the number of bits per pixel needed to store information

about the graphic—the greater the number of colors, the greater the number of about the graphic—the greater the number of colors, the greater the number of

bits needed.bits needed.

The GIF (Graphics Interchange Format)The GIF (Graphics Interchange Format) format is common for images that appearformat is common for images that appear

on Web pages because they can be compressed with no loss of information andon Web pages because they can be compressed with no loss of information and

groups of them can be animated. GIFs work well for line drawings, pictures withgroups of them can be animated. GIFs work well for line drawings, pictures with

blocks of solid color, and pictures with sharp boundaries between colors. GIFs store blocks of solid color, and pictures with sharp boundaries between colors. GIFs store

at most 8 bits per pixel, so they are limited to 256 colors.at most 8 bits per pixel, so they are limited to 256 colors.

The JPEG (Joint Photographic Experts GroupThe JPEG (Joint Photographic Experts Group) format is a compressed format that ) format is a compressed format that

works well for complex graphics such as scanned photographs. Some information works well for complex graphics such as scanned photographs. Some information

is lost in the compression process, but often the loss is imperceptible to the human is lost in the compression process, but often the loss is imperceptible to the human

eye. Color JPEG images store 24 bits per pixel, so they are capable of displaying eye. Color JPEG images store 24 bits per pixel, so they are capable of displaying

more than 16 million colors. Grayscale JPEG images store 8 bits per pixel.more than 16 million colors. Grayscale JPEG images store 8 bits per pixel.

The TIFF (Tag Image File FormatThe TIFF (Tag Image File Format) format can store compressed images with a fl ex-) format can store compressed images with a fl ex-

ible number of bits per pixel. Using tags, a single multi-page TIFF fi le can storeible number of bits per pixel. Using tags, a single multi-page TIFF fi le can store

several images, along with related information such as type of compression, orien-several images, along with related information such as type of compression, orien-

tation, and so on.tation, and so on.

The PNG (Portable Network GraphicThe PNG (Portable Network Graphic) format has the advantages of the GIF format) format has the advantages of the GIF format

but can store colors with 8, 24, or 48 bits per pixel and grayscales with 1, 2, 4, 8, but can store colors with 8, 24, or 48 bits per pixel and grayscales with 1, 2, 4, 8,

or 16 bits per pixel. A PNG fi le can also specify whether each pixel blends with its or 16 bits per pixel. A PNG fi le can also specify whether each pixel blends with its

background color and can contain color correction information so that images look background color and can contain color correction information so that images look

accurate on a broad range of display devices. Graphics saved in this format areaccurate on a broad range of display devices. Graphics saved in this format are

smaller so they display faster.smaller so they display faster.


In this exercise, you will add pictures to slides. You will modify the style, size, border, and

location of the pictures, and then you will decrease their fi le sizes by compressing them.

USE the 02_Pictures1 presentation and the 02_Pictures2, 02_Pictures3, 02_Pictures4 and

02_Pictures5 pictures. These practice fi les are located in the Chapter06 subfolder under

SBS_PowerPoint2007.

OPEN the 02_Pictures1 presentation.

1. Display Slide 5, and then in the left content placeholder, click the Insert Picture from File button.

The Insert Picture dialog box opens and displays the contents of your Pictures folder.

2. Navigate to the Documents\MSP\SBS_PowerPoint2007\Chapter06 folder, click the

02_Pictures2 image, and then click Insert.

Tip If the picture might change, you can ensure that the picture on the slide is always

up to date by clicking the Insert arrow and then clicking Link To File to insert a link to

the picture, or by clicking Insert And Link to both insert the picture and link it to its

graphic fi le.

PowerPoint inserts the picture in the middle of the content pane.

USE thethe 02_Pictures102_Pictures1 presentation and the presentation and the 02_Pictures202_Pictures2, , 02_Pictures302_Pictures3, , 02_Pictures402_Pictures4 and and

02_Pictures502_Pictures5 pictures. These practice fi les are located in the pictures. These practice fi les are located in the Chapter06Chapter06 subfolder under subfolder under 66SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN the the 02_Pictures102_Pictures1 presentation. presentation.

Insert Picture from File

Insert Picture from File


3. Insert the 02_Pictures3 image in the right content pane.

You can add pictures or other images to a slide without an available content place-

holder, and regardless of the slide layout.

4. Click the edge of the slide to release the selection, and then on the Insert tab, in

the Illustrations group, click the Picture button.

5. In the Insert Picture dialog box, double-click the 02_Pictures4 image.

Because you did not insert the picture from a content placeholder, it takes up nearly

the entire slide.

6. Drag the lower-right handle up and to the left until the picture is about the size of

the other two.

Now you need to work with the pictures to make them all the same size.

7. Click the cat picture, drag it down so that you can see it all, and on the Format contextual tab, in the Size group, click the Crop button.

Cropping handles appear in the corners and on the sides of the picture.

8. Drag the middle cropping handle at the top of the picture down to the top of the

cat’s ear, and drag the middle cropping handle at the bottom to remove about

the same amount of the picture. Then click the Crop button to turn it off.

In the Size group, the Shape Height should be about 3" and the Shape Width

should be about 4.5".


9. Drag the upper-left handle of the cat picture down and to the right until the Shape Height box is about 2.5".

10. Crop and adjust the size of the other two pictures until their Shape Height setting

is about 2.5".

When the images are approximately the right size, you can fi ne-tune their size in

the Size And Position dialog box.

11. Click the cat picture, and then click the Size Dialog Box Launcher.

The Size And Position dialog box opens.

12. Under Scale, clear the Lock aspect ratio check box. Under Size and rotate, set the

Height to 2.5" and the Width to 3.5". Then click Close.

13. Repeat Steps 11 and 12 for the other two pictures. Then drag the pictures into a

pleasing arrangement on the slide.

14. Select all the pictures by holding down the G key as you click each one in turn.

15. With the picture selected, on the Format tab, in the Picture Styles group, click the

Picture Border button, and then under Standard Colors, click the Orange box.

16. With the pictures still selected, click the Picture Border button again, point to

Weight, click 3 pt, and then click at the edge of the slide to see the results.

Shape HeightShape Height


17. Display Slide 4. Then on the Insert tab, in the Illustrations group, click the Picture

button, and in the Insert Picture dialog box, double-click the 02_Pictures5 image.

18. With the picture selected, on the Format contextual tab, in the Picture Styles group, click the More button.

19. In the Picture Styles gallery , click the fi fth thumbnail in the third row (Rotated, White).

20. In the Picture Styles group, click the Picture Effects button, point to 3-D Rotation,

and under Perspective, click the last thumbnail in the second row (Perspective Contrasting Left).

21. In the Size group, set the Shape Height to 5", and then click the picture.

The height and width change proportionally.

22. Move the picture down and to the right so that the title and bulleted list are visible.

You have one important task left. Any time you use a picture that you have not

created yourself, it is wise to add an attribution to acknowledge the source.

23. On the Insert tab, in the Text group, click the Text Box button, and then drag to

insert a text box at the bottom of the slide. Type Nic Meiner, used with permission.

Change the font size to 12 and the color to Green, Accent 1. Rotate the text box,

drag it to the left of the picture, and then click the lower-right corner of the slide to

see the results.

Tip You can format pictures in several other interesting ways. Feel free to explore the

other options available on the Format contextual tab.

MoreMore


24. Click the picture, and then on the Format tab, in the Adjust group, click the

Compress Pictures button.

The Compress Pictures dialog box opens.

Notice that unless you choose the Apply To Selected Pictures Only check box,

PowerPoint will compress all the pictures in the presentation, not only the selected

picture.

25. Click Options.

The Compression Settings dialog box opens.


26. Under Target Output, select the Screen option, and then click OK.

27. In the Compress Pictures dialog box, click OK.

PowerPoint compresses the pictures to 150 pixels per inch and deletes the parts

of the pictures that you cropped earlier. If you were to save the fi le now, the com-

pressed pictures would result in a smaller fi le size.

CLOSE the 02_Pictures1 presentation without saving your changes.

Creating a Photo AlbumCreating a photo album in PowerPoint from pictures on your hard disk or other storage

media is a great way to share photographs or other illustrations. You can customize the

album by using layout options such as frames of different shapes, and you can add cap-

tions to each picture.

In this exercise, you will create a photo album displaying pictures of various items being

offered for sale.

USE the 03_PhotoAlbum1 through 03_PhotoAlbum4 photographs. These practice fi les are


OPEN a new blank presentation.

1. On the Insert tab, in the Illustrations group, click the Photo Album button.

The Photo Album dialog box opens.

2. Click the File/Disk button. In the Insert New Pictures dialog box , navigate to your

Documents\MSP\SBS_PowerPoint2007\Chapter06 folder.

3. Select the 03_PhotoAlbum1, 03_PhotoAlbum2, 03_PhotoAlbum3, and

03_PhotoAlbum4 images, and then click Insert.

The Photo Album dialog box now has four graphics fi les listed in the Pictures

In Album list. You can select each picture in turn to view them. If you decide to

change the order in which they will appear in the album, you can click a picture

and then click the Move Up or Move Down button. You can also adjust the rota-

tion, contrast, and brightness of each picture.

USE thethe 03_PhotoAlbum103_PhotoAlbum1 through through 03_PhotoAlbum403_PhotoAlbum4 photographs. These practice fi les arephotographs. These practice fi les are

located in thelocated in the Chapter06Chapter06 subfolder under subfolder under 66 SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN a new blank presentation.a new blank presentation.

Creating a Photo Album 131

4. Under Album Layout, click the Picture layout arrow, and then in the list, click 4 pictures with title.

5. Click the Frame shape arrow, and in the list, click Rounded Rectangle. Then click

Create.

PowerPoint creates a presentation called Photo Album that contains a title slide and

a slide containing the four pictures.

6. On Slide 1, select the words Photo Album, and then type Favorite Things. Then

replace the subtitle (by followed by your user name) with Unique Gifts.

7. Display Slide 2, click the title placeholder, and then type Something She Will Treasure.

8. In turn, select each picture, and on the Format contextual tab, click the Size Dialog

Box Launcher, and on the Size tab of the Size and Position dialog box, clear the

Lock aspect ratio check box, set the Height to 2.5" and the Width to 3.3", and

then click Close.

9. Adjust the positions of the pictures as necessary.

10. On the Insert tab, in the Illustrations group, click the Photo Album arrow, and

then click Edit Photo Album.

11. In the Edit Photo Album dialog box, under Picture Options, select the Captions below ALL pictures check box, and then click Update.


12. Replace the fi le names below each photograph with suitable captions, and then

click a blank area of the slide.

13. On the Design tab, in the Themes group, display the Themes gallery, and select a

theme that showcases the pictures.

We chose the Paper theme.

CLOSE the Photo Album presentation without saving your changes.

Drawing, Modifying, and Connecting ShapesTo emphasize the key points in your presentation, you might want to include shapes in

addition to text. PowerPoint provides tools for creating several types of shapes, including

stars, banners, boxes, lines, circles, and squares. With a little imagination, you will soon

discover endless ways to create drawings by combining shapes.

To create a shape in PowerPoint, you click the Shapes button in the Illustrations group

on the Insert tab, click the shape you want to insert, and then drag the crosshair pointer

across the slide.

Tip To draw a circle or a square, click the Oval or a Rectangle shape, and hold down the

Shift key while you drag.

Drawing, Modifying, and Connecting Shapes 133

After you draw the shape, it is surrounded by a set of handles, indicating that it is

selected. (You can select a shape at any time by simply clicking it.) The handles around

a selected shape serve the following purposes:

You can drag the pale blue sizing handles to change the size of a shape.

If a shape has a yellow diamond-shaped adjustment handle next to one of the

sizing handles, the shape is adjustable. You can use this handle to alter the appear-

ance of the shape without changing its size.

You can drag the green rotating handle to adjust the angle of rotation of a shape.

Adjustment handleRotating handle

Sizing handles

Tip After you create a shape, you can change its orientation on the slide by rotating or

fl ipping it. (You can rotate and fl ip any type of image.) Rotating turns a shape 90 degrees

to the right or left; fl ipping turns a shape 180 degrees horizontally or vertically. To rotate or

fl ip a selected shape, click the Rotate button in the Arrange group on the Format contextual

tab, and then choose the option you want. You can also rotate a shape to any degree by

dragging the green rotating handle.

You can copy or cut a selected shape or multiple shapes and then paste the shapes else-

where in the same presentation, in another presentation, or in any Microsoft Offi ce pro-

gram. To move a shape from one location to another on the same slide, you simply drag

it. You can create a copy of a selected shape by dragging it while holding down the Ctrl

key or by clicking Duplicate in the Paste list in the Clipboard group on the Home tab.

After drawing a shape, you can modify it by using the buttons on the Format contextual

tab that appears when a shape is selected. For example, you can:

Add text to a shape. PowerPoint centers the text as you type, and the text be-

comes part of the shape. You can then format the text from the Font group on

the Home tab.


Change the width or color of the shape’s border.

Make the shape look three-dimensional.

You might want to experiment with the Shape Outline and Shape Effects options, as well

as the styles available in the Shape Styles gallery, to get an idea of what is available.

Having made changes to one shape, you can easily apply the same attributes to an-

other shape by clicking the shape that has the desired attributes, clicking the Format

Painter button in the Clipboard group on the Home tab, and then clicking the shape to

which you want to copy the attributes. If you want to apply the attributes of a shape to

all shapes in the active presentation, right-click the shape and then click Set As Default

Shape. From then on, all the shapes you draw in the active presentation will have the

new default attributes.

If you want to show a relationship between two shapes, you can connect them with a

line by joining special handles called connection points. Moving a connected shape also

moves the line, maintaining the relationship between the connected shapes.

When you have multiple shapes on a slide, you can group them so that you can edit,

copy, and move them as a unit. You can change the attributes of an individual shape—

for example, its color, size, or location—without ungrouping the shapes. If you do un-

group the graphics, you can regroup the same shapes by selecting one of them and

then clicking Regroup in the Group list.

In this exercise, you will draw several shapes, add text to them, and change their colors.

You will duplicate and copy a shape and change the shape of another. Then you will

connect shapes and format the connection lines. Finally you will group and ungroup

the shapes.

USE the 04_Shapes presentation. This practice fi le is located in the Chapter06 subfolder


OPEN the 04_Shapes presentation.

1. Display Slide 5, and on the Insert tab, in the Illustrations group, click the Shapes button.

The Shapes gallery opens.

Tip If you click a shape button and then change your mind about drawing the shape,

you can release the shape by pressing the Esc key.

USE thethe 04_Shapes04_Shapes presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter06Chapter06 subfolder subfolder 66under under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 04_Shapes04_Shapes presentation.presentation.


2. Under Stars and Banners in the gallery, click the 5-Point Star shape, and then drag

the crosshair pointer in the middle of the slide to draw a star shape that spans the

shadow of the hand in the background graphic.


The pale blue handles around the shape indicate that it is selected.

3. On the Format contextual tab, in the Shape Styles group, click the Shape Fill arrow,

point to Texture, and then in the gallery, click the Purple mesh texture.

4. In the Insert Shapes group, click the Text Box button, click the center of the star,

and then type ME.

See Also For information about working with text boxes, see “Adding and Manipulating Text Boxes” in Chapter 3, “Working with Slide Text.”

5. In the Insert Shapes group, click the More button to display the complete Shapes gallery. Then under Block Arrows, click the Right Arrow shape, and draw an arrow

to the right of the star.

6. With the arrow still selected, hold down the H key, and drag a copy of the arrow

to the left of the star.

Troubleshooting Be sure to release the mouse button before you release the Ctrl

key. Otherwise you will move the shape instead of copying it.

7. With the shape still selected, in the Arrange group, click the Rotate button, and

then click Flip Horizontal.

You could have drawn a Left Arrow shape, but this technique ensures that the two

arrows have the same proportions.

8. Adjacent to each arrow, add a heart shape, and then fi ll the shapes with the colors

and text of your choosing.

Text BoxText Box

MoreMore

Troubleshooting Be sure to release the mouse button before you release the CtrlBe sure to release the mouse button before you release the Ctrl

key. Otherwise you will move the shape instead of copying it.key. Otherwise you will move the shape instead of copying it.


9. Click the heart on the right. Then on the Home tab, in the Clipboard group, click

the Paste arrow, and then in the list, click Duplicate.

PowerPoint pastes a copy of the shape on top of the original.

10. Point to the new shape’s border, hold down the G key, and drag the shape down

so that both shapes are visible.

While you are holding down the Shift key you can move the shape only horizontally

or vertically in a straight line.

11. Point to the border of the second shape, hold down the H key, and drag another

copy of the shape above the original one.

Troubleshooting If you release the mouse button too soon and need to drag the

copy of the shape a little further to the right, drag without holding down the Ctrl key.

Otherwise you will create another copy.

12. Click the heart on the left side of the star. Then on the Format contextual tab, in

the Insert Shapes group, click the Edit Shape button, point to Change Shape, and

under Stars and Banners, click the fi rst shape (Explosion 1).

The heart changes to the selected shape, with all formatting and text intact.

13. Click the bottom heart shape. Then on the Format tab, in the Insert Shapes group,

display the Shapes gallery, and under Lines, click the Curved Connector shape.

14. Point to the selected shape.

Red connection points appear, and the pointer changes to a crosshair.

Troubleshooting If you release the mouse button too soon and need to drag the If you release the mouse button too soon and need to drag the

copy of the shape a little further to the right, drag without holding down the Ctrl key. copy of the shape a little further to the right, drag without holding down the Ctrl key.

Otherwise you will create another copy.Otherwise you will create another copy.

Edit ShapeEdit Shape

Curved Connector

Curved Connector


15. Point to the top connection point in the heart, and then drag over to the star (don’t

release the mouse button).

16. When connection points appear on the star, point to the lower-right connection

point, and release the mouse button.

Red handles appear at each end of the line, indicating that the shapes are connected.

Troubleshooting If a blue handle appears instead of a red one, the shapes are not

connected. Click the Undo button on the Quick Access Toolbar to remove the con-

nection line, and then redraw it.

17. With the line still selected, in the Shape Styles group, click the Shape Outline

arrow, and under Standard Colors, click the Purple box. Then click the Shape Outline arrow again, and change the Weight to 3 pt.

18. Right-click the line, and click Set as Default Line.

19. Draw another connection line between the top heart and top point of the star.

20. Click the bottom heart, point to its frame, drag it down and to the right, and then

click a blank area of the slide to release the selection.

The connection line moves with the shape.

21. Select all the hearts by holding down the G key as you click each on in turn.

Notice that each picture has its own set of handles.

22. On the Format contextual tab, in the Arrange group, click the Group button, and

then in the list, click Group.

Troubleshooting If a blue handle appears instead of a red one, the shapes are not If a blue handle appears instead of a red one, the shapes are not

connected. Click the Undo button on the Quick Access Toolbar to remove the con-connected. Click the Undo button on the Quick Access Toolbar to remove the con-

nection line, and then redraw it.nection line, and then redraw it.

Inserting and Modifying Stylized Text 139

The shapes are grouped together as one object with one set of handles around the

edge of the entire group.

23. In the Shape Styles group, click the Shape Outline arrow, and then under Standard Colors, click the last color (Purple).

The outlines around the three shapes change to purple.

24. Point to any shape in the group, and when the pointer changes to a four-headed

arrow, drag down and slightly to the left.

The entire group moves, and the two connection lines adjust their positions

accordingly.

25. On the Format tab, in the Arrange group, click the Group button, and then click

Ungroup.

The object is ungrouped into individual pictures, which are all selected.

CLOSE the 04_Shapes presentation without saving your changes.

Inserting and Modifying Stylized TextIf you want to add a fancy title to a slide, and you can’t achieve the effect you want

with regular text formatting, you can using WordArt. With WordArt, you can visually

enhance text in ways that go far beyond changing a font or font size. But you don’t

have to be an artist to create stylized text, because WordArt now includes a gallery of


awesome choices that stretch your words horizontally, vertically, or diagonally to shape

them in fantastic ways.

Tip For the best results, use WordArt to emphasize short phrases, such as Our Customers Come First, or a single word, such as Welcome.

You add stylized text to a slide by clicking the WordArt button in the Text group on the

Insert tab. You then select a style from the WordArt gallery, enter your text, and apply

any additional formatting from the Format contextual tab, shown earlier in the chapter.

In this exercise, you will add stylized text to a slide and then modify the appearance of

the text.

USE the 05_WordArt presentation. This practice fi le is located in the Chapter06 subfolder


OPEN the 05_WordArt presentation.

1. Display Slide 1. Then on the Insert tab, in the Text group, click the WordArt button.

The WordArt gallery opens, displaying a list of styles.

2. Click the last thumbnail in the third row (Fill – Accent 2, Double Outline – Accent 2).

PowerPoint inserts a WordArt object in the slide with placeholder text formatted

according to the style you selected.

USE thethe 05_WordArt05_WordArt presentation. This practice fi le is located in thepresentation. This practice fi le is located in thett Chapter06Chapter06 subfoldersubfolder66under under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 05_WordArt05_WordArt presentation.presentation.tt

Inserting and Modifying Stylized Text 141

3. With the placeholder text selected, type Organization 101.

The replacement text has the same style as the placeholder text.

4. Move and resize the WordArt object so its frame spans the middle of the top half

of the slide.

5. On the Format contextual tab, in the WordArt Styles group, click the More button,

and then in the WordArt Styles gallery, click the fourth thumbnail in the fi rst row

(Fill – White, Outline – Accent 1).MoreMore


6. In the WordArt Styles group, click the Text Fill arrow, and then under Standard Colors, click the fi rst red color (Dark Red).

7. In the WordArt Styles group, click the Text Outline arrow, and then under Theme Colors, click the last box in the fi rst row (Indigo, Accent 6).

8. In the WordArt Styles group, click the Text Effects button, point to Transform, and

then under Warp, click the last thumbnail in the fi rst row (Triangle Down).

9. Click the Text Effects button again, point to Refl ection, and then under Refl ection Variations, click the second thumbnail in the second row (Half Refl ection, 4 pt offset).

The refl ections vary by the amount of refl ection shown and the starting point below

the text.

10. Drag the pale blue handle in the middle of the bottom of the frame down until the

refl ection sits just above the subtitle.

Tip The handle does not move as you drag it, only after you release it.

The letters in the middle of the WordArt object stretch so that the triangle effect is

more exaggerated.

11. Click an edge of the slide to release the selection and see the results.

CLOSE the 05_WordArt presentation without saving your changes.

Text FillText Fill

Text OutlineText Outline

Text EffectsText Effects

Aligning and Stacking Graphics 143

Aligning and Stacking GraphicsAfter inserting graphics or drawing shapes in approximately the locations you want them

on a slide, you can align them and change their stacking order by using the buttons in

the Arrange group on the Format contextual tab.

Clicking the Align button in the Arrange group gives you access to commands for aligning

individual or multiple graphics in several ways. For example, you can:

Align graphics vertically by the left or right edges or centerline, or horizontally by

the top or bottom edges or centerline.

Distribute graphics evenly within their current space, either horizontally or

vertically.

Align graphics relative to the slide that contains them or to other selected objects.

Align graphics relative to a position on the slide.

Align graphics against adjustable horizontal and vertical guidelines.

Tip If you added pictures to a slide by clicking the Picture button in the Illustrations

group on the Insert tab, you can group them and then align and position them as a group.

However, if you have added them by clicking the Insert Picture From File button in a con-

tent placeholder, you cannot group them.

When graphics overlap each other, they are stacked. The stacking order is determined

by the order in which you inserted the graphic. You can change the stacking order by

selecting a graphic and then clicking the Bring To Front or Send To Back button , to move

the graphic to the top or bottom of the stack. To move the selected graphic forward in

the stack one graphic at a time, click Bring Forward in the Bring To Front list; to move it

backward, click Send Backward in the Send To Back list.

Tip If you can’t select a graphic because it is covered by others in the stack, click the

Selection Pane button to display the Selection And Visibility task pane, and then select the

graphic you want from the Shapes On This Slide list.

In this exercise, you will align graphics in various ways, change their stacking order, and

position them with the help of a grid and guidelines.


USE the 06_Aligning presentation. This practice fi le is located in the Chapter06 subfolder


OPEN the 06_Aligning presentation.

1. Display Slide 5, and then select all the pictures.

2. On the Format contextual tab, in the Arrange group, click the Align button, and

then in the list, click Distribute Vertically.

The middle picture moves down so that it is the same distance below the left picture

as it is above the right picture.

3. In the Arrange group, in the Align list, click Align Center.

The pictures are now stacked on top of each other.

4. Click away from the stack, and then click the top picture.

5. In the Arrange group, click the Bring to Front arrow, and then in the list, click

Bring Forward.

The top picture moves forward in the stack, obscuring the middle picture.

6. In the Arrange group, click the Selection Pane button.

The Selection And Visibility task pane opens.

USE thethe 06_Aligning06_Aligning presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter06Chapter06 subfolder subfolder66under under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 06_Aligning06_Aligning presentation. presentation.

Aligning and Stacking Graphics 145

7. In the task pane, under Shapes on this Slide, click Content Placeholder 11.

(The top and middle pictures are designated as content placeholders because that

was the method used to insert them.) On the slide, the selection rectangle indicates

that the middle picture is selected.

8. Close the Selection and Visibility task pane.

9. In the Arrange group, click the Bring to Front button.

10. In the Arrange group, in the Align list, click View Gridlines.

A faint dotted grid appears on the slide.

11. Drag the selected crow picture to the right and down, so that its right and bottom

borders align with the fi rst gridlines from the right and bottom edges of the slide.

12. Drag the frog picture so that its right and bottom borders align with the second

gridlines from the right and bottom edges of the slide.

13. Drag the cat picture so that its right and bottom borders align with the third gridline

from the right and bottom edges of the slide.


14. In the Arrange group, in the Align list, click Grid Settings.

The Grid And Guides dialog box opens.

15. In the dialog box, under Grid settings, clear the Display grid on screen check box.

16. Under Guide settings, select the Display drawing guidelines on screen check box,

and then click OK.

The grid disappears, and vertical and horizontal guidelines span the slide.

17. Point to the vertical guideline away from any text or objects, and drag it to the left,

releasing it when the accompanying ScreenTip reads 3.50. Then drag the horizontal

guideline down until its ScreenTip reads 0.50

The ScreenTips show in inches how far each guideline is from the center of the

slide. As you drag, numbers are skipped because the Snap Objects To Grid check

box is selected in the Grid And Guides dialog box. Selecting this option snaps

guidelines and graphics to an invisible grid. You can set the spacing of the grid in

the dialog box.

18. Point to the selected cat picture, and drag it to the left until its left and bottom

borders align with the guidelines.

19. Select all the pictures. Then on the Format tab, in the Arrange group, click the

Align button, and in the list, click Distribute Horizontally.

20. Repeat Step 19 to distribute the pictures vertically.

21. In the Arrange group, in the Align list, click Grid settings, and in the Grid and Guides dialog box, clear the Display drawing guides on screen check box. Then

click OK, and click an edge of the slide to see the results.

Key Points 147

CLOSE the 06_Aligning presentation without saving your changes, and if you are not con-


Key Points Thousands of clip art images are available to help you add visual interest to your

slides. Look for them on the Microsoft Offi ce Online Web site or search for clip art

offered through other Web sites.

When you add pictures or photographs to a slide, keep in mind that using pictures

you don’t own without permission, especially for business purposes, can breach

the copyright of the owner. Limited use for non-commercial purposes is usually

allowed as long as you acknowledge the source.

You can reduce the size of a presentation containing multiple pictures, by com-

pressing the pictures.

Shapes can add interest to a slide and draw attention to key concepts. However,

they can become tiresome and produce an amateurish effect if they are overused.

Fancy titles created with WordArt can have much more impact than regular text.

Knowing how to manipulate graphics on a slide will help you position, align, and

stack them to get the effect you want.


Insert, play, and modify movies, page 162

Add transition effects, page 156

Insert, play, and modify sounds, page 158

Animate slide elements,page 150

Chapter at a Glance

Chapter at a Glance

149

77 Adding Animation, Adding Animation, Sound, and Movies Sound, and Movies


Animate slide elements.

Add transition effects.

Insert, play, and modify sounds.

Insert, play, and modify movies.

The difference between an adequate presentation and a great presentation often lies

in the judicious use of multimedia. By incorporating animation, sound, and movie clips,

you can grab and keep the attention of your audience. You can emphasize key points,

control the focus of the discussion, and entertain in ways that will make your message

memorable.

With Microsoft Offi ce PowerPoint 2007, you have so many opportunities to add pizzazz

to your slides that it is easy to end up with a presentation that looks more like an amateur

experiment than a professional slide show. When you fi rst start adding multimedia to your

slides, it is best to err on the conservative side, especially where animation is concerned. As

you gain more experience, you will learn how to mix and match effects to get the results

you want for a particular audience.

In this chapter, you will apply predefi ned animations to the title, bullet points, and a

picture on a slide, see how to change some of the animation settings, and then change

the way slides move on and off the screen during a slide show. You will insert a sound

clip and a sound fi le and make various adjustments to their settings. Finally, you will in-

sert a movie fi le, preview the movie, and modify its behavior.


150 Chapter 7 Adding Animation, Sound, and Movies








Animating Slide ElementsWith all the options available for creating engaging and lively presentations in PowerPoint

2007, you no longer have to settle for static presentations, especially if you are delivering

the presentation from a computer. By applying various types of animations to the text and

graphics on your slides, you can keep your audience focused and reinforce the message of

your presentation. For example, you can animate text so that it appears on the screen one

paragraph, word, or letter at a time; or you can animate objects, such as shapes or pictures.

To apply one of three common animation effects (Wipe, Fade, or Fly In) to text or an

object on a slide, you click the element you want to animate and then select the effect

from the Animate list in the Animations group on the Animations tab. In the case of bullet

points, you can specify whether they should be animated as a set or one by one. To help

you decide which effect to use, you can point to each in turn to see a live preview.

If you would rather create your own animation scheme, you can select the text or

object you want to animate and click the Custom Animation button in the Animations

group to display the Custom Animation task pane . In this task pane, you can quickly

apply the following types of effects:

Entrance. You can animate the way that the element appears on the slide.

Emphasis. You can increase or decrease the importance of the element by changing

its font, size, or style; by making it grow or shrink; or by making it spin.

Exit. You can animate the way that the element leaves the slide.

Motion Path. You can move the element around on the slide in various ways, such

as diagonally to the upper-right corner or in a circular motion.

If none of the lists of predefi ned effects meets your needs, you can click More Effects

at the bottom of each list to display galleries of professionally designed animations in





Animating Slide Elements 151

four categories: Basic, Subtle, Moderate, and Exciting. You can see a live preview of each

animation by pointing to it.

After you apply an animation effect, you can fi ne-tune its action. For example:

You can specify whether the animation should be accompanied by a sound.

You can dim or hide the element after the animation, or you can have it change to

a specifi c color.

If the animation is applied to text, you can animate all the text at once or animate it

word by word or letter by letter.

You can set the exact timing of the animation.

If a slide has more than one level of bullet points, you can animate different levels

separately.

If an object has text, you can animate the object and the text together (the default)

or separately, or you can animate one but not the other.

You can specify the order of appearance of text or objects.

In this exercise, you will apply predefi ned animations to the title, bullet points, and a

picture on a slide. You will then change some of the animation settings.

USE the 01_Animation presentation. This practice fi le is located in the Chapter07 subfolder



OPEN the 01_Animation presentation.

1. Display Slide 3 in Normal view, and then click the slide title.

2. On the Animations tab, in the Animations group, click the Animate arrow, and in

the list, point in turn to the Fade, Wipe, and Fly In options to see a live preview of

each effect.

3. In the list, click Fly In, and then if the Custom Animation task pane is not open on

the right side of the program window, click the Custom Animation button.

A square box containing the number 1 appears to the left of the title, indicating

that this element will be the fi rst one animated on this slide. On the Slides tab to

the left, an animation icon (a shooting star) appears below the slide number to

indicate the presence of some form of animation on the slide. To the right, the

Custom Animation task pane provides option you can use to make adjustments

to the animation.

USE thethe 01_Animation01_Animation presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter07Chapter07 subfolder subfolder 77under under SBS_PowerPoint2007.SBS_PowerPoint2007.


OPEN thethe 01_Animation01_Animation presentation.presentation.


4. In the Custom Animation task pane, click Play.

The title fl ies up from the bottom of the slide.

5. On the slide, click anywhere in the bulleted list. Then in the Custom Animation task

pane, click Add Effect, point to Entrance, and then click Checkerboard.

PowerPoint applies the animation to the bulleted list and demonstrates the effect.

Adjacent to each bullet point, a number in a box indicates the order in which the

animations will take effect. Notice that the subpoints will appear at the same time as

their “parent” bullet point. Corresponding numbers appear in the Custom Animation

task pane next to icons indicating the animation trigger, the effect, and the affected

text. You can display the full description of an animation by pointing to it in the list.

6. On the slide, click the picture. Then in the Custom Animation task pane, click Add Effect, point to Entrance, and then click Fly In.

7. With the picture still selected, in the Custom Animation task pane, click Add Effect, point to Emphasis, and then click More Effects.

The Add Emphasis Effect dialog box opens.


8. Move the dialog box to one side so that you can see the picture, and then click

each option in turn, observing the effect on the picture. Finish by clicking Teeter under Moderate, and then clicking OK.

On the slide, the numbers 6 and 7 now appear to the left of the picture.

9. With animation 7 (the second animation of Picture 1) selected in the Custom Animation task pane, click the Re-Order Up button twice to place this animation

in position 2.Re-Order UpRe-Order Up


The original animation of Picture 1 now appears in position 7.

10. Click animation 7 (the original animation of Picture 1), and then click the Re-Order Up button once to place the animation in position 3.

On the slide, the numbers adjacent to the bullet points indicate that their animations

will now occur after those of the picture.

11. In the Custom Animation task pane, click the Expand Contents bar below the four

animations.

The animation list expands to show the other bullet points and subpoints in the list.

(These were hidden because they have the same animation applied to them as the

fi rst bullet point.)

12. In the animation list, click What’s in a name, click the arrow that appears, and then

click Effect Options.

The Checkerboard dialog box appears because you applied the Checkerboard effect

to the bulleted list in Step 6.

13. In the Checkerboard dialog box, click the Text Animation tab.

You can use the options on this tab to change the order of the animation.

14. In the dialog box, click the Group text arrow, and in the list, click By 2nd level paragraphs. Then click OK.

Both on the slide and in the Custom Animation task pane, the subpoints under

What’s in a name now have consecutive numbers, indicating that they will appear

one after the other.

15. In the task pane, click Play, and watch as PowerPoint builds the slide.

16. In the task pane, click animation 1, click Change, point to Entrance, and then click

Checkerboard.


Tip Animations can get tiresome if you use too many effects in a single presentation.

You will usually want to apply only one effect or set of effects to each type of element

on a slide.

17. In the task pane, with animation 1 still selected, under Modify: Checkerboard, click

the Speed arrow, and then in the list, click Medium.

PowerPoint demonstrates the new speed on the slide.

18. With animation 1 still selected, click its arrow, and then click Effect Options.

The Checkerboard dialog box opens.

19. On the Effect tab, under Enhancements, click the Sound arrow, and in the list, click

Voltage.

20. Click the After animation arrow, and in the palette, click the orange box.

21. Click the Animate text arrow, and in the list, click By letter. Then click OK.

PowerPoint demonstrates the effects of your changes on the slide.

22. At the bottom of the Custom Animation task pane, click Slide Show, and then click

the mouse button after each element of slide 3 appears, until all the elements are

visible.

23. Press the P key to return to Normal view, and then close the Custom Animation

task pane.

CLOSE the 01_Animation presentation without saving your changes.


Tip As an alternative to clicking the mouse button to build slides, you can have PowerPoint

build the slide for you. For each animation, under Modify in the Custom Animation task pane,

click the Start arrow, and in the list, click After Previous. PowerPoint will then implement each

animation in turn. To control the speed of the implementation of each animation, you can

click Effect Options, and then on the Timing tab of the dialog box that opens, you can set

Delay, Speed, and Repeat options.

Adding Transition EffectsAs you work your way through the slides in an electronic presentation, you can avoid

the abrupt break between one slide and the next by employing transitions that control

the way successive slides move into view. Transitions include such effects as sliding in,

dissolving in from the outer edges or the center, and opening like a vertical blind.

Each slide can have only one transition. You set transitions in Normal view or Slide

Sorter view, for one slide at a time, for a group of slides, or for an entire presentation.

In addition to selecting the type of transition, you can specify the following:

The sound

The speed

When the transition occurs

In this exercise, you will apply a transition to a single slide, apply the same transition

to all the slides in the presentation, add sound to the transition, and then set the

transition speed.

USE the 02_Transition presentation. This practice fi le is located in the Chapter07 subfolder


OPEN the 02_Transition presentation.

1. Display Slide 2 in Normal view. Then on the Animations tab, in the Transition to This Slide group, click the More button.

The Transition gallery opens.

2. In the lower-right corner of the gallery, point to the dotted handle, and when the

pointer changes to a two-headed arrow, drag up until you can see a single row of

the Wipes thumbnails that stretches almost to the right edge of the screen.

By changing the shape of the gallery, you will have a better view of transition live

previews on the slide.

USE thethe 02_Transition02_Transition presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter07 Chapter07 subfoldersubfolder

under under SBS_PowerPoint2007.SBS_PowerPoint2007.

OPEN thethe 02_Transition02_Transition presentation. presentation.

MoreMore

Adding Transition Effects 157

3. In the gallery, point to various thumbnails to see the live preview of the transition,

scrolling the gallery as necessary.

4. Under Push and Cover, click the third thumbnail from the end (Cover Left-Up).

PowerPoint demonstrates the Cover Left-Up transition effect on Slide 2 and indi-

cates that the transition has been applied by placing an animation symbol below

the slide number on the Slides tab of the Overview pane. (There is no indication

on the slide itself.)

5. In the Transition to This Slide group, click the Apply To All button.

An animation symbol appears below each slide number.

6. On the Slides tab, click the animation symbol below Slide 4.

The Slide pane turns black, and then PowerPoint demonstrates the Cover Left-Up

transition to Slide 4, followed by the Fly In animation effect that was already applied

to the picture on the slide.

7. Display Slide 1. In the Transition to This Slide group, click the More button, and

then in the gallery, click the No Transition thumbnail.

8. On the View toolbar at the right end of the status bar, click the Slide Show button.

PowerPoint switches to Slide Show view and displays Slide 1.

9. Click the mouse button or press S to see the transitions of the fi rst few

slides of the presentation, and then press P to end the slide show.

10. On the View toolbar, click the Slide Sorter button, and then change the Zoom

percentage to 60%.

11. In Slide Sorter view, click Slide 2, hold down the G key, and then click Slide 16 to

select all the slides that have transitions.

12. In the Transition to This Slide group, click the Transition Sound arrow, and then

click Wind.




Tip If you want to associate a sound fi le of your own with a slide transition, click

Other Sound at the bottom of the Transition Sound list. Then in the Add Sound dialog

box , fi nd and select the sound fi le you want to use, and click Open.

13. In the Transition to This Slide group, click the Transition Speed arrow, and then

click Slow.

PowerPoint demonstrates the transition of each selected slide with the sound

specifi ed in Step 12.

14. On the View toolbar, click the Slide Show button, and then click the mouse button

to advance through the presentation, pressing P when you have fi nished viewing

the transition effects.

CLOSE the 02_Transition presentation without saving your changes.

Inserting, Playing, and Modifying SoundsA PowerPoint presentation is usually created to convey a lot of information in a short

time. That information can be in the form of text, graphics, charts, and tables, but it

might also consist of audio content. In the previous topic, you added sound to a slide

transition. You can also insert the following types of sounds:

Audio fi les. You can insert an audio fi le—for example, a speech or interview—by

clicking the Sound button in the Media Clips group on the Insert tab, and then se-

lecting the fi le.

Sound clips. The sound clips that ship with PowerPoint include applause and a

phone ring. You insert a sound clip by clicking the Sound arrow in the Media Clips

group on the Insert tab, and then clicking Sound From Clip Organizer to display the

Clip Art task pane, where you can select the sound you want. If you are connected

to the Internet, clicking the Clip Art On Offi ce Online link in the task pane takes you

to the Microsoft Offi ce Online Clip Art and Media Web site, from which you can

download hundreds of clip art images, photos, sounds, and movies.

See Also For information about using the Clip Art task pane, see “Inserting and Modifying Clip Art Images” in Chapter 6, “Enhancing Slides with Graphics.”

CD audio tracks. You can insert music tracks or other audio tracks from a CD into

a slide. After inserting the CD in your CD-ROM drive, you click the Sound arrow in

Inserting, Playing, and Modifying Sounds 159

the Media Clips group and then click Play CD Audio Track to display the Insert CD

Audio dialog box . You then enter the starting and ending track numbers. You can

specify that the selection be repeated, and you can set the volume. To play the

tracks during a slide show, the CD must be in the CD-ROM drive.

Recorded sounds. You can record a sound or narration and attach it to a slide, all

from within PowerPoint.

See Also For information about recording sounds, see the sidebar “Recording a Narration” later in this chapter.

While inserting a sound, you can specify whether it should play automatically when the

slide containing it appears or only when you click its icon. The sound object appears

on the slide represented by an icon indicating the type of sound. You can change the

appearance and size of the icon and move it to meet your needs.

When the sound object is selected, PowerPoint adds Format and Options contextual

tabs to the Ribbon. You can format the icon representing the sound in much the same

way that you would format a picture. You can adjust its size and position, as well as its

volume, specify whether it is displayed on the slide, and how the sound is activated.

To play a sound, you must have a sound card and speakers installed. In Normal view, you

can test the sound associated with a particular slide by double-clicking the sound icon,

or by selecting the icon and clicking the Preview button in the Play group on the Options

contextual tab. In Slide Show view, the sound plays either automatically or when you

click its icon, depending on your specifi cations.

In this exercise, you will insert a sound clip and an audio fi le into a slide. You will adjust

the position of the sound objects and make various other adjustments to their settings.

USE the 03_Sounds presentation and the 03_Introduction sound fi le. These practice fi les are


BE SURE TO have a sound card and speakers installed on your computer for this exercise.

(If you do not have this hardware, you can still follow the steps, but you won’t be able to

hear the sound.)

OPEN the 03_Sounds presentation.

1. Display Slide 7 in Normal view. Then on the Insert tab, in the Media Clips group,

click the Sound arrow, and then click Sound from Clip Organizer.

Troubleshooting If this is the fi rst time you’ve used the Clip Organizer, a message

box appears. You can include the media available from Microsoft Offi ce Online in your

searches by clicking Yes, or restrict searches to your own computer by clicking No.

USE thethe 03_Sounds03_Sounds presentation and thepresentation and the 03_Introduction03_Introduction sound fi le. These practice fi les are sound fi le. These practice fi les are

located in the located in the Chapter07Chapter07 subfolder under subfolder under 77 SBS_PowerPoint2007SBS_PowerPoint2007..7777

BE SURE TO have a sound card and speakers installed on your computer for this exercise. have a sound card and speakers installed on your computer for this exercise.

(If you do not have this hardware, you can still follow the steps, but you won’t be able to(If you do not have this hardware, you can still follow the steps, but you won’t be able to

hear the sound.)hear the sound.)

OPEN the the 03_Sounds03_Sounds presentation. presentation.

Troubleshooting If this is the fi rst time you’ve used the Clip Organizer, a message If this is the fi rst time you’ve used the Clip Organizer, a message

box appears. You can include the media available from Microsoft Offi ce Online in yourbox appears. You can include the media available from Microsoft Offi ce Online in your

searches by clicking Yes, or restrict searches to your own computer by clicking No.searches by clicking Yes, or restrict searches to your own computer by clicking No.



If you included Offi ce Online, your task pane will display many more sound clips.

2. In the Clip Art task pane, click Claps Cheers. Then when a message box asks how

you want to start the sound in the slide show, click Automatically.

A small speaker icon representing the sound object appears in the middle of the

slide, surrounded by handles. It is hard to see the icon because it is on top of the

picture.

3. Close the Clip Art task pane.

4. Drag the sound object to the lower-right corner of the slide. Then drag its upper-

left handle up and to the left until the object is about an inch square.

5. Double-click the sound object to hear the sound.

The sound plays. Suppose you don’t want the speaker icon to be visible during the

presentation.

6. On the Options contextual tab, in the Sound Options group, select the Hide During Show check box.

Inserting, Playing, and Modifying Sounds 161

7. On the Slides tab in the Overview pane, click Slide 6. Then on the View toolbar,

click the Slide Show button.

8. When Slide 6 appears, click the mouse button to move to the next slide.

PowerPoint plays the Claps Cheers sound clip as it displays Slide 7.

9. Press P to end the slide show, and then display Slide 1 in Normal view.

10. On the Insert tab, in the Media Clips group, click the Sound button (not its arrow).

The Insert Sound dialog box opens. This dialog box is very similar to other boxes

you have already worked in.

11. Browse to your Documents\MSP\SBS_PowerPoint2007\Chapter07 folder, and

double-click the 03_Introduction sound fi le. Then when a message box asks how

you want to start the sound in the slide show, click When Clicked.

A sound object appears in the center of the slide.

12. Drag the object to the lower-left corner, and increase its size to about 1 inch square.

13. On the Format contextual tab, in the Picture Styles group, click the Picture Effects button. Then point to Glow, and in the gallery, under Glow Variations, click the

second thumbnail in the fourth row (Accent color 2, 18 pt glow).

14. Click away from the object to see the effect.

The object is surrounded by a fuzzy colored halo.

15. With Slide 1 active, click the Slide Show button on the View toolbar.

16. On the fi rst slide that appears, click the sound object to play the sound.

17. Press P to stop the slide show and return to Normal view.

CLOSE the 03_Sounds presentation without saving your changes.



Recording a NarrationIf you are creating a presentation that people will view on their own machines rather

than at a speaker-led meeting, or if you are archiving a presentation and want to

include the speaker’s comments, you can add narration to a presentation. You might

also want to record other sounds to attach to slides.

To record a sound, your computer must have a sound card and microphone. Here

are the steps for recording a narration:

1. Open the presentation for which you want to record a narration, and then

display the fi rst slide.

2. On the Insert tab, in the Media Clips group, click the Sound arrow, and then

click Record Sound.

3. In the Record Sound dialog box, enter a name for the recording in the Name

box, and then click the Play button.

4. Discuss the points associated with the fi rst slide, just as if you were giving the

presentation to a live audience, and then click the Stop button.

To hear the recording, you can click the Play button. If you don’t like what

you hear, you can click Cancel and repeat Steps 2 through 4 to rerecord the

speaker’s comments.

5. If you are satisfi ed with the recording, click OK.

The recording appears on the slide as a sound object.

6. Repeat Steps 2 through 5 for all the slides.

7. Test the narration by running the presentation in Slide Show view.

The narration plays with the slide show.

If you are not satisfi ed with the narration for a particular slide, you can delete its

sound icon just like any other object, and then record the narration again.

Inserting, Playing, and Modifying MoviesSometimes the best way to ensure that your audience understands your message is to

show a movie, also known as a video. For example, if your company has developed a

short advertising video, it makes more sense to include the video in a presentation about

marketing plans than to try and describe it with bullet points or even still pictures. You

can insert the following types of movies in slides:

Recording a NarrationIfIf you are creating a presentation that people will view on their own machines rather you are creating a presentation that people will view on their own machines ratherff

than at a speaker-led meeting, or if you are archiving a presentation and want to than at a speaker-led meeting, or if you are archiving a presentation and want to

include the speaker’s comments, you can add narration to a presentation. You mightinclude the speaker’s comments, you can add narration to a presentation. You might

also want to record other sounds to attach to slides.also want to record other sounds to attach to slides.

To record a sound, your computer must have a sound card and microphone. Here To record a sound, your computer must have a sound card and microphone. Here

are the steps for recording a narration:are the steps for recording a narration:

1. 1. Open the presentation for which you want to record a narration, and thenOpen the presentation for which you want to record a narration, and then

display the fi rst slide.display the fi rst slide.

2. 2. On theOn the InsertInsert tab, in thetab, in the Media ClipsMedia Clips group, click the group, click the SoundSound arrow, and then arrow, and then

click click Record SoundRecord Sound..

3. 3. In theIn the Record SoundRecord Sound dialog box, dialog box, enter a name for the recording in the enter a name for the recording in the Name Namebox, and then click the box, and then click the PlayPlay button. button.

4. 4. Discuss the points associated with the fi rst slide, just as if you were giving theDiscuss the points associated with the fi rst slide, just as if you were giving the

presentation to a live audience, and then click the presentation to a live audience, and then click the StopStop button.button.

To hear the recording, you can click the Play button. If you don’t like whatTo hear the recording, you can click the Play button. If you don’t like what

you hear, you can click Cancel and repeat Steps 2 through 4 to rerecord the you hear, you can click Cancel and repeat Steps 2 through 4 to rerecord the

speaker’s comments.speaker’s comments.

5. 5. If you are satisfi ed with the recording, clickIf you are satisfi ed with the recording, click OKOK..

The recording appears on the slide as a sound object.The recording appears on the slide as a sound object.

6. 6. Repeat Steps 2 through 5 for all the slides.Repeat Steps 2 through 5 for all the slides.

7. 7. Test the narration by running the presentation in Slide Show view.Test the narration by running the presentation in Slide Show view.

The narration plays with the slide show.The narration plays with the slide show.

If you are not satisfi ed with the narration for a particular slide, you can delete itsIf you are not satisfi ed with the narration for a particular slide, you can delete its

sound icon just like any other object, and then record the narration again.sound icon just like any other object, and then record the narration again.

Inserting, Playing, and Modifying Movies 163

Video clips. You can insert a digital video that has been saved as a fi le in one of

two ways: If a slide’s layout includes a content placeholder, you can click the Insert

Movie button in the placeholder. You can also click the Movie button in the Media

Clips group on the Insert tab. Either way, the Insert Movie dialog box opens so that

you can select the fi le. Before PowerPoint inserts the fi le, you specify whether the

video should play automatically when the slide containing it appears or whether it

should play only when you click it.

Animated clips. PowerPoint comes with several animated clips, also known as

animated GIFs. (GIF stands for Graphics Interchange Format.) You insert these ani-

mated objects by clicking the Movie arrow in the Media Clips group on the Insert

tab, and then clicking Movie From Clip Organizer to display the Clip Art task pane,

where you can select the clip you want. If you are connected to the Internet, click-

ing the Clip Art On Offi ce Online link in the task pane takes you to the Microsoft

Offi ce Online Clip Art and Media Web site, from which you can download hundreds

of clip art images, photos, sounds, and animated clips.

See Also For information about using the Clip Art task pane, see “Inserting and Modifying Clip Art Images” in Chapter 6, “Enhancing Slides with Graphics.”

Both videos and animated clips appear on the slide as objects represented by icons that

you can size and move to meet your needs. When you select an animated clip object,

PowerPoint adds a Format contextual tab to the Ribbon so that you can adjust the way

it looks on the slide. When you select a movie object, PowerPoint also adds an Options

contextual tab so that you can adjust the object’s size and position, its volume, how it is

displayed on the slide, and how it is activated.

In Normal view, you can preview a video by double-clicking its icon or by clicking the

Preview button in the Play group on the Options contextual tab. You can preview the ac-

tion of an animated clip by clicking the arrow that appears when you select it in the Clip

Art task pane and then clicking Preview/Properties. In Slide Show view, a video plays either

automatically or when you click its icon, depending on your specifi cations, whereas an

animated clip always plays automatically.

Tip You can fi nd out the total playing time of the video in the Movie Options dialog box ,

which you display by clicking the Movie Options Dialog Box Launcher on the Options tab.

In this exercise, you will insert a video fi le as an object on a slide, preview the video, and

then modify its settings.


USE the 04_Movies presentation and the 04_HouseHome movie fi le. These practice fi les

are located in the Chapter07 subfolder under SBS_PowerPoint2007.

OPEN the 04_Movies presentation.

1. Display Slide 3 in Normal view. Then in the content placeholder, click the Insert Media Clip button.

2. In the Insert Movie dialog box, browse to your Documents\MSP\SBS_PowerPoint2007\Chapter07 folder, and double-click the 04_HouseHome fi le. Then

when a message box asks how you want the video to start, click When Clicked.

The video is inserted as an object in the middle of Slide 3.

3. Resize the video object until it occupies most of the area below the slide title and is

aligned with the left end of the title.

4. On the Options contextual tab, in the Play group, click the Preview button to play

the video in Normal view.

5. Switch to Slide Show view, and then in the displayed slide, click the video object.

The video starts to play.

6. Click the video object once to pause the video, and again to resume playing the

video. When the video fi nishes, press the P key to return to Normal view.

USE thethe 04_Movies 04_Movies presentation and thepresentation and the 04_HouseHome04_HouseHome movie fi le. These practice fi les movie fi le. These practice fi les

are located in the are located in the Chapter07Chapter07 subfolder under subfolder under77 SBS_PowerPoint2007.SBS_PowerPoint2007.

OPEN thethe 04_Movies04_Movies presentation. presentation.

Insert Media ClipInsert Media Clip

Key Points 165

7. With the video object still selected, in the Movie Options group on the Options contextual tab, select the Loop Until Stopped check box.

Now the movie will play repeatedly until you stop it.

8. Double-click the video object. After the video starts a second time, click the video

object to stop the movie.

9. In the Movie Options group, click the Play Movie arrow, and then in the list, click

Automatically.

The video will now begin playing as soon as Slide 3 is displayed.

10. Preview the movie in both Normal view and Slide Show view to see the effects of

your changes.

CLOSE the 04_Movies presentation without saving your changes, and if you are not mov-

ing directly on to the next chapter, quit PowerPoint.

Key Points Animated text and graphics add interest to your slides. You decide how and when

the animation occurs.

Avoid abrupt transitions by having one slide smoothly replace another. You can

control the transition type, its speed, and when it takes place.

Audio and video clips can convey information or simply add interest. Use sounds

and animated clips that come with PowerPoint, or supply your own audio and

video fi les.

After you insert an audio or video object, you can change the way it plays by

modifying the animation or action settings.


Finalize a presentation,

page 182

Restrict access to a presentation, page 173

Insert review comments in a

presentation, page 176

Preview and print a presentation,page 168


167

8 8 Reviewing and Reviewing and Sharing a Sharing a Presentation Presentation


Preview and print a presentation.

Restrict access to a presentation.

Insert review comments in a presentation.

Use a document workspace.

Finalize a presentation.

After you create a presentation, you might want to review a printed version or make the

fi le available electronically for review by your colleagues. You can make the fi le available

either by sending it as an e-mail attachment or, if your organization uses a collaboration

site built with Microsoft SharePoint products and technologies, by adding it to a docu-

ment library or creating a document workspace. If you protect the fi le with a password,

only people who know the password can open and change the document.

When you send a presentation to multiple people, each recipient can add comments

and make changes in his or her version; however, you then have to incorporate all the

changes into one presentation. When you work with a shared presentation in a docu-

ment workspace, everyone makes changes to a single version of the presentation.

Regardless of which review method you use, when the presentation is complete, you

can remove extraneous information and then declare the presentation fi nal.

In this chapter, you will preview a presentation, print a selection of slides, and then

assign a password that people must enter in order to modify a presentation. You will

insert, edit, hide, and display review comments. You will publish a presentation to a

document workspace. Finally, you will remove the properties attached to a presenta-

tion and prevent other people from making further changes.

168 Chapter 8 Reviewing and Sharing a Presentation









Previewing and Printing a PresentationIf you will deliver a presentation by using transparencies on an overhead projector, you

will need to print your presentation on special sheets of acetate. Even if you plan to de-

liver your presentation electronically, you might want to print your presentation to proof

it for typographical errors and stylistic inconsistencies.

Before printing a presentation, you can set the size and orientation of your slides to fi t the

paper. By default, slides are sized for an on-screen slide show (10 x 7.5 inches), oriented

horizontally, with slides numbered starting at 1. If you want to change these settings, you

click the Page Setup button in the Page Setup group on the Design tab and then set the

slide size, starting number, and orientation, as well as the orientation for any associated

notes and handouts. You can select from the following slide sizes:

On-screen Show. For an electronic slide show on screens of various aspects (4:3,

16:9, or 16:10)

Letter Paper. For a presentation printed on 8.5 by 11 inch U.S. letter-size paper

Ledger Paper. For a presentation printed on 11 by 17 inch legal-size paper

A3 Paper, A4 Paper, B4 (ISO) Paper, B5 (ISO) Paper. For a presentation printed on

paper of various international sizes

35mm Slides. For 35mm slides to be used in a carousel with a projector

Overhead. For transparencies for an overhead projector

Banner. For a banner for a Web page

Custom. For slides that are a non-standard size





Previewing and Printing a Presentation 169

After you set the slide size and orientation, you might want to preview your presentation

to see how the slides will look when printed. If you will be printing a color presentation on

a monochrome (usually black ink) printer, preview in pure black and white or grayscale

(shades of gray) to verify that the text is legible against the background. To preview a

presentation, click the Microsoft Offi ce Button, point to Print, and click Print Preview.

Tip In Normal view, you can see how your slides will look when printed on a monochrome

printer by clicking either the Grayscale or the Pure Black And White button in the Color/

Grayscale group on the View tab.

When you are ready to print, you can click the Microsoft Offi ce Button, point to Print,

and then click Quick Print to print one copy of each slide on the default printer. If you

want to adjust any print settings, click the Microsoft Offi ce Button and then click Print

to display the Print dialog box, in which you can make the following changes:

Switch printers. You can specify the printer you want to use and set its properties

(such as paper source and image compression).

Tip If Microsoft Offi ce OneNote 2007 is installed on your computer, Send To OneNote

2007 appears in the list of installed printers. Printing a presentation to OneNote creates

a page in the Unfi led Notes section containing the presentation’s slides. From there, you

can move the slides to your notebook.

Print to a fi le. Instead of printing a physical copy a the presentation, you can out-

put a fi le containing the presentation content and all the necessary instructions for

displaying the content.

Specify which slides to print. You can print all the slides, the current slide, or a

selected element of a slide. You can print only specifi c slides by clicking the Slides

option and entering slide numbers and ranges separated by commas (no spaces).

For example, enter 1,5,10-12 to print slides 1, 5, 10, 11, and 12.

Print and collate multiple copies. If you want to print multiple copies of a presen-

tation, you can specify whether complete copies should be printed one at a time.

Specify what to print. You can print slides (one per page), handouts (multiple slides

per page), notes pages (one half-size slide per page with space for notes), or an

outline. When printing handouts, you can specify the number of slides that print on

each page (1, 2, 3, 4, 6, or 9) and the order in which the slides appear on the page.

See Also For information about printing handouts and notes pages, see “Preparing Speaker Notes and Handouts” in Chapter 10, “Delivering a Presentation Electronically.”


Specify the color range. You can print your presentation in color (color on a color

printer and grayscale on a monochrome printer), grayscale (on either a color or

a monochrome printer), or pure black and white (no gray on either a color or a

monochrome printer).

Scale slides to fi t the paper. If you haven’t set the size of the slides to match the

size of the paper in the printer, PowerPoint can automatically reduce or increase

the size of the slides to fi t the paper when you print them.

Put a frame around slides. You can print a frame around the slides on the

printed page.

Print comments and ink markup. You can print any electronic or handwritten

notes attached to the presentation so that you can review them along with the

slides.

Print hidden slides. You can include slides in the printed version that will be hidden

in the electronic presentation.

Print in high quality. For fi nal output, you can specify that the slides be printed in

the printer’s highest quality.

In this exercise, you will change the slide size for printing, preview a presentation in gray-

scale, select a printer, and print a selection of slides.

USE the 01_Printing presentation. This practice fi le is located in the Chapter08 subfolder



OPEN the 01_Printing presentation.

1. On the Design tab, in the Page Setup group, click the Page Setup button.

The Page Setup dialog box opens.

2. Click the Slides sized for arrow, and in the list, click Letter Paper (8.5x11 in). Then

click OK.

USE thethe 01_Printing01_Printing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter08Chapter08 subfolder subfolder



OPEN thethe 01_Printing01_Printing presentation. presentation.

Previewing and Printing a Presentation 171

The slide size changes to fi t standard U.S. letter paper.

3. Click the Microsoft Offi ce Button, point to Print, and then in the Preview and print the document pane, click Print Preview.

The screen displays the fi rst slide as it will print with the current settings. In this

view, only the Print Preview tab appears on the Ribbon.

Important If you are printing on a monochrome printer, the slide is shown in

grayscale.

4. On the Print Preview tab, in the Print group, click the Options button, point to

Color/Grayscale, and then click Pure Black and White.

The preview shows the slide with black text on a white background.

5. In the Preview group, click the Next Page button to move through the slides, until

you reach the last slide.

6. Move the pointer over one of the shapes on the slide, and when the pointer changes

to a magnifying glass with a plus sign, click the shape.

The zoom level increases to display a magnifi ed view of the slide.




7. Click the shape again to return to the original zoom level.

8. In the Preview group, click the Close Print Preview button.

The current slide appears in Normal view.


The Print dialog box opens.

10. Under Printer in the dialog box, click the Name arrow.

A list displays the names of all the printers installed on your computer.

11. In the Name list, click the printer you want to use.

Tip After choosing a printer, you can customize its settings for this particular print

operation by clicking Properties to display the Properties dialog box . For example, if

the printer you have selected has duplex capabilities, you might want to specify that it

should print slides on both sides of the page.

12. Under Print range, select the Slides option, and in the adjacent box, type 1-3,5.

13. Click the Color/grayscale arrow, and in the list, click Grayscale.

14. At the bottom of the dialog box, select the Frame slides check box. Then click OK.

Restricting Access to a Presentation 173

PowerPoint prints slides 1, 2, 3, and 5 with frames in shades of gray on the selected

printer.

CLOSE the 01_Printing presentation without saving your changes.

Tip If you want the same identifying information to appear at the bottom of every slide,

you can insert it in a footer. Footer information is stored on the presentation’s master slides,

but you don’t have to know anything about master slides to set up the footer. Display the

Header And Footer dialog box by clicking the Header & Footer button in the Text group of

the Insert tab. Then indicate whether you want to include the date and time, the slide num-

ber, and custom text. PowerPoint indicates in the Preview box where the specifi ed items will

appear on the slide.

Restricting Access to a PresentationSometimes you might want only specifi ed people to be able to view a presentation. Or

you might want some people to only be able to view it and others to be able to change

it. In both cases, you can control who has access to the presentation and what they can

do by assigning one or more passwords to the presentation.

You can assign two types of passwords to a presentation:

Password to open. When you assign a password that must be entered to open the

presentation, the presentation is encrypted so that only people with the password

can view the presentation.

Password to modify. When you assign a password that must be entered to modify

the presentation, people who don’t have the password can open a read-only version

but they cannot make changes or save a copy with a different name.

You can also remove any personal information (such as the name of the person who

created the fi le) saved with the fi le properties so that this information is not publicly

available, and you can set the security level of a presentation that contains macros.

(Macros are mini-programs that perform specifi c tasks.)

When you try to open a presentation to which a password has been assigned, the

Password dialog box opens. If the password must be entered to open the presentation,

you must enter the exact password—including capitalization, numbers, spaces, and

symbols. if the password must be entered to modify the presentation, you can either

enter the exact password to open it or click Read-Only to open a version that you can

view but not modify.


In this exercise, you will assign a password that people must type in order to modify a

presentation. You will open a read-only version of the password-protected presentation

and then use the password to open a version that you can edit.

USE the 02_Password presentation. This practice fi le is located in the Chapter08 subfolder


OPEN the 02_Password presentation.


The Save As dialog box opens.

2. At the bottom of the dialog box, click Tools, and then in the list, click General Options.

The General Options dialog box opens.

3. In the Password to modify box, type P@ssword.

To keep your password confi dential, black dots appear in place of the characters

you type.

Important In this exercise, we use a common password that is easy to type. For

maximum protection, use a password of at least eight characters that includes a com-

bination of uppercase and lowercase letters, digits, and punctuation symbols. Write it

down and keep it in a safe place. Otherwise, if you forget the password, you will not be

able to open the presentation.

4. Click OK.

The Confi rm Password dialog box opens.

USE thethe 02_Password02_Password presentation. This practice fi le is located in the presentation. This practice fi le is located in the dd Chapter08Chapter08 subfolder subfolder


OPEN thethe 02_Password02_Password presentation. presentation.dd



Restricting Access to a Presentation 175

5. In the Reenter password to modify box, type P@ssword, and then click OK.

Troubleshooting If the two passwords you enter do not match exactly, PowerPoint

displays a message. Click OK in the message box, click Cancel in the Confi rm Password

dialog box, and then repeat Steps 3 through 5.

6. With the contents of the Chapter09 folder displayed in the Save As dialog box,

replace the name in the File name box with My Locked Presentation, and then

click Save.

PowerPoint saves a new version of the presentation with the password in place. To

test the password protection, you need to close the presentation and open it again.

7. Click the Microsoft Offi ce Button, and then click Close.

8. Click the Microsoft Offi ce Button, and then in the Recent Documents list, click My Locked Presentation.

The Password dialog box opens.

9. In the Password box, type password, and then click OK.

A message box tells you that the password you have typed is incorrect.

10. Click OK in the message box, and then in the Password dialog box, click Read Only.

A read-only version of the Protected Password presentation opens, displaying

Slide 1 in Normal view. In the title bar at the top of the screen, the presentation is

designated as (Read-Only).

11. On the slide, double-click The in the presentation title, and then press A.

Pressing the Delete key has no effect, because you cannot modify the presentation.

12. Close the presentation, and then reopen it.

13. In the Password dialog box, type P@ssword in the Password box, and then

click OK.

The presentation opens, displaying Slide 1 in Normal view. There is no Read-Only

designation in the title bar, indicating that you can modify and save changes to the

presentation.

Troubleshooting If the two passwords you enter do not match exactly, PowerPoint If the two passwords you enter do not match exactly, PowerPoint

displays a message. Click OK in the message box, click Cancel in the Confi rm Passworddisplays a message. Click OK in the message box, click Cancel in the Confi rm Password

dialog box, and then repeat Steps 3 through 5.dialog box, and then repeat Steps 3 through 5.


Tip To remove the password from a password-protected presentation, open it using the

password, display the Save As dialog box, click Tools, and then click General Options. In the

General Options dialog box, remove the password from the password box(es), and click OK.

Then click Save to overwrite the password-protected version.

CLOSE the My Locked Presentation presentation.

Inserting Review Comments in a PresentationThe development of a presentation, especially one that will be delivered to clients,

shareholders, or other important people, is often a collaborative effort, with several

people contributing ideas and feedback. Even if you are developing a presentation for

your own purposes, you might want to ask other people to review and comment on it

before declaring a presentation fi nal.

If you are asked to review a presentation, you can give feedback about a slide without

disrupting its text and layout by inserting a comment. Clicking away from a comment

box hides the comment but leaves a small comment icon with your initials and a number.

If you add a comment without fi rst selecting an object on the slide, the comment icon

appears in the upper-left corner of the slide. If you select an object such as the title or a

graphic before adding the comment, the comment icon appears in the upper-right cor-

ner of the object. In either case, pointing to the icon displays the comment temporarily

and clicking the icon displays the comment until you click somewhere else.

You can manage and review comments by clicking these buttons in the Comments

group on the Review tab:

Show Markup. Clicking this button hides all the comment icons so that you can

view the presentation without extraneous clutter.

Edit Comment. Clicking this button displays the comment box associated with the

active comment icon and places an insertion point at the end of the comment text

so that you can make additions or changes.

Tip You can quickly activate a comment for editing by double-clicking it.

Delete. Clicking this button deletes the active comment icon and its comment box.

To delete all the comments on the current slide or all the comments in the entire

presentation, select that option in the Delete list.

Inserting Review Comments in a Presentation 177

Previous and Next. Clicking these buttons moves backward or forward through

the comments, displaying the comment box of each one in turn.

See Also For information about circling or underlining important points and drawing arrows and diagrams on slides while reviewing a presentation, see “Showing a Presentation” in Chapter 10, “Delivering a Presentation Electronically.”

In this exercise, you will add and edit comments in a presentation, move among the

comments, delete a comment, and hide and display comments. Then you will remove

all comments from the presentation.

USE the 03_Comments presentation. This practice fi le is located in the Chapter08 subfolder


OPEN the 03_Comments presentation.

1. With nothing selected on Slide 1, on the Review tab, in the Comments group, click

the New Comment button.

PowerPoint adds a comment icon containing your initials and the number 1 to

the upper-left corner of the slide, and opens a comment box containing your user

name and today’s date.

Tip Comment boxes include the user name and initials you specifi ed the fi rst time you

started any program in the 2007 Microsoft Offi ce system. To change this information,

click the Microsoft Offi ce Button, and then click PowerPoint Options. On the Popular

page of the PowerPoint Options window, under Personalize Your Copy Of Microsoft

Offi ce, change the entries in the User Name and Initials boxes, and click OK.

2. In the comment box, type Feng shui not mentioned. Good or bad?

3. Click away from the comment box to close it.

4. Point to the comment icon to display the comment, and then move the pointer

away from the icon to close the box again.

5. Move to Slide 2, click anywhere in the bulleted list, and in the Comments group,

click the New Comment button.

USE thethe 03_Comments03_Comments presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter08Chapter08 subfolder subfolder


OPEN the the 03_Comments03_Comments presentation. presentation.


6. In the comment box, type A graphic would add interest here, and then click away

from the comment box.

Because this comment is attached to the bulleted list, its icon appears in that

placeholder. This is the second comment in the presentation, so the comment icon

shows your initials and the number 2.

7. With the comment icon on Slide 2 selected, in the Comments group, click the Edit Comment button.

The comment box opens so that you can edit the comment.

8. Click to the left of the word graphic, type tasteful, press S, and then click

away from the comment box to close it.

9. Move back to Slide 1, click anywhere in the title, and add a comment that says Do we need the word “Ancient”?

10. At the top of the slide, click comment icon 1 to open its comment box, and then in

the Comments group, click the Next button.

PowerPoint closes the fi rst comment box and displays the next comment.

11. In the Comments group, click the Previous button to move back to the fi rst

comment.

12. With the fi rst comment displayed, in the Comments group, click the Delete button.

The comment is deleted from the slide.

13. In the Comments group, click the Show Markup button to turn it off.

The comment icon attached to the title on Slide 1 disappears.

14. Move to Slide 2 to verify that the comment icon is hidden there also.

Using a Document Workspace 179

15. In the Comments group, click the Show Markup button to redisplay the comment

icons, and then click the comment icon on the active slide.

16. In the Comments group, click the Delete arrow, and then in the list, click Delete All Markup in this Presentation.

17. When asked to confi rm that you want to delete all the comments, click Yes.

Both the remaining comments are removed.

CLOSE the 03_Comments presentation without saving your changes.

Using a Document WorkspaceIf your organization is running a collaboration site built with SharePoint products and tech-

nologies, you and your colleagues can develop a presentation from within a document workspace. The document workspace provides a forum in which multiple people in dif-

ferent locations can work on a single presentation. The presentation can be checked out

by any site member. While the presentation is checked out, other people can view it but

they cannot edit it. After the presentation is declared fi nal, you can move it to a more per-

manent storage location, and delete the document workspace.

You can publish the presentation to a document workspace from within PowerPoint.

The process of publishing creates the workspace and stores a copy of the presenta-

tion there so that other people can work on it. When you open the presentation stored

on your computer, PowerPoint asks whether you want to download updates from the

document workspace and provides a Document Management task pane with tools

that enable you to keep your copy synchronized with the copy stored in the document

workspace.

Tip You can upload the presentation to a document library on the SharePoint site. You and

your colleagues can then work with the presentation in its workspace and publish the fi nal

version back to the original copy in the document library. Working with presentations from

within a SharePoint site is beyond the scope of this book. For information, refer to Microsoft Windows SharePoint Services Step by Step (ISBN 0-7356-2075-X) by Olga Londer, Todd

Bleeker, Penelope Coventry, and James Edelen (Microsoft Press, 2005).

In this exercise, we demonstrate how to publish a presentation to a document work-

space, explore the Document Management task pane, view the document workspace,

and then delete it. There are no practice fi les for this exercise.


Important This exercise is provided for demonstration purposes. To follow the steps, you

need access to a SharePoint site, and you need to have the user name and password for

the SharePoint site available. The steps assume that you have access to a site created with

Microsoft Offi ce SharePoint Server 2007. If you have access to a site created with a different

version of SharePoint, the steps will be different.

1. Open the presentation for which you want to create a document workspace.

2. Click the Microsoft Offi ce Button, point to Publish, and then in the Distribute the document to other people pane, click Create Document Workspace.

The Document Management task pane opens, with the name of the presentation in

the Document Workspace Name box.

3. In the Location for new workspace box, type the URL of the site where you want

to create the document workspace (or if you’ve previously connected to the site,

select it from the list). Then click Create.

Troubleshooting A message might appear saying that the URL you have typed is

a restricted or non-trusted site. If you trust the site, open your Web browser and add

the URL to your list of trusted sites. Then click Create again.

PowerPoint displays a couple of message boxes to report its progress.

4. If you are asked to supply your user name and password to connect to the site,

enter your SharePoint site credentials in the User name and Password boxes, and

then click OK.

When the document workspace is created and the presentation has been saved in the

space, the Document Management task pane reappears with the name of the workspace



Troubleshooting A message might appear saying that the URL you have typed is A message might appear saying that the URL you have typed is

a restricted or non-trusted site. If you trust the site, open your Web browser and add a restricted or non-trusted site. If you trust the site, open your Web browser and add

the URL to your list of trusted sites. Then click Create again.the URL to your list of trusted sites. Then click Create again.

Using a Document Workspace 181

at the top and fi ve tabs that show information from the workspace. From this task pane,

you can do the following:

You can download changes that have been made to the copy of the presentation

stored in the workspace by clicking Get Updates at the bottom of the task pane.

You can set options associated with the site by clicking Options.

You can click the Members tab to display the members of this workspace (currently

just you). To add a new member, click Add New Members below the list box, and

then complete the Add New Member dialog box . You can also send an e-mail mes-

sage directly to members from the task pane.

You can click the Tasks tab to display a list of outstanding tasks associated with the

presentation. To add a new task, click Add New Task below the list box. If you click

Alert Me About Tasks, you are taken to the New Alert page of the document work-

space, where you can specify that you want to be alerted when the tasks associated

with the presentation change.

Tip If your organization uses workfl ow technology and a workfl ow has been set up

for this presentation, you can click View Workfl ow Tasks to get information about

your tasks.

You can click the Documents tab to display a list of all presentations in this work-

space (currently just the active presentation). To add a new presentation, click

Add New Document below the list box. To create a new folder in which to store

presentations, click Add New Folder. To be alerted when presentations are added or

changed, click Alert Me About Documents.

You can click the Links tab to display a list of links to auxiliary materials associated

with the presentation. To add a new link, click Add New Link below the list box, and

to be alerted when links are added or changed, click Alert Me About Links.

You can open the document workspace in your Web browser by clicking Open Site

In Browser below the workspace name at the top of the task pane. (You might have

to enter your site credentials.) Any members, tasks, presentations, and links you

add while the workspace is displayed in your Web browser will be refl ected in the

Document Management task pane in PowerPoint.

To delete a document workspace:

1. At the top of the Document Management task pane, point to the name of the

workspace, and then click the arrow that appears.

A list of workspace commands appears.

2. In the list, click Delete Workspace, and then click Yes to confi rm the deletion.


Sending a Presentation as an E-Mail Message AttachmentAt any time while you are developing a presentation, you can send it to other

people for review. Each reviewer makes changes and adds comments in his or her

copy of the presentation and then sends the copy back to you. You can then look

through each copy and transfer changes and comments to the original.

You can send the presentation as an e-mail attachment from within PowerPoint

by clicking the Microsoft Offi ce Button, pointing to Send, and then clicking E-mail.

A message window opens in which the presentation is already listed as an attach-

ment. To send the presentation, you simply enter the recipients’ e-mail addresses

and click Send.

Finalizing a PresentationThese days, most presentations are delivered electronically, either in person, by e-mail,

or from a Web site. As you develop a presentation, PowerPoint attaches identifying and

tracking information to it as properties. If your presentation will never leave your com-

puter, you don’t have to worry that these properties might contain something that you

would rather other people did not see. However, if the presentation fi le is going to be

shared with other people, you will want to remove this identifying and tracking infor-

mation before you distribute the presentation. This is known as “scrubbing” a fi le. The

scrubbing process is carried out by the Document Inspector, a PowerPoint 2007 feature

that checks a presentation for various types of behind-the-scenes information, reports

what it fi nds, and removes the types you specify.

Tip The properties attached to the fi le by PowerPoint include the name of the author,

the title, when the fi le was created and updated, and so on. You might want to enter other

properties, such as keywords, to help you easily fi nd the presentation or to keep track of

its status. You enter properties in the Properties pane, which you will open in the following

exercise.

Another thing you might want to do before distributing a presentation is to mark it as

fi nal. This feature (new in PowerPoint 2007) saves the fi le, deactivates most PowerPoint

tools, and displays an icon in the status bar to indicate that no further changes should

be made to the presentation. This process does not lock the document, however; if you

want to make additional changes to the presentation, you can turn off the fi nal status.

Sending a Presentation as an E-Mail Message AttachmentAtAt any time while you are developing a presentation, you can send it to other any time while you are developing a presentation, you can send it to other

people for review. Each reviewer makes changes and adds comments in his or her people for review. Each reviewer makes changes and adds comments in his or her

copy of the presentation and then sends the copy back to you. You can then look copy of the presentation and then sends the copy back to you. You can then look

through each copy and transfer changes and comments to the original.through each copy and transfer changes and comments to the original.

You can send the presentation as an e-mail attachment from within PowerPointYou can send the presentation as an e-mail attachment from within PowerPoint

by clicking the Microsoft Offi ce Button, pointing to Send, and then clicking E-mail. by clicking the Microsoft Offi ce Button, pointing to Send, and then clicking E-mail.

A message window opens in which the presentation is already listed as an attach-A message window opens in which the presentation is already listed as an attach-

ment. To send the presentation, you simply enter the recipients’ e-mail addresses ment. To send the presentation, you simply enter the recipients’ e-mail addresses

and click Send.and click Send.

Finalizing a Presentation 183

In this exercise, you will examine the properties attached to a presentation, remove

personal information from the fi le, and then mark the presentation as fi nal.

USE the 05_Finalizing presentation. This practice fi le is located in the Chapter08 subfolder


OPEN the 05_Finalizing presentation.

1. Save a copy of the presentation in the Chapter08 subfolder with the name My Final.

By working on a copy of the fi le, you ensure that the original practice fi le is avail-

able if you or someone else needs to repeat this exercise in the future.

2. Click the Microsoft Offi ce Button, point to Prepare, and then in the Prepare the document for distribution pane, click Properties.

The Document Information Panel opens below the Ribbon, displaying the standard

properties associated with this presentation.

Some of these properties, including the name of the author, are automati-

cally attached to the fi le by PowerPoint. You can enter other properties either

in the Document Information Panel or in the Properties dialog box that opens

when you right-click the document in a Windows folder window and then click

Properties.

3. In the Document Information Panel, click Document Properties, and then click

Advanced Properties.

The Properties dialog box opens.

USE thethe 05_Finalizing05_Finalizing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter08Chapter08 subfolder subfolder


OPEN thethe 05_Finalizing05_Finalizing presentation. presentation.




4. Click each tab in the dialog box, and notice what information is stored with the fi le.

Then close the dialog box.

5. In the upper-right corner of the Document Information Panel, click the Close

button.

6. Click the Microsoft Offi ce Button, point to Prepare, and then click Inspect Document.

The Document Inspector starts. You can inspect for six types of content.

Attaching a Digital SignatureWhen you create a presentation that will be distributed to other people via e-mail

or the Web, you might want to attach a digital signature to it to authenticate its

origins. Attaching a digital signature should be the last task you perform on a

presentation, because changing the presentation after signing it invalidates the

signature.

Certifi ed digital IDs can be obtained from Microsoft partner companies and

other independent certifi cation authorities. You can also create your own ID, but

other people will not be able to verify its authenticity. For more information,

click the Microsoft Offi ce Button, point to Prepare, and then click Add A Digital

Signature. When PowerPoint displays a message box about digital signatures, click

OK. Then in the Get A Digital ID dialog box , click the Learn More About Digital IDs

In Offi ce link.

CloseClose

Attaching a Digital SignatureWhenWhen you create a presentation that will be distributed to other people via e-mail you create a presentation that will be distributed to other people via e-mail

or the Web, you might want to attach aor the Web, you might want to attach a digital signature to it to authenticate its to it to authenticate its

origins. Attaching a digital signature should be the last task you perform on a origins. Attaching a digital signature should be the last task you perform on a

presentation, because changing the presentation after signing it invalidates thepresentation, because changing the presentation after signing it invalidates the

signature.signature.

Certifi ed digital IDs can be obtained from Microsoft partner companies and Certifi ed digital IDs can be obtained from Microsoft partner companies and

other independent certifi cation authorities. You can also create your own ID, butother independent certifi cation authorities. You can also create your own ID, but

other people will not be able to verify its authenticity. For more information, other people will not be able to verify its authenticity. For more information,

click the Microsoft Offi ce Button, point to Prepare, and then click Add A Digitalclick the Microsoft Offi ce Button, point to Prepare, and then click Add A Digital

Signature. When PowerPoint displays a message box about digital signatures, click Signature. When PowerPoint displays a message box about digital signatures, click

OK. Then in the Get A Digital ID dialog boxOK. Then in the Get A Digital ID dialog box, click the Learn More About Digital IDs , click the Learn More About Digital IDs

In Offi ce link.In Offi ce link.

Finalizing a Presentation 185

7. Clear the Custom XML Data check box. Then with the Comments and Annotations,

Document Properties and Personal Information, Invisible On-Slide Content, and

Presentation Notes check boxes selected, click Inspect.

The Document Inspector reports its fi ndings, including the presence of document

properties that you might not want others to be able to view.

Information Rights ManagementIf your organization has implemented Information Rights Management (IRM) or if

you sign up for the free IRM trial service from Microsoft, you can restrict who can

change, print, or copy a presentation, and you can limit these permissions for a

specifi ed period of time. Your system administrator might also establish policies to

further restrict how presentations can be manipulated and circulated, and he or

she might provide templates for confi dential or otherwise sensitive documents.

For more information about IRM, click the Microsoft Offi ce Button, point to

Prepare, point to Restrict Permission, and then click Restricted Access. Or on the

Review tab, in the Protect group, click the Protect Presentation button, and then

click Restricted Access. If the Windows Rights Management client is not installed on

your computer, the Service Sign-Up Wizard starts. Click the Learn More About This

Free Trial Service From Microsoft link to open a Web site with information about

the free trial service.

Information Rights ManagementIfIf your organization has implemented Information Rights Management (IRM) or if your organization has implemented Information Rights Management (IRM) or if

you sign up for the free IRM trial service from Microsoft, you can restrict who can you sign up for the free IRM trial service from Microsoft, you can restrict who can

change, print, or copy a presentation, and you can limit these change, print, or copy a presentation, and you can limit these permissions for a for a

specifi ed period of time. Your system administrator might also establish policies to specifi ed period of time. Your system administrator might also establish policies to

further restrict how presentations can be manipulated and circulated, and he or further restrict how presentations can be manipulated and circulated, and he or

she might provide templates for confi dential or otherwise sensitive documents.she might provide templates for confi dential or otherwise sensitive documents.

For more information about IRM, click the Microsoft Offi ce Button, point to For more information about IRM, click the Microsoft Offi ce Button, point to

Prepare, point to Restrict Permission, and then click Restricted Access. Or on the Prepare, point to Restrict Permission, and then click Restricted Access. Or on the

Review tab, in the Protect group, click the Protect Presentation button, and then Review tab, in the Protect group, click the Protect Presentation button, and then

click Restricted Access. If the Windows Rights Management client is not installed on click Restricted Access. If the Windows Rights Management client is not installed on

your computer, the Service Sign-Up Wizard starts. Click the Learn More About Thisyour computer, the Service Sign-Up Wizard starts. Click the Learn More About This

Free Trial Service From Microsoft link to open a Web site with information about Free Trial Service From Microsoft link to open a Web site with information about

the free trial service.the free trial service.


8. To the right of Document Properties and Personal Information, click Remove All.

PowerPoint removes the author name and other saved properties.

9. Close the Document Inspector dialog box, and redisplay the Document Information Panel to confi rm that all the properties have been cleared. Then close

the Document Information Panel.

10. Click the Microsoft Offi ce Button, point to Prepare, and then click Mark as Final.

A message tells you the presentation will be marked as fi nal and then saved.

11. Click OK in the message box, and then click OK in the confi rmation box that ap-

pears after the document is marked as fi nal.

The Marked As Final icon appears on the status bar.

12. Click each of the tabs on the Ribbon.

Most of the buttons other than those controlling the display of the presentation

are inactive.

13. Click different areas of the current slide, and try to make changes.

You cannot change any of the objects on the slide.

CLOSE the My Final presentation, and if you are not continuing directly on to the next

chapter, quit PowerPoint.

Key Points 187

Key Points If you do a better job of proofi ng on paper than on-screen, you can print a pres-

entation in color, grayscale, or monochrome (black and white), depending on the

capabilities of your printer.

You can assign a password that must be entered before someone can open or

modify a presentation.

When you review a presentation created by someone else, you can add comments

to give feedback. You can also use comments in your own presentations to remind

yourself of outstanding issues and tasks, make a note about an information source,

and so on.

You can easily share a presentation with colleagues by sending it as an e-mail

attachment.

If your organization uses a collaboration site, you and your colleagues can develop

a presentation in a document workspace. You can work with the presentation from

PowerPoint, so you don’t need to be a SharePoint expert to take advantage of this

collaboration technology.

Before distributing a presentation, you can remove identifying information from

the presentation fi le and prevent people from making further changes.

Chapter at a GlanceChapter at a GlanceChapter at a GlanceCreate theme colors and fonts, page 190

View and change a presentation's master slides, page 194

Create a slide layout, page 202

Save a custom design template, page 207


189

9 9 Creating Your Creating Your Own Presentation Own Presentation Elements Elements


Create theme colors and fonts.

View and change a presentation’s master slides.

Create a slide layout.

Save a custom design template.

In other chapters of this book, you have worked with predefi ned color schemes and font

sets, applied ready-made slide layouts, and based a new presentation on a design tem-

plate that comes with Microsoft Offi ce PowerPoint 2007. In addition to using these built-

in elements, you can create your own color schemes, font sets, layouts, and templates.

Why would you want to create your own elements rather than using those that come with

PowerPoint? If your organization has established a corporate or brand image through the

use of a logo, a color scheme, or other visual cues, you might be required to incorporate

that branding into presentations that will be seen outside the organization. Even if brand-

ing is not an issue, you might want to establish a unique look for all your presentations to

identify your work.

In this chapter, you will create a new color scheme and font set and then save the color/

font combination as a new theme. You will view and edit the slide masters for a presenta-

tion; changing the layout, text formatting, and bullet formatting, and adding a picture to

the background. You will then create a new master layout, save a presentation as a design

template, and create a new presentation based on the template.


190 Chapter 9 Creating Your Own Presentation Elements





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



Creating Theme Colors and FontsAs we discussed in Chapter 4, “Adjusting the Layout, Order, and Look of Slides,” you

can apply a theme to a presentation to make its colors, fonts, formatting, graphics,

and other elements consistent from slide to slide. You can then switch to a different

pre-defi ned color scheme and font set without otherwise affecting the overall look of

the theme.

If none of the ready-made color schemes or font sets meets your needs, you can

create your own and use it with any theme. If you want to be able to use your custom

theme/color scheme/font set combination with other presentations, you can save the

combination as a new theme that you can then apply to another presentation with a

few clicks of the mouse.

Tip You can make a custom theme, or any theme, the default for all new presentations

by right-clicking the theme’s thumbnail in the Themes gallery and then clicking Set As

Default Theme.

The simplest way to create a new color scheme or font set is by altering an existing one.

After you add the new scheme to the Theme Colors gallery or font set to the Theme Fonts

gallery , you can apply it to an entire presentation by clicking it in the Custom section of

the gallery. You can apply it to the current slide only by right-clicking it and then clicking

Apply To Selected Slide.

Tip You don’t have to create a custom color scheme or font set to be able to apply the

particular combination of colors or fonts used on one slide to another slide. You can dis-

play the slide with the formatting you want to reuse, click the Format Painter button in

the Clipboard group, and then click the slide to which you want to copy the formatting.

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

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



Creating Theme Colors and Fonts 191

In this exercise, you will create a new color scheme and font set, and make them avail-

able for reuse. Then you will save the color/font combination as a new theme that you

can apply to any presentation.

USE the 01_CustomTheme presentation. This practice fi le is located in the Chapter09



OPEN the 01_CustomTheme presentation.

1. Display Slide 8, and then on the Design tab, in the Themes group, click the Colors button.

The available color schemes appear in the Theme Colors gallery . The Opulent color

scheme is currently applied to the presentation.

2. In the gallery, click the Flow color scheme.

This scheme has some interesting colors, but its background is too dark.

3. In the Themes group, click the Colors button, and then at the bottom of the gallery,

click Create New Theme Colors.

The Create New Theme Colors dialog box opens.

USE thethe 01_CustomTheme01_CustomTheme presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter09Chapter09subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777


OPEN the the 01_CustomTheme01_CustomTheme presentation.presentation.


4. Click the Text/Background - Dark 2 box to display a color palette.

5. Under Theme Colors, click the fourth box down in the seventh column (Turquoise, Accent 3, Darker 25%).

The Sample pane changes to show the new color combination.

6. Click the Hyperlink box, and under Standard Colors, click the Orange box.

7. Click the Accent 4 box, and at the bottom of the palette, click More Colors.

8. In the Colors dialog box, click the Standard tab.

Creating Theme Colors and Fonts 193

9. In the color wheel, click an orange color, and then click OK.

10. In the Name box at the bottom of the dialog box, change the name of the new

theme to My Custom Colors, and then click Save.

PowerPoint applies the change to all the slides and adds a theme with the new

color scheme to the left end of the Themes gallery.

11. In the Themes group, click the Fonts button, and then in the Theme Fonts gallery,

click Aspect as a starting point for a new font set.

12. Click the Fonts button again, and then at the bottom of the gallery, click Create New Theme Fonts.

The Create New Theme Fonts dialog box opens.

13. Click the Heading font arrow, and then in the list, click Arial Rounded MT Bold.

The Sample pane shows the new combination.

14. In the Name box at the bottom of the dialog box, change the name of the new

font set to My Custom Fonts, and then click Save.

15. In the Themes group, click fi rst the Colors button and then the Fonts button, and

notice that your combinations are listed under Custom in the respective galleries.

16. In the Themes group, click the More button, and then at the bottom of the gallery,

click Save Current Theme.

The Save Current Theme dialog box opens, displaying the contents of your Document Themes folder. Saving custom themes in this folder ensures that they are available in

the gallery for use in other presentations.

17. In the File name box at the bottom of the dialog box, change the name of the new

theme to My Theme, and then click Save.

18. Close the 01_CustomTheme presentation without saving your changes.

19. Open a new, blank presentation. Then on the Design tab, in the Themes group,

point to the second thumbnail in the gallery.

PowerPoint displays the ScreenTip My Theme below the thumbnail.

MoreMore


20. Click the My Theme thumbnail to apply the custom theme to the new

presentation.

CLOSE the blank presentation without saving your changes.

Tip Custom themes, color schemes, and font sets are saved in the Users\[yourname]\AppData\Roaming\Microsoft\Templates\Document Themes folder on drive C. To delete a

custom theme, color scheme, or font set, navigate to that folder, right-click the item, and

then click Delete.

Viewing and Changing a Presentation’s Master Slides

When you create a presentation, the slides take on the characteristics of the template on

which it is based. PowerPoint templates use masters to determine their basic design. By

default, PowerPoint presentations have three masters:

Slide master. This set of masters controls the look of all the slides in a presentation—

the theme, text placement, background graphics, and so on. The set contains a master

design for most of the layouts you are likely to want to use.

Handout master. This master controls the look of student handouts.

Notes master. This master controls the look of speaker notes.

See Also For information about the masters for notes and handouts, see “Preparing Speaker Notes and Handouts” in Chapter 10, “Delivering a Presentation Electronically.”

When you create a new presentation, its slides assume the design of its corresponding set

of masters. The masters contain placeholders for a title, bullet points, or other content,

depending on the particular layout. Most masters also contain placeholders for the date

and time, footer information, and slide number. The placeholders control the position of

the elements on the slide. Text placeholders also control the formatting of their text.

On an individual slide, you can make changes to the design elements provided by the

master, but you can change the basic design only on the master. When you change a

design element on the master, all the slides refl ect the change.

Tip To override the master design for a particular slide, you use commands on the Home

and Design tabs. For example, you can remove a background graphic from a slide by clicking

the Hide Background Graphics button in the Background group on the Design tab.

Viewing and Changing a Presentation’s Master Slides 195

To make changes to a presentation’s masters, you need to switch to Slide Master view

by clicking the Slide Master button in the Presentation Views group on the View tab.

PowerPoint then displays all the master layouts in the Overview pane on the left and the

selected master layout in the Slide pane on the right. It also adds a Slide Master tab to

the Ribbon and hides the tabs that aren’t needed in this view.

By clicking buttons on the Slide Master tab, you can make the following adjustments:

Make another set of masters available to the presentation and preserve that set so

that it remains available even if it is not currently used in the presentation.

Add a new layout with the same background, title, and footer style to which you

can add your own placeholders.

Delete a selected layout.

Change the ScreenTip that appears when you point to a layout in the Layout gallery.

Specify which placeholders will be included on the selected layout.

Select and fi ne-tune the theme applied to the master set.

Control the background color, texture, and graphics.

Set the default page setup for the presentation.


Clicking the Close Master View button in the Close group on the Slide Master tab returns

you to the view you were in before Slide Master view. You can also click any view button

on the View toolbar at the right end of the status bar to close Slide Master view.

While you are working in Slide Master view, you can use the buttons on the other tabs in

the following ways:

Format a text placeholder on a master by selecting it and then clicking buttons in

the Font and Paragraph groups on the Home tab.

Add objects such as graphics and WordArt text to a master by clicking buttons on

the Insert tab.

Animate parts of a slide and add transitions by clicking buttons on the Animations tab.

In addition to formatting the text, you can format bulleted lists by specifying the bullet’s

size, shape, and color. You can also control the indenting of various bullet levels and the

distance between the bullet and its text by displaying the rulers and moving markers, as

follows:

First Line Indent. The upper triangle controls the fi rst line of the paragraph.

Hanging Indent. The lower triangle controls the left edge of the remaining lines of

the paragraph.

Left Indent. The small square controls how far the entire paragraph sits from the

edge of the text object.

Left Indent markerFirst Line Indent marker

Hanging Indent marker


To adjust the relationship between the fi rst and remaining lines of a bullet point, you

drag the First Line Indent and Hanging Indent markers to the left or right on the ruler. To

adjust the distance of the bullet point from the edge of the text object, you drag the Left

Indent marker.

In this exercise, you will view a presentation’s masters in Slide Master view, remove the

footer placeholders from the title layout, and add a picture to the background. You will

change the font set used in the master and adjust the formatting of the title placeholder.

Then you will change bullet characters and adjust bullet spacing.

USE the 02_Masters presentation and the 02_Background graphic. These practice fi les are


OPEN the 02_Masters presentation.

1. With Slide 1 displayed in Normal view, on the View tab, in the Presentation Views group, click Slide Master.

You are now in Slide Master view. The Overview pane on the left shows thumbnails

of the primary master and the other layouts in this set, with the fi rst layout—the

title slide—selected. The selected layout appears in the Slide pane to the right.

2. With the title master displayed, on the Slide Master tab, in the Master Layout group, clear the Footers check box.

The date, footer information, and slide number placeholders are removed from the

title master, but they remain in place on all the other masters. You cannot remove

the footer placeholders from the primary master, and you must remove them from

the other layouts one by one.

3. In the Overview pane, click the primary master.

The primary master is displayed in the Slide pane. Changes made to this master will

be refl ected in all the other layouts in the master set.


5. In the Insert Picture dialog box, navigate to your Documents\MSP\SBS_PowerPoint2007\Chapter09 folder, and double-click the 02_Background graphic.

PowerPoint expands the graphic to fi ll the primary master and adds the Format

contextual tab to the Ribbon. Because the primary master controls the basic char-

acteristics of all the layouts, the graphic fi lls their backgrounds as well.

6. On the Format tab, in the Arrange group, click the Send to Back button.

PowerPoint moves the graphic behind the other elements on the primary master.

USE thethe 02_Masters02_Masters presentation and the presentation and the 02_Background02_Background graphic. These practice fi les are graphic. These practice fi les are ddlocated in thelocated in the Chapter09Chapter09 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 02_Masters02_Masters presentation.presentation.


7. On the Slide Master tab, in the Edit Theme group, click the Fonts button, and then

in the Theme Fonts gallery, click the Apex font set.

8. In the title placeholder, select all the text, and then on the Home tab, click the Font Dialog Box Launcher.

The Font dialog box opens.

9. On the Font tab of the dialog box, set the Font style to Bold, the Font color to

Purple, and under Effects, select the Small Caps check box. Then click OK.

The titles of all the layouts take on the attributes assigned to the primary master.


10. In the bulleted list placeholder, click anywhere in the phrase Click to edit Master text styles. Then in the Paragraph group, click the Bullets arrow, and click Bullets and Numbering at the bottom of the gallery.

The Bullets And Numbering dialog box opens.

You can change the bullet’s color, adjust its size in relation to the text of the bullet

point, change the symbol, or switch to numbers.

11. Click Picture.

The Picture Bullet dialog box opens.

12. Scroll two-thirds of the way down the gallery of images, click the red spiral, and

then click OK.

BulletsBullets


13. Click anywhere in the phrase Second level, display the Bullets and Numbering

dialog box, and click Customize.

The Symbol dialog box opens.

14. At the top of the dialog box, click the Font arrow, and at the bottom of the list,

click Wingdings.

15. Scroll through the gallery of symbols available in the Wingdings font, and double-

click one that is compatible with the red swirl you selected for the fi rst level bullet.

16. Back in the Bullets and Numbering dialog box, set the Color of the new bullet to

Dark Red and its Size to 90, and then click OK.

17. On the View tab, in the Show/Hide group, select the Ruler check box.

Horizontal and vertical rulers appear along the top and left edges of the Slide pane.

On the horizontal ruler are the indent markers that control how second level-bullet

points are indented. You want to increase the amount of space between the second-

level bullet and its text.

18. On the horizontal ruler, drag the Hanging Indent marker to the right to the 1-inch

mark.

The First Line Indent marker remains where it is, but the Left Indent marker moves

with the Hanging Indent marker, increasing the distance between the bullet and

the text and aligning the second and subsequent lines in the bullet point at the

1-inch mark.




Tip If you want to adjust the indenting of all the levels of bullet points, it is best to

start with the lowest level and work your way up, using equal increments. Otherwise it

is easy to create a list that looks uneven and unprofessional.

19. In the Overview pane, click the fourth layout, and then click the fi fth layout.

Because you changed the bullets and the indenting of the second-level bullet points

on the primary master, these changes are refl ected in all bulleted-list layouts.

20. On the View tab, in the Show/Hide group, clear the Ruler check box to turn off the

rulers. Then in the Presentation Views group, click the Normal button.

You return to Slide 1 in Normal view.

21. Display Slide 2.

Refl ecting the changes you made to the master, the graphic fi lls the background of

the slide, the title is purple and displayed in small capital letters, and the bullets are

red swirls.


CLOSE the 02_Masters presentation without saving your changes.

Creating a Slide LayoutPowerPoint 2007 comes with many standard layouts—enough to suit most presenta-

tions. However, you might want a completely different look, either for your entire

presentation or for just some of the slides in it. To get the look you want, you can

create a new layout.

The easiest way to create a new layout is in Slide Master view. Clicking the Insert Layout

button in the Edit Master group on the Slide Master tab adds a new layout to the master

set, with a title but no other content. You can then insert placeholders and arrange and

format them the way you want them.

In this exercise, you will create a new master layout for a slide with a title, introductory

text, and a bulleted list.

USE the 03_CustomLayout presentation. This practice fi le is located in the Chapter09


OPEN the 03_CustomLayout presentation.

USE thethe 03_CustomLayout03_CustomLayout presentation. This practice fi le is located in the presentation. This practice fi le is located in the tt Chapter09Chapter09subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN the the 03_CustomLayout03_CustomLayout presentation. presentation.tt

Creating a Slide Layout 203

1. With Slide 1 displayed in Normal view, on the View tab, in the Presentation Views group, click Slide Master.

You switch to Slide Master view.

2. With the title master displayed, on the Slide Master tab, in the Edit Master group,

click the Insert Layout button.

PowerPoint adds a new layout after the title master.

3. On the Slide Master tab, in the Master Layout group, click the Insert Placeholder arrow.

PowerPoint displays the Placeholder gallery .


4. In the Placeholder gallery, click Text.

The pointer changes to a cross.

5. Move the cross pointer to the upper-left corner of the pale tan area of the master,

and drag down and to the right to draw a text placeholder the width of the area

and about an inch high.

The fi ve default bullet levels overfl ow the boundaries of the placeholder.

6. In the placeholder, click the bullet to the left of Fifth level to select the bullet point,

and then press A.

7. Repeat Step 6 for Fourth level, Third level, and Second level.

8. With the insertion point at the end of the fi rst-level bullet point, on the Home tab,

in the Paragraph group, click the Bullets arrow, and then in the gallery, click None.

9. With the placeholder still selected, select the text, and then in the Font group, click

the Italic button.

The text placeholder is now formatted to display an italic paragraph, instead of a

bullet point.ItalicItalic

Creating a Slide Layout 205

10. On the Slide Master tab, in the Master Layout group, click the Insert Placeholder arrow, click Text in the gallery, and then draw a second text placeholder below the

fi rst.

11. Click the new text placeholder, and use the handles around its perimeter to size it

so that it takes up the remaining pale tan area of the layout.

This layout now accommodates an introductory statement followed by fi ve levels

of bullet points.


12. On the Slide Master tab, in the Edit Master group, click the Rename button.

The Rename Layout dialog box opens.

13. In the Layout name box, type My Custom Layout, and then click Rename.

14. In the Close group, click the Close Master View button.

You switch to Normal view.

15. With Slide 1 selected in Normal view, on the Home tab, in the Slides group, click

the New Slide arrow.

The Slide gallery now includes My Custom Layout.

16. In the gallery, click the My Custom Layout thumbnail to add a slide with your custom

layout to the presentation.

CLOSE the 03_CustomLayout presentation without saving your changes.

Saving a Custom Design Template 207

Saving a Custom Design TemplateSuppose you have spent a lot of time customizing the masters of a particular presentation

and you think you might want to use the new design for future presentations. Or suppose

your company wants to require that all offi cial presentations use a customized set of mas-

ters that include a logo, contact information, a specifi c background, and bullets and text in

colors that refl ect the company’s branding. In cases like these, you can save a customized

presentation as a design template. You can then use it as the basis for new presentations by

selecting it from the My Templates folder that is available in the New Presentation window.

In this exercise, you will save a presentation as a design template and then create a new

presentation based on the template.

USE the 04_CustomTemplate presentation. This practice fi le is located in the Chapter09


OPEN the 04_CustomTemplate presentation.


The Save As dialog box appears.

2. In the File name box, type My Template.

3. Click the Save as type arrow, and then in the list, click PowerPoint Template.

PowerPoint displays your default Templates folder.

Important For a template to be available directly in the New Presentation window,

it must be stored in the default Templates folder. If you store a template in a differ-

ent folder, you can browse to that folder and double-click the template fi le to start

PowerPoint and open a new presentation based on the template.

4. Click Save.

PowerPoint saves the template in the specifi ed folder. You can now edit the template

and save it as you would any other presentation.

5. On the Slides tab in the Overview pane, click Slide 2. Then scroll the pane until you

can see the last slide in the presentation, hold down the G key, and click Slide 16.

Slides 2 through 16 are selected.

6. Press A.

The template now contains only the title slide.

USE thethe 04_CustomTemplate04_CustomTemplate presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter09Chapter09subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 04_CustomTemplate04_CustomTemplate presentation. presentation.




7. In the Slide pane, select the title and delete it. Then select the text in the subtitle

placeholder, delete it, and click away from the placeholder.

The title slide now contains two placeholders that are empty except for placeholder

instructions.

8. On the Quick Access Toolbar, click the Save button, and then close the template.


10. In the New Presentation window, click My templates.

The New Presentation dialog box opens.

SaveSave

Key Points 209

11. On the My Templates tab, double-click My Template.

PowerPoint opens a new presentation based on your custom template.


Slide gallery, click any slide layout.

13. Continue adding slides of different layouts to the presentation to see their effects.

CLOSE the presentation without saving your changes, and if you are not continuing

directly on to the next chapter, quit PowerPoint.

Key Points If the themes, color schemes, and font sets that come with PowerPoint 2007

don’t meet your needs, you can create your own and then make any combination

available to all your presentations as a custom theme.

Masters control the basic design of all slides in a presentation. You can make global

changes by editing text and objects on the masters.

To create your own layouts, you can manipulate existing objects on the slide masters.

Or you can add an entirely new master and build the layout from scratch.

After setting up a presentation to look the way you want, you can save it as a design

template for use as the basis for other presentations.


Adapt a presentation for different audiences, page 212

Prepare speaker notes and handouts, page 220

Prepare a presentation for travel, page 225


211

10 10 Delivering a Delivering a Presentation Presentation Electronically Electronically


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

212 Chapter 10 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.









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.





Adapting a Presentation for Different Audiences 213

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

entation 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 Chapter10 subfolder



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.

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

USE the the 01_Adapting01_Adapting presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter10Chapter10 subfolder subfolder



OPEN thethe 01_Adapting01_Adapting presentation.presentation.


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 215

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.



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 pres-

entation. 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 Chapter10 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.


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 Chapter10Chapter10 subfolder subfolder


OPEN thethe 02_Rehearsing02_Rehearsing presentation.presentation.




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.


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 pres-

entation unless you select the Show Without Narration or Show Without

Animation check box.

See Also For information about recording narrations, see the sidebar “Recording a Narration” in Chapter 7, “Adding Animation, Sound, and Movies.” For information about animation, see “Animating Slide Elements” in the same chapter.

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

entation unless you select the Show Without Narration or Show Withoutentation unless you select the Show Without Narration or Show Without

Animation check box.Animation check box.

See AlsoSee Also For information about recording narrations, see the sidebar “Recording a Narration” in Chapter 7, “Adding Animation, Sound, and Movies.” For informationabout animation, see “Animating Slide Elements” in the same chapter.

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 pres-

entation’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.

See Also For information about customizing masters, see “Viewing and Changing a Presentation’s Master Slides” in Chapter 9, “Creating Your Own Presentation Elements.”

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


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 Chapter10Chapter10 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 03_NotesHandouts03_NotesHandouts presentation. presentation.

Preparing Speaker Notes and Handouts 221

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.


7. In the Insert Picture dialog box, navigate to your Documents\MSP\SBS_PowerPoint2007\Chapter10 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.



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 223

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.


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




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 225

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 Chapter10 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 8 through 16.

OPEN the 04_Travel presentation.

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

tation in the Chapter10 subfolder under SBS_PowerPoint2007, 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 Chapter10Chapter10 subfoldersubfolder

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 8 through 16.can follow along with the exercise but you will not be able to complete Steps 8 through 16.

OPEN thethe 04_Travel04_Travel presentation. presentation.ll

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 227

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 insert it again.

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

you want to run.

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


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:

Showing a Presentation 229

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 Chapter10 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 right.

USE the the 05_Showing05_Showing presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter10Chapter10 subfolder subfolder


OPEN thethe 05_Showing05_Showing presentation.presentation.



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 231

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-


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 theOn the Slide ShowSlide Show tab, in thetab, 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


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


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 233

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.


Save a presentation for the Web,

page 245

Create a hyperlink, page 236

Attach an action to text or an object, page 240


235

11 11 Setting Up a Setting Up a Presentation for Presentation for Web Viewing Web Viewing


Create a hyperlink.

Attach an action to text or an object.

Save a presentation for the Web.

With Microsoft Offi ce PowerPoint 2007, you can save a presentation in a format that can

be viewed in a Web browser. PowerPoint provides all the tools you need to convert and

display the presentation over an intranet or the Internet. The converted presentation is

viewed as a single Web page with a navigation bar that provides easy access to each slide.

To maximize the usefulness of any presentation, you can create hyperlinks that viewers

can click to move to specifi c slides, to other presentations, to Web sites, or to the message

window of an e-mail program. After you create a hyperlink, you can modify its action to

run programs, such as Microsoft Offi ce Excel 2007, or play sounds. You can also create

action buttons and attach links or other actions to them.

In this chapter, you will create hyperlinks that open an e-mail message window, open

a document, and jump to a specifi c Web page. You will attach actions to existing slide

contents to display hidden slides and play sounds, and you will create action buttons

to jump to a slide and back again. Finally, you will save a presentation in a Web for-

mat, view the presentation in your Web browser, make a change to the HTML fi le in

PowerPoint, and then view the change.

Important You need a connection to the Internet and to have a Web browser and e-mail

program installed on your computer to be able to see the results of some of the exercises in

this chapter.

236 Chapter 11 Setting Up a Presentation for Web Viewing









Creating a HyperlinkPresentations that are intended to be viewed on the Web often include hyperlinks to pro-

vide access to supporting information. That information might be a hidden slide, another

presentation, a fi le on your computer or your organization’s network, or a Web address.

You can attach a hyperlink to any selected object, such as text, a graphic, a shape, or

a table. Clicking the hyperlinked object then takes you directly to the linked location.

Editing the object does not disrupt the hyperlink; however, deleting the object also

deletes the hyperlink.

In this exercise, you will create one hyperlink that opens an e-mail message window and

another that opens a document. You will also create a hyperlink with an informative

ScreenTip that starts the default Web browser and jumps to a specifi c Web page.

USE the 01_Hyperlink presentation and the 01_Procedures document. These practice fi les


BE SURE TO confi gure an e-mail program on your computer, connect to the Internet, and

start PowerPoint before beginning this exercise.

OPEN the 01_Hyperlink presentation.

1. Display Slide 6, and in the lower-right shape, select Contact Info.

2. On the Insert tab, in the Links group, click the Hyperlink button.

The Insert Hyperlink dialog box opens.

3. Under Link to, click E-mail Address.





USE the the 01_Hyperlink01_Hyperlink presentation and thepresentation and thekk 01_Procedures01_Procedures document. These practice fi les document. These practice fi les

are located in the are located in the Chapter11Chapter11 subfolder under subfolder under SBS_PowerPoint2007SBS_PowerPoint2007..7777

BE SURE TO confi gure an e-mail program on your computer, connect to the Internet, andconfi gure an e-mail program on your computer, connect to the Internet, and

start PowerPoint before beginning this exercise.start PowerPoint before beginning this exercise.

OPEN thethe 01_Hyperlink01_Hyperlink presentation.presentation.kk

Creating a Hyperlink 237

4. In the E-mail address box, type [email protected], and then in

the Subject box, type Organization presentation.

Notice that PowerPoint changes the entry in the E-mail Address box to

mailto:[email protected].

5. Click OK, and then click away from the subtitle placeholder.

The text is underlined to indicate that it is a hyperlink, and it takes on the Hyperlink

color in the presentation’s color scheme, which is teal.

E-mail hyperlink




7. Move the mouse to display the pointer, and then click Contact Info.

Your default e-mail program displays a message window with the specifi ed e-mail

address entered in the To box and the specifi ed subject entered in the Subject box.

8. Close the message window, and then press the P key to end the slide show.

9. Display Slide 4, and then click the graphic.

10. On the Insert tab, in the Links group, click the Hyperlink button, and then in the

Insert Hyperlink dialog box, under Link to, click Existing File or Web Page.

You can use the Look In box to fi nd a fi le on your computer, or you can click the

Browse The Web button to locate a Web site.

11. With the contents of the Chapter11 folder displayed, double-click the

01_Procedures document.

12. Switch to Slide Show view, point to the graphic to see the path of the hyperlinked

fi le displayed as a ScreenTip, and then click the graphic.

Tip The pointer changes to a pointing hand when you move it over a hyperlinked

object. Any time the pointer has this shape, you can click to follow a hyperlink.

Microsoft Offi ce Word 2007 opens and displays a document about offi ce procedures.

13. Close Word, and then press P to end the slide show.

14. Display Slide 5, and then click the clock to the left of the table.

15. In the Links group, click the Hyperlink button, and then in the upper-right corner

of the Insert Hyperlink dialog box, click ScreenTip.

The Set Hyperlink ScreenTip dialog box opens so that you can specify the text that

will appear when someone points to the question mark graphic.

Creating a Hyperlink 239

16. In the ScreenTip text box, type Check out this book, and then click OK.

17. Back in the Insert Hyperlink dialog box, select the entry in the Address box, type

www.microsoft.com/MSPress/books/9602.asp, and then click OK.

18. Display the slide in Slide Show view, and point to the animated clock graphic.

PowerPoint displays the ScreenTip you entered.

19. Click the graphic.

Your Web browser starts, and if you are connected to the Internet, you are taken to

the Web page for our book Microsoft Offi ce Outlook 2007 Step by Step (Microsoft

Press, 2007).

20. Close the browser window, and then press P to end the slide show.

CLOSE the 01_Hyperlink presentation without saving your changes.

Attaching the Same Hyperlink to Every SlideIf you want the same hyperlink to appear on every slide in a presentation, you

can attach the hyperlink to text or an object on the presentation’s slide master.

Here’s how:

1. On the View tab, in the Presentation Views group, click the Slide Master button.

2. In Slide Master view, click the primary master (the top thumbnail). Then select

the text or object to which you want to attach the hyperlink.

Tip You cannot attach a hyperlink to the default placeholders. You might need to

create a text box to which you can apply the link.

3. On the Insert tab, in the Links group, click the Hyperlink button, set up the

hyperlink as usual, and then click OK.

4. Switch to Slide Show view, and move through the presentation’s slides.

Because you inserted the hyperlink on the primary master, the link appears

on all the slides in the presentation.

Attaching the Same Hyperlink to Every SlideIfIf you want the same hyperlink to appear on every slide in a presentation, youyou want the same hyperlink to appear on every slide in a presentation, you

can attach the hyperlink to text or an object on the presentation’s slide master.can attach the hyperlink to text or an object on the presentation’s slide master.

Here’s how:Here’s how:

1. 1. On the On the ViewView tab, in the tab, in the ww Presentation ViewsPresentation Views group, click the group, click the Slide MasterSlide Master button.button.rr

2. 2. In In Slide Master view, click the primary master (the top thumbnail). Then select Slide Master view, click the primary master (the top thumbnail). Then select

the text or object to which you want to attach the hyperlink.the text or object to which you want to attach the hyperlink.

Tip YouYou cannot attach a hyperlink to the default placeholders. You might need tocannot attach a hyperlink to the default placeholders. You might need to

create a text box to which you can apply the link.create a text box to which you can apply the link.

3. 3. On theOn the InsertInsert tab, in thetab, in the LinksLinks group, click the group, click the HyperlinkHyperlink button, set up thebutton, set up thekkhyperlink as usual, and then clickhyperlink as usual, and then click OKOK..

4. 4. Switch to Slide Show view, and move through the presentation’s slides.Switch to Slide Show view, and move through the presentation’s slides.

Because you inserted the hyperlink on the primary master, the link appears Because you inserted the hyperlink on the primary master, the link appears

on all the slides in the presentation.on all the slides in the presentation.


Attaching an Action to Text or an ObjectIn addition to attaching hyperlinks to text or objects by clicking the Hyperlink button,

you can attach them by clicking the Action button , which is also in the Links group on

the Insert tab. In the dialog box displayed when you click the Action button, you can

specify whether the action should take place when you click the linked text or object or

when you point to it. And instead of designating a target to which PowerPoint should

jump if the link is clicked or pointed to, you can designate an action such as starting a

program or playing a sound.

If attaching an action to existing text or an object on a slide is not appropriate, you can

insert an action button. These shapes are designed to be used as icons to which actions

are attached. Included are buttons for the following:

Navigation actions (Back, Forward, Beginning, End, Home, and Return)

Display actions (Information, Movie, Document, Sound, and Help)

Also included is an action button that you can customize to your own needs.

In this exercise, you will select a word in a bulleted list and attach an action that dis-

plays a hidden slide when the word is clicked. You will also attach a sound that plays

when you point to a slide title. Finally you will create an action button that jumps to

an overview slide when clicked, and another action button that returns you to the

previously displayed slide.

USE the 02_Action presentation. This practice fi le is located in the Chapter11 subfolder


OPEN the 02_Action presentation.

1. Display Slide 11, and select the word Champion.

2. On the Insert tab, in the Links group, click the Action button.

The Action Settings dialog box opens.

USE thethe 02_Action02_Action presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter11Chapter11 subfolder subfolder


OPEN thethe 02_Action02_Action presentation.presentation.

Attaching an Action to Text or an Object 241

3. On the Mouse Click tab, under Action on click, click the Hyperlink to option, click

the arrow at the right end of the box below, and then in the list, click Slide.

The Hyperlink To Slide dialog box opens.

4. Scroll the Slide title list, and then click (12) The Battle.

The number 12 is enclosed in parentheses because this slide is hidden. You want to

be able to click the word Champion to go to the slide about the possible types of

battles, if appropriate.

5. Click OK to close the Hyperlink to Slide dialog box, and then click OK again to

close the Action Settings dialog box.

The word Champion is now underlined and displayed in the Hyperlink color

assigned by the color scheme.

6. Display Slide 4, and select The Hero.

7. In the Links group, click the Action button, and then in the Action Settings dialog

box, click the Mouse Over tab.


8. Under Action on mouse over, click the Play sound option, click the arrow at the

right end of the box below, click Applause in the list, and then click OK.

The title is now underlined and displayed in the Hyperlink color.

9. Switch to Slide Show view, and then point to The Hero.

The Applause sound plays.

10. Right-click the screen, point to Go to Slide, and then click 11 The Skill or Power.

11. In the bulleted list, click Champion.

PowerPoint displays the hidden slide about types of battles.

12. Press P to return to Normal view, and then display Slide 8.

13. On the Insert tab, in the Illustrations group, click the Shapes button.

The Shapes gallery opens.

Attaching an Action to Text or an Object 243

14. Under Action Buttons at the bottom of the gallery, click the Action Button: Home

icon.

The pointer changes to a cross.

15. In the lower-right corner of the slide, drag to create a Home action button about

half an inch square.

When you release the mouse button, the Action Settings dialog box opens with the

Hyperlink To option selected and First Slide in the box below. At the bottom of the

dialog box, the Highlight Click check box is selected, but dimmed to indicate that

you cannot change this setting.

Action Button: Home

Action Button: Home


16. Click the Hyperlink to arrow, and then in the list, click Slide.

The Hyperlink To Slide dialog box opens.

17. In the Slide title list, click 3. Characteristics of a Hit Fantasy, and then click OK twice.

18. With the action button still selected on the slide, on the Format contextual tab, in

the Shape Styles group, click the blue thumbnail in the fourth row (Subtle Effect - Accent 3).

The color of the Home action button is now compatible with the background.

Action button

Saving a Presentation for the Web 245

When you click the action button, you will jump to Slide 3, which is an overview

of Slides 4 through 14. Referring back to this slide after showing half of the listed

topics is a good idea, but suppose you need a quick way of jumping back to Slide

8 so that you can resume the discussion.

19. Display Slide 3, and then on the Insert tab, in the Illustrations group, click the

Shapes button to display the Shapes gallery.

20. Under Action Buttons at the bottom of the gallery, click the Action Button: Return

icon, and then in the lower-right corner of the slide, drag to create a Return action

button about half an inch square.

When you release the mouse button, the Action Settings dialog box opens with the

Hyperlink To option selected and Last Slide Viewed selected in the box below.

21. Click OK to close the Action Settings dialog box.

22. Change the color of the action button to one that is compatible with the background.

23. Display Slide 8, switch to Slide Show view, and then click the Home action button

to jump to Slide 3.

24. On Slide 3, click the Return action button to jump back to Slide 8, and then click

the mouse button to display Slide 9.

25. Press P to end the slide show.

CLOSE the 02_Action presentation without saving your changes.

Saving a Presentation for the WebA presentation doesn’t have to be delivered in front of a live audience. Instead, you can

save it in a Web format and store it on a Web site so that people can view it when they

have the time. Presentations suitable for Web delivery are usually accompanied by the

speaker’s narration, and might be accompanied by video clips of a live delivery session.

To make a presentation available via the Web, you need to convert it to Hypertext Markup Language (HTML) format. HTML consists of codes called tags that control how

the page appears in a Web browser such as Windows Internet Explorer. You convert the

presentation for Web viewing by saving it in one of two formats:

Web Page. If you select this fi le type in the Save As dialog box, PowerPoint converts

the presentation fi le into an HTML fi le, creates a folder with the same name as the

Web presentation, and stores in the folder all the fi les necessary to display the pres-

sentation in a Web browser.

Action Button: Return

Action Button: Return


Single File Web Page. If you select this fi le type, PowerPoint saves everything that

is necessary to display the presentation in a single fi le with the extension .mhtml.

Tip While saving a presentation in a Web format, you can specify in the Save As dialog box

that it should be saved on a Web server or an FTP (File Transfer Protocol) site by typing the

URL of the server or FTP site in the Address bar. (FTP is a technology used for moving fi les

around on the Internet.)

From within PowerPoint, you can start your default Web browser and display a pre-

sentation that has been saved in either Web Page or Single File Web Page format. If

PowerPoint is not open, you can display the presentation in your default Web browser

by double-clicking the fi le.

By default, PowerPoint designates the title specifi ed in the presentation’s properties as

the one that will appear in the Web browser’s title bar. You can change this title while

you are saving the presentation. Also by default, PowerPoint creates a navigation frame

containing the slide titles. Clicking a title in the navigation frame on the left side of the

window displays that slide in the content frame to the right.

See Also For information about presentation properties, see “Finalizing a Presentation” in Chapter 8, “Reviewing and Sharing a Presentation.”

After a Web presentation is converted to HTML, it is not cast in stone. You can make

changes to the HTML version of a presentation by opening it in PowerPoint and

making changes just as you would in a regular presentation (.pptx) fi le. Saving the fi le

saves the changes to the HTML version; if you also want an updated PPTX version, you

can save a copy with the PowerPoint Presentation fi le type (or overwrite the original) .

In this exercise, you will convert a presentation to a Web page, view the presentation in

your Web browser, make a change to the HTML fi le in PowerPoint, and then view the

change.

USE the 03_WebPage presentation. This practice fi le is located in the Chapter11 subfolder


OPEN the 03_WebPage presentation.


2. In the Save As dialog box, type My Web Page in the File name box.

USE the the 03_WebPage03_WebPage presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter11Chapter11 subfolder subfolder


OPEN thethe 03_WebPage03_WebPage presentation.presentation.




3. Click the Save as type arrow, and then in the list, click Web Page.

The Save As dialog box expands to include additional information saved with a

Web page.

4. Click Change Title.

The Set Page Title dialog box opens.

5. In the Page title box, change the title to May Meeting, and then click OK.

6. In the Save As dialog box, click Publish.

The Publish As Web Page dialog box opens.


7. Under Publish what?, verify that the Complete presentation option is selected,

and then click Web Options.

The Web Options dialog box opens.

8. On the General tab, verify that the Add slide navigation controls check box is

selected. Then click the Colors arrow, and in the list, click Presentation colors (accent color).

9. Select the Show slide animation while browsing check box, and then click OK.

10. In the Publish as Web Page dialog box, under Browser support, select the All browsers listed above (creates larger fi les) option.

This option makes the Web presentation compatible with most common browsers.

11. At the bottom of the dialog box, verify that the Open published Web page in browser check box is cleared, and then click Publish.

PowerPoint saves the presentation as a Web page.


12. Close the presentation without saving your changes (but don’t quit PowerPoint).


14. With the Chapter11 folder displayed in the Open dialog box, change the All PowerPoint Presentations setting to All Web Pages if necessary.

The Chapter 11 folder contains a new folder and a new fi le with the same name as

the Web page that you just created.

Tip You can see the fi le type by clicking the Views arrow and clicking Details.

15. In the list of folders and fi les, click the My Web Page fi le.

Troubleshooting Be sure to click the fi le, not the My Web Page_fi les folder.

16. Click the Open arrow, and then in the list, click Open in Browser.

17. If a message warns you to click only hyperlinks from trusted sources, click Yes.

18. If your Web browser displays a message requesting that you approve the display of

the fi le content, follow your browser-specifi c instructions to do so.

The May Meeting presentation home page opens in your default Web browser, dis-

playing Slide 1. The slide titles appear in the navigation bar on the left.

Troubleshooting Be sure to click the fi le, not theBe sure to click the fi le, not the My Web Page_fi lesMy Web Page_fi les folder.folder.


19. Click a few slide titles to move around the presentation, and then quit the Web

browser.

You return to PowerPoint.

20. Click the Microsoft Offi ce Button, click Open, and in the Open dialog box, change

the All PowerPoint Presentations setting to All Web Pages if necessary.

21. With the contents of the Chapter11 folder displayed, double-click My Web Page.

The Web presentation opens in PowerPoint. The HTML version might look a little

different from the original, but all the basic components are intact.

22. On the Insert tab, in the Illustrations group, click the Shapes button. Then in the

Shapes gallery, under Stars and Banners, click the fi rst Explosion icon.

23. Drag to create the shape in the lower-left corner of Slide 1.

24. Save and then close the fi le.

Key Points 251

25. Click the Microsoft Offi ce Button, click Open, and with All Web Pages selected as

the fi le type, click (don’t double-click) My Web Page. Then click the Open arrow,

and in the list, click Open in Browser. Follow any browser-specifi c instructions

necessary to display the Web page.

Your Web browser opens and displays Slide 1 with the shape you just added.

CLOSE your Web browser. If you are not continuing directly on to the next chapter, quit

PowerPoint.

Key Points You can add a hyperlink to any text or object to directly link it to another slide, pre-

sentation, fi le, or Web address.

You can create action buttons that jump to other locations, play sounds, or run

programs when you click or point to them.

You can save a fully functional presentation as a self-contained Web page or as a

Web presentation.

You can edit a Web presentation in PowerPoint just as you would a regular

presentation fi le.

Chapter at a GlanceChapter at a GlanceChapter at a GlanceChange default

presentation options, page 254

Make favorite PowerPoint commands easily

accessible, page 261

Make commands available with a specific presentation, page 265


253

12 12 Customizing Customizing PowerPoint PowerPoint


Change default presentation options.

Make favorite PowerPoint commands easily accessible.

Make commands available with a specifi c presentation.

If you use Microsoft Offi ce PowerPoint 2007 only occasionally, you might be perfectly

happy with the default environment options and behind-the-scenes settings. However,

if you create presentations frequently, you might fi nd yourself wishing that you could

change aspects of the program to customize it for the way you work or the kinds of

presentations you create.

In this chapter, you will explore the eight pages of the PowerPoint Options window, in

which you can customize the way PowerPoint presents and handles various program ele-

ments. Then you will add buttons to the default PowerPoint 2007 Quick Access Toolbar,

and add a button to a custom toolbar that is specifi c to a presentation.













254 Chapter 12 Customizing PowerPoint

Changing Default Presentation OptionsIn earlier chapters, we mentioned that you can change settings in the PowerPoint Options

window to customize the PowerPoint environment in various ways. For example, you can

add AutoCorrect entries, change how frequently PowerPoint saves recovery fi les, and

specify whether a slide show should end with a black slide.

While becoming familiar with PowerPoint, you might be quite content to work with the

default presentation options, but as you become more experienced, you might want to

adjust some of the options to tailor the PowerPoint environment to the way you work.

Knowing where to look for these options in the PowerPoint Options window will make

this tailoring process more effi cient.

In this exercise, you will open the PowerPoint Options window and explore several of the

available pages. There are no practice fi les for this exercise.


1. On the Home tab, in the Font group, point to the Bold button.

PowerPoint displays a ScreenTip that includes the button name, its keyboard

shortcut, and a description of its purpose.

2. Click the Microsoft Offi ce Button, and then at the bottom of the Offi ce menu,

click PowerPoint Options.

The PowerPoint Options window opens, displaying the Popular page. This page

contains the most common personalization options.

Tip If having the Mini toolbar appear when you select text is more of a hindrance than

a help, you can disable that feature by clearing the Show Mini Toolbar On Selection

check box. Similarly, you could disable the live preview of styles and formatting by

clearing the Enable Live Preview check box. If you create presentations for international

audiences, you can make additional editing languages available by clicking Language

Settings, choosing the languages you want to have available, and then clicking OK.


BoldBold



Changing Default Presentation Options 255

3. Under Top options for working with PowerPoint, click the Color scheme arrow,

and then in the list, click Silver.

4. Click the ScreenTip style arrow, and then in the list, click Don’t show feature descriptions in ScreenTips.

5. Under Personalize your copy of Microsoft Offi ce, verify that the User Name and

Initials that identify your comments in a presentation are correct, or change them

to the way you want them to appear.

6. Click OK.

The PowerPoint Options window closes. The program window elements, including

the title bar, Ribbon, scroll bars, and status bar are now silver.

7. In the Font group, point to the Bold button.

The ScreenTip now includes only the button name and keyboard shortcut.


8. Display the PowerPoint Options window , and then in the page list in the left pane,

click Proofi ng.

This page provides options for adjusting the AutoCorrect settings and for refi ning

the spell-checking process.

See Also For information about AutoCorrect, see “Correcting and Sizing Text While Typing,” and for information about checking spelling, see “Checking Spelling and Choosing the Best Words,” both in Chapter 3, “Working with Slide Text.”

9. In the page list, click Save.

On this page, you can change the default presentation format; the AutoRecover

save rate; the default save location for new fi les you create; and the default save

location for fi les you check out from documents management servers (such as

Microsoft Offi ce SharePoint Server 2007). You can also specify whether you want

the fonts used within the current presentation to be embedded in the presentation,

in the event that someone who opens the presentation doesn’t have those fonts on

his or her computer.


10. Under Save presentations, click the Save fi les in this format arrow.

In the list, notice that one of the formats in which you can save fi les is the

PowerPoint Presentation 97-2003 format that creates .ppt fi les compatible with

earlier versions of PowerPoint. If you have upgraded to PowerPoint 2007 but your

colleagues are still working in an earlier version of the program, you might want to

select this option so that they will be able to view and work with any presentation

you create.

Tip If you want to save just one presentation in a format that is compatible with

earlier versions of the program, you can point to Save As on the Offi ce menu, and

then click PowerPoint 97-2003 Presentation to display the Save As dialog box with

this format already selected as the Save As Type setting.

11. Click away from the list to close it, and then display the Advanced page.

This page includes options related to editing presentation content; displaying pres-

entations on-screen; printing, saving, and showing presentations; and a variety of

other options.


12. Take a few minutes to explore all the options on this page.

Although these options are classifi ed as “advanced,” they are the ones you are most

likely to want to adjust to fi t the way you work. At the bottom of the page are the

following buttons:

Web Options, which you click to adjust settings for converting a presentation

to a Web page.

Service Options, which you click to adjust settings related to working with

presentations stored on SharePoint sites.

See Also For information about converting a PowerPoint presentation to a Web page, see “Saving a Presentation for the Web” in Chapter 11, “Setting Up a Presentation for Web Viewing.” For information about using a SharePoint site, see “Using a Document Workspace” in Chapter 8, “Reviewing and Sharing a Presentation.”

13. Display the Trust Center page.

This page provides links to information about privacy and security. It also provides

links to the Trust Center settings that control the actions PowerPoint takes in re-

sponse to presentations that are provided by certain people or companies, that

are saved in certain locations, or that contain ActiveX controls or macros.


14. Under Microsoft Offi ce PowerPoint Trust Center, click Trust Center Settings, and

then in the page list in the Trust Center window, click Trusted Locations.

On this page, you can specify locations from which content will not be blocked.


15. Explore the other pages of the Trust Center window, and then click Cancel to return

to the PowerPoint Options window.

16. Display the Resources page.

On this page are links for activating, updating, and maintaining your Offi ce pro-

grams. Most of these links require that you have Internet access.

BE SURE TO reverse any changes you don’t want to keep before moving on.

CLOSE the Word Options window.

Tip Add-ins are utilities that add specialized functionality to a program (but aren’t full-

fl edged programs themselves). To use some add-ins, you must fi rst install them on your

computer and then load them into your computer’s memory. You do this on the Add-Ins

page of the PowerPoint Options window. At the bottom of the page, click the Manage

arrow, click the type of add-in, and then click Go. Then use the dialog box that opens to

install and load the add-in.

Making Favorite PowerPoint Commands Easily Accessible 261

Making Favorite PowerPoint Commands Easily Accessible

If PowerPoint 2007 is the fi rst version of the program you have ever worked with, you will

by now have become accustomed to working with commands represented as buttons on

the Ribbon. However, if you have upgraded from an earlier version, you might have iden-

tifi ed a few commands that no longer seem to be available.

Tip You can fi nd out where a favorite PowerPoint 2003 command is located by clicking

the Help button at the right end of the Ribbon, searching on 2003 commands, and then

clicking Reference: Locations Of PowerPoint 2003 Commands In PowerPoint 2007. Scroll

to the bottom of the topic, and click the Ribbon Mapping Workbook link under New

Locations Of Familiar Commands.

You can fi nd a list of all the commands that do not appear on the Ribbon but are still avail-

able in PowerPoint by displaying the Customize page of the PowerPoint Options window

and then clicking Commands Not In The Ribbon in the Choose Commands From list.

For the 2007 Microsoft Offi ce release, Microsoft conducted extensive research to fi nd out

how people actually use the programs in the Offi ce suite. As a result, a few PowerPoint

features that seemed superfl uous have been abandoned, and a few others that were used

very rarely have been pushed off to one side. If you sorely miss one of these sidetracked

features, you can make it a part of your PowerPoint environment by adding it to the

Quick Access Toolbar.

You might also want to customize the Quick Access Toolbar if you regularly use buttons

that are scattered on various tabs of the Ribbon and don’t want to switch between tabs to

access the buttons. If you use only a few buttons, you can add them to the Quick Access

Toolbar and then hide the Ribbon by double-clicking the active tab. The tab names and

Quick Access Toolbar remain visible. (You can temporarily redisplay the Ribbon by clicking

the tab you want to view, or permanently redisplay it by double-clicking any tab.)

Tip As you add buttons to the Quick Access Toolbar, it expands to accommodate them.

If you add many buttons, it might become diffi cult to view the text in the title bar, or all

the buttons might not be visible. To resolve this problem, you can move the Quick Access

Toolbar below the Ribbon by clicking the Customize Quick Access Toolbar button and then

clicking Show Below The Ribbon.

In this exercise, you will add a button to the PowerPoint 2007 Quick Access Toolbar.


USE the 02_Commands presentation. This practice fi le is located in the Chapter12 subfold-

er under SBS_PowerPoint2007.

OPEN the 02_Commands presentation.

1. Display Slide 8.

Suppose you want to be able to quickly reorganize the bullet points on a slide by

adding Move Up and Move Down buttons to the Quick Access Toolbar.

2. At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button.

By default, the Save, Undo, and Redo buttons appear on the Quick Access Toolbar.

You can add a button to the toolbar for any of the common commands that appear

in the Customize Quick Access Toolbar list by clicking the command in the list.

Clicking an inactive command displays its button on the toolbar.

3. In the Customize Quick Access Toolbar list, click More Commands.

The PowerPoint Options window opens, displaying the Customize page. You can

add a less common command to the Quick Access Toolbar by selecting it in the

list of available commands on the left side of the page, and then clicking Add (or

double-clicking the command) to copy it to the list of toolbar commands on the

right side of the page.

4. Click the Choose commands from arrow, and then in the list, click All Commands.

The available commands list changes to include all the commands available in

PowerPoint 2007.

5. In the available commands list, click Move Down, and then click Add to copy the

command to the toolbar commands list.

6. Repeat Step 5 to add the Move Up command to the toolbar commands list.

USE thethe 02_Commands02_Commands presentation. This practice fi le is located in the presentation. This practice fi le is located in the Chapter12Chapter12 subfold-subfold-

er underer under SBS_PowerPoint2007SBS_PowerPoint2007..7777

OPEN thethe 02_Commands02_Commands presentation.presentation.

Customize Quick Access Toolbar


Making Favorite PowerPoint Commands Easily Accessible 263

7. At the top of the available commands list, click <Separator>, and then click Add.

The separator—a horizontal line indicating the beginning or end of a group of

commands—appears at the bottom of the toolbar commands list.

8. In the toolbar commands list, click <Separator>, and then click the Move Up but-

ton to the right until the separator sits below Redo in the toolbar commands list.

9. In the PowerPoint Options window, click OK.

The Quick Access Toolbar expands to accommodate the separator bar and buttons

you added.

Move Down and Move Up buttonsSeparator

Move UpMove Up


10. On Slide 8 in the Slide pane, click the bullet to the left of Forms.

The bullet point and its subpoints are selected.

11. On the Quick Access Toolbar, click the Move Up button twice.

The Forms bullet point and its subpoints move to the top of the bulleted list.

12. Display the Customize Quick Access Toolbar list, and then click More Commands.

13. In the PowerPoint Options window, click Reset. Then in the message box asking

you to confi rm that you want to restore the Quick Access Toolbar to its default

command set, click Yes.

Move UpMove Up

Making Commands Available with a Specifi c Presentation 265

14. Click OK to close the PowerPoint Options window.

The buttons and separator you added earlier in this exercise no longer appear on

the Quick Access Toolbar.

CLOSE the 02_Commands presentation without saving your changes.

Tracking Down Keyboard ShortcutsAnother way to access commands quickly is by using keyboard shortcuts. Pressing

key combinations is particularly effi cient if your hands are already on the keyboard

typing slide text. The list of built-in PowerPoint keyboard shortcuts is extensive and

too long to reproduce here. To print a list of these shortcuts:

1. At the right end of the Ribbon, click the Help button.

2. In the Search box, type keyboard shortcuts, and then click Search.

3. In the results list, click Keyboard shortcuts for PowerPoint 2007.

4. Click the Show All link at the beginning of the topic to display all the text, and

then on the toolbar, click the Print button.

You cannot assign custom keyboard shortcuts to PowerPoint commands unless you

purchase, install, and load a third-party add-in.

See Also For information about add-ins, see the sidebar “Using Add-Ins” earlier in this chapter.

Making Commands Available with a Specifi c Presentation

In addition to customizing the global Quick Access Toolbar to make a set of buttons avail-

able for all presentations, you can customize the Quick Access Toolbar for a specifi c pres-

entation. For example, to work with a presentation that contains slides with graphically

complex designs, you might want to increase your effi ciency by providing one-click access

to commands that allow you to turn the rulers and gridlines on or off without switching to

the View tab.

Tracking Down Keyboard ShortcutsAnother Another way to access commands quickly is by using keyboard shortcuts. Pressingway to access commands quickly is by using keyboard shortcuts. Pressing

key combinations is particularly effi cient if your hands are already on the keyboard key combinations is particularly effi cient if your hands are already on the keyboard

typing slide text. The list of built-in PowerPoint keyboard shortcuts is extensive and typing slide text. The list of built-in PowerPoint keyboard shortcuts is extensive and

too long to reproduce here. To print a list of these shortcuts:too long to reproduce here. To print a list of these shortcuts:

1. 1. At the right end of the Ribbon, click theAt the right end of the Ribbon, click the HelpHelp button. button.

2. 2. In theIn the SearchSearch box, type box, type keyboard shortcuts, and then click, and then click SearchSearch..

3. 3. In the results list, click In the results list, click Keyboard shortcuts for PowerPoint 2007Keyboard shortcuts for PowerPoint 2007..

4. 4. Click theClick the Show AllShow All link at the beginning of the topic to display all the text, and link at the beginning of the topic to display all the text, and

then on the toolbar, click thethen on the toolbar, click the PrintPrint button. button.

You You cannot assign custom keyboard shortcuts to PowerPoint commands unless you cannot assign custom keyboard shortcuts to PowerPoint commands unless you

purchase, install, and load a third-party add-in.purchase, install, and load a third-party add-in.

See AlsoSee Also For information about add-ins, see the sidebar “Using Add-Ins” earlier in this chapter.


In this exercise, you will add a button to a document-specifi c Quick Access Toolbar. Then

after testing the button, you will remove it from the toolbar.

USE the 03_Toolbar presentation. This practice fi le is located in the Chapter12 subfolder


OPEN the 03_Toolbar presentation.

1. At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then in the list, click More Commands.

The PowerPoint Options window opens, displaying the Customize page. A list of

available commands appears on the left side of the page, and a list of the com-

mands available from the global Quick Access Toolbar appears on the right.

2. On the right, click the Customize Quick Access Toolbar arrow, and then in the list,

click For 03_Toolbar.

Troubleshooting If the current document is read-only, the only option available in

the list is For All Documents (Default). You cannot customize the Quick Access Toolbar

for a read-only document.

The toolbar command list is now empty, ready for you to specify which commands

should appear on this presentation-specifi c toolbar.

3. Click the Choose commands from arrow, and then in the list, click Review Tab.

The list box now contains all the commands that are available from the Review tab

on the Ribbon, including several that are related to adding, editing, and deleting

comments.

4. In the available commands list, click Comments. Then click Add.

The Comments command appears in the toolbar commands list. The arrow button

to the right of the command indicates that clicking this button on the Quick Access

Toolbar will display a menu of options.

USE the the 03_Toolbar03_Toolbar presentation. This practice fi le is located in the presentation. This practice fi le is located in the rr Chapter12Chapter12 subfoldersubfolder


OPEN thethe 03_Toolbar03_Toolbar presentation. presentation.rr



Troubleshooting If the current document is read-only, the only option available in If the current document is read-only, the only option available in

the list is For All Documents (Default). You cannot customize the Quick Access Toolbarthe list is For All Documents (Default). You cannot customize the Quick Access Toolbar

for a read-only document.for a read-only document.

Making Commands Available with a Specifi c Presentation 267

5. Click OK.

The Quick Access Toolbar now shows the Save, Undo, and Redo buttons from the

default toolbar and the Comments button from the custom toolbar. The custom

toolbar appears in a separate box on the Quick Access Toolbar.

6. On the Quick Access Toolbar, click the Comments button.

Although no arrow appears next to the button, a group of comment options

appears.

7. Press P to close the Comments group without making a selection.

8. Display the Customize Quick Access Toolbar list, and then click More Commands.


9. On the Customize page of the PowerPoint Options window, click For 03_Toolbar in the Customize Quick Access Toolbar list to display the list of buttons on the

custom toolbar. Then click Reset.

10. In the Reset Customizations message box, click Yes to return the document-specifi c

toolbar to its default contents (empty). Then click OK.

Now only the buttons assigned to the default Quick Access Toolbar are visible.

CLOSE the 03_Toolbar presentation, and quit PowerPoint.

Key Points The PowerPoint environment is fl exible and can be customized to meet your needs.

Most of the environment settings are gathered on the pages of the PowerPoint

Options window.

You can provide one-click access to any PowerPoint 2007 command by adding a

button for it to the Quick Access Toolbar, either for all presentations or for a single

presentation.

269

Glossaryaction button An icon or shape to which an

action is attached.

add-in A small program or utility that extends

the functionality of a program.

adjustment handle The yellow diamond you

use to change the form of a shape without

changing its size.

animated clip A moving picture in GIF format

or video fi le that you can add to slide.

animation A simulation of movement added to

graphics or text.

animation scheme A set of animations that you

can apply to the text and graphics on your

slides to keep your audience focused and to

reinforce the message of a presentation.

AutoCorrect A feature that corrects common

capitalization and spelling errors (such as

changing as teh to the) as you type them.

background The underlying scheme, including

colors, shading, texture, and graphics, that

appears behind the text and objects on a slide.

bullet point An item in a list in which each list

entry is preceded by a symbol, rather than by

a number.

case The capitalization (uppercase or lowercase)

of a word or phrase. In title case, the fi rst letter

of all important words is capitalized. In sentence

case, only the fi rst letter of the fi rst word is

capitalized.

cell The intersection of a row and a column in a

table or worksheet.

chart A diagram that plots the values in a table

or worksheet.

clip art Professionally designed images that can

be incorporated into PowerPoint presentations.

collate To assemble or print in sequential order.

color scheme A set of 12 complementary colors

used for different elements of a PowerPoint

slide. A color scheme consists of a back-

ground color, a color for lines and text,

and additional colors balanced to provide

a professional look.

comment Text embedded in a presentation for

documentation or reviewing purposes.

compress To reduce the size of a set of data,

such as a picture, so that it can be stored in less

space or transmitted with less bandwidth.

connection point A small blue handle on each

side of a shape that can anchor a connection

line with another shape.

content placeholder See placeholder.

contextual tab A tab containing groups of

buttons that represent commands for custom-

izing and formatting the selected object. See

also tabs.

crop To cut off part of an image, such as un-

needed sections of a graphic or extra white

space around its borders.

custom slide show A set of slides extracted

from a presentation to create a slide show for

an audience that doesn’t need to see the en-

tire presentation.

data marker In a chart, a graphical representa-

tion of each data point in a data series.

data point A value in a data series.

data series A set of related data points.

design template A presentation fi le containing

only design elements that can be used as a

basis for creating new presentations.

diagram A drawing that depicts processes,

hierarchies, or other relationships.

270 Glossary

Dialog Box Launcher A button in the lower-

right corner of some groups on the Ribbon

that you can click to display a dialog box con-

taining less-common options related to the

group.

digital signature A security mechanism used on

the Internet that relies on two keys, one pub-

lic and one private, that are used to encrypt

messages before transmission and to decrypt

them on receipt.

document workspace A temporary space,

usually on a SharePoint site, dedicated to a

single document. It provides a forum where

people can work on a presentation from a

single location.

embedded object An object created in another

program and added to a slide in such a way

that it maintains a direct connection to its

originating program.

encrypt To encode (scramble) information in

such a way that it is unreadable to people who

don’t have a key to the code.

fi le name extension A set of characters

appended to the end of a fi le name to

identify the fi le’s format.

File Transfer Protocol (FTP) A fast, application-

level protocol widely used for copying fi les to

and from remote computer systems on a net-

work using TCP/IP, such as the Internet.

First Line Indent marker The small upper

triangle on the horizontal ruler that controls

the position of the fi rst line of the paragraph.

FTP See File Transfer Protocol.

gallery A set of thumbnails that show visually the

effect of each option.

graphic Any image, such as a picture, photograph,

drawing, illustration, or shape, that can be

placed as an object on a slide.

grayscale A black and white rendering that

displays shades and gradations of gray.

group (of objects) A set of shapes that has been

grouped into a single unit so that they can all

be handled or changed at the same time. See

also regroup and ungroup.

group (on a tab) A set of buttons on a tab that

all relate to the same type of object or task.

handle A small circle, square, or set of dots on

the frame of various objects, which you can

drag to change the size and shape of the

object.

Handout Master The part of a presentation that

controls the look of audience handouts.

Handout Master view The view from which

you can change the overall look of audience

handouts.

Hanging Indent marker The small, lower triangle

on the horizontal ruler that controls the left

edge of the second and subsequent lines of the

paragraph.

hover To pause the pointer over an object for a

second or two to display information such as a

submenu or ScreenTip.

HTML See Hypertext Markup Language.

hyperlink A linked object, such as a word, phrase,

symbol, or image, that you can click to move

to a different place in the same document,

another document, or a Web site; or to open

an e-mail message window.

Hypertext Markup Language (HTML) The

coding system used to create pages that can

be viewed on the Web.

indent marker A marker on the horizontal ruler

that controls how far text is indented from the

left or right margin.

insertion point The blinking vertical line that

shows you where text will appear when you

type or where objects will be inserted.

Left Indent marker The small square on the

horizontal ruler that controls how far text is

indented from the left margin.

Glossary 271

legend A key for identifying each data series in

the table or worksheet.

linked object A representation of an object

created in another program and still stored in

the original fi le, or source.

live preview A feature that shows you what the

presentation would look like if you applied the

option to which you are pointing.

macro A mini-program that performs a specifi c

task in a presentation.

master A pattern containing the basic design for

all the slides in a presentation. If you want to

make changes to the basic design, you must

change the master.

merge To combine cells to create one cell that

spans two or more columns or rows.

Microsoft Clip Organizer A tool with which

you can collect and organize clip art images,

pictures, sounds, and motion clips.

Microsoft Offi ce Button A button that displays

a menu listing commands related to managing

PowerPoint and PowerPoint presentations as a

whole (rather than presentation content).

Microsoft Offi ce PowerPoint Help button The

button that displays the PowerPoint Help

window.

Microsoft Offi ce PowerPoint Viewer A viewer

with which you can display presentations on

a computer that does not have PowerPoint

installed.

Mini toolbar A small contextual toolbar con-

taining options for formatting that appears

when you select text on either the Outline tab

or the slide.

navigation frame A graphical panel used for

navigating from slide to slide in a PowerPoint

presentation on the Web.

Normal view A view that displays three panes:

Overview, Slide, and Notes.

Notes Master The part of a presentation that

controls the look of speaker notes.

Notes Master view The view from which you

can change the overall look of notes pages.

Notes Page view The view in which you can

add speaker notes that contain objects such

as tables, charts, and graphics.

Notes pane The area in Normal view where you

can add simple text notes about the current

slide.

Offi ce menu A menu that displays commands

related to managing presentations, such as

creating, saving, and printing them.

Outline tab The tab in the Overview pane on the

left side of the program window that shows all

the text on the slides displayed as an outline.

Overview pane The pane in Normal view that

contains the Slides and Outline tabs.

Package for CD A feature to help you gather all

the components of a presentation and store

them to a CD or another type of removable

media so that they can be transported to a

different computer.

parent folder The folder that is up one level in

the fi le storage hierarchy.

password The string of characters that must

be entered to open a password-protected

presentation for editing.

permissions Restrictions that can be set to

determine who can change, print, or copy a

presentation.

photo album A specifi c kind of presentation into

which you can insert and arrange collections of

digital images.

placeholder An area on a slide into which you

should enter a specifi c type of content.

PowerPoint Viewer See Microsoft Offi ce PowerPoint Viewer.

property An item of information attached to a

fi le, such as its title, author, size, and creation

date.

pure black and white An image that displays

only black and white (no gray).

272 Glossary

Quick Access Toolbar A toolbar located to the

right of the Microsoft Offi ce Button, which

displays the Save, Undo, and Repeat buttons

by default but can be customized to include

any command.

read-only The designation of a fi le that can be

viewed but not altered.

regroup To quickly restore a group of objects

that were temporarily ungrouped for a specifi c

task. See also group (of objects) and ungroup.

Ribbon An area at the top of the PowerPoint

window where almost all the capabilities of

PowerPoint are available so that you can work

effi ciently with the program.

Rich Text Format (RTF) A text format that can

be opened by many programs and that is used

to export presentation content as an outline.

rotating handle A small green handle that you

can use to adjust the angle of rotation of a

shape.

ScreenTip Information displayed about a button,

icon, or other item on the screen when you

point to the item.

select To make an object, graphic, or text active,

usually by clicking it with the mouse, so that it

can be moved or modifi ed.

shape An object that can be drawn free-form or

created by using tools provided by PowerPoint.

Shapes can be sized, moved, copied, and for-

matted in a variety of ways.

sizing handle A small white circle on the border

of an object that you can drag to increase or

decrease the object’s size.

slide library A place on a SharePoint site

where co-workers store slides that other

people can use.

Slide Master A set of layout patterns that

control the basic design of all the slides in a

presentation—the theme, text placement,

background graphics, and so on.

Slide Master view The view from which you

make changes to the master slide layouts.

Slide pane The area in Normal view that shows

the currently selected slide as it will appear

in the presentation.

Slide Show view The view in which each slide

fi lls the entire screen, the way it will when

you deliver an electronic presentation to an

audience. You use this view to preview the

presentation.

Slide Sorter view The view in which the slides of

the presentation are displayed as thumbnails

so that you can easily reorganize them.

slide timing The time a slide will be displayed

on the screen before PowerPoint moves to the

next slide.

Slides tab The tab in the Overview pane that

displays thumbnails of all the slides in the

presentation.

smart tag A fl ag that identifi es a certain type

of information, such as date and time, names,

street addresses, or telephone numbers, so

that you can perform actions associated with

that type of information.

source document A document that contains

an object to which a link has been inserted

on a slide.

source program The program that created the

source document.

split To separate a single cell into two or more

cells.

stacked Overlapped, as in stacked graphics.

status bar The bar at the bottom of the pres-

entation window that gives you information

about the current presentation.

subpoint A subordinate item below a bullet

point in a list.

tab An organizational element of the Ribbon that

displays related groups of buttons.

table An object used to present information in

a highly structured row and column format so

that identifying categories or individual items

and making comparisons is easier.

Glossary 273

tag A code that identifi es an element in a docu-

ment, such as a heading or a paragraph, for

the purposes of formatting, indexing, and

linking information in the document.

template A pattern used as the basis for

creating the slides, handouts, and speaker

notes in a PowerPoint presentation.

text box A box drawn independently on a

slide to contain text that is not part of any

placeholder.

Thesaurus A feature that looks up alternative

words, or synonyms, for a word.

thumbnail A miniature representation of a

graphic, slide, or formatting option.

tick-mark label In a chart, a label along an axis

that identifi es the data markers.

title A name you designate for a slide in the Title

placeholder.

title bar The area of the program window that

displays the name of the active presentation.

title slide The introductory slide in a presentation.

transition A special effect that marks how one

slide moves off and the next slide moves onto

the screen.

ungroup To disassemble a grouped object so

that its components can be handled inde-

pendently. See also group (of objects) and

regrouping.

View toolbar The toolbar at the right end of the

status bar with tools you can use to change the

view of the open presentation.

Web browser A program with which you can

view HTML fi les and access Web pages.

WordArt Stylized text for enhancing titles and

headings.

x-axis The horizontal plane in a chart; also called

the category axis.

y-axis The vertical plane in a chart; also called

the value axis.

z-axis The plane that represents depth in a chart;

also called the series axis.

275

Index

AAction button, 240

action buttons

color, changing, 244

defi ned, 240, 269

Home, 243

inserting, lxi, 240

Return, 245

Action Settings dialog box, 240, 241

actions

defi ned, 240

mouse over, setting up, 241

Add Emphasis Effect dialog box, 152

Add New Member dialog box, 181

Add Sound dialog box, 158

add-ins, 269

addresses, fl agging as special information. See smart tags

adjustment handles, 133, 269

albums, photo, 130

captioning pictures in, 131

creating, xlix

defi ned, 271

frame shape, setting, 131

layout, selecting, 131

photos in, rearranging, l

renaming, 131

alerts, 181

Align button, 143, 144

Align Text Left button, 66, 69

Align Text Right button, 66

aligning graphics, li, 143–44

aligning text, xliv

evenly with both sides, 66

in placeholders, 66

Animate button, 151

animated clips

contextual tabs for, 163

defi ned, 269

previewing, 163

animations, 150

adding, 152

applying, li, 150–52

between slides (see transitions)

bullet points, applying to, 154

customizing, 151

defi ned, 269

galleries of, 150

icons indicating, 151

letter-by-letter, applying, 155

previewing, 151, 152

reordering, lii, 153

slide show, starting, 155

sound, adding, lii, 155

speed, modifying, 155

subpoints, applying to, 154

Animations tab, 10

annotations. See comments; notes

Apply To All button, 157, 217

Arrange All button, 20, 78

arrows. See shapes

audio clips, 158

in animations, 155

in Clip Organizer, 159


hiding, lii, 160

icons, formatting, 159

inserting, lii, 158

moving, lii

narrations, liii, 162

playing, lxi, 159–60

recording, 162

testing, 159

in transitions, 157

visual effects, adding to, 161

authentication, 184, 270

author name

changing, lxii, 177, 255

removing from display, 173, 185

276 AutoCorrect

AutoCorrect, 55

adding entries to, xlii

customizing, 55

defi ned, 269

entries, adding, 56

entries, adding from spelling checker, 61

personalizing, 55

settings, changing, lxii, 256

turning off, 59

AutoCorrect dialog box, 55, 56, 58

AutoFit, 46

placeholders, formatting with, 57

settings, adjusting, 55

turning off, 66

AutoFit Options button, 55, 57

automatic save, 23

automatic slide show control, 215

automatically checking spelling. See AutoCorrect

AutoRecover, 23, 256

BBackground gallery, 87

Background Styles button, 87

backgrounds

applying, 88

customizing, 86

defi ned, 269

pictures, xlvi, lvi, 86

shade, xlvi

texture, 88

backwards compatibility, 22

banding in tables, turning off, 94

banners, printing slides as, 168

bitmap (BMP) fi les, 124

black and white

defi ned, 271

previewing slides in, 169

printing presentations in, 170–71

black slide at end of presentation, removing, 19

blank presentations

creating, xl

opening, 21, 26

Bold button, 254

bolding text, xliv

borders

on pictures, 127

on tables, 95

on text boxes, xlii, 51, 53

Borders button, 95

Bring To Front button, 143, 144, 145

Browse dialog box, 36, 97

Browse The Web button, 238

browsers

defi ned, 273

presentations, displaying in, 246

bullet points, 42

adding, 45

animating, 150, 154 (see also animations)

collapsing, 77

converting into diagrams, xlviii, 111

converting slides into, xli

customizing, lvii

cutting and pasting, xlii

deleting, 204

dragging, xlii

graphics as, lvii, 199

hanging indent, modifying, 200

increasing/decreasing list level, keyboard shortcuts for, 46

increasing level of, 46

indenting, 197, 200

in masters, 196

in masters, modifying, 199

moving, xlii

selecting, 47, 48

subpoints (see subpoints)

text, adding, 45

titles, changing to, 46

under titles, collapsing, xlv

Bullets And Numbering dialog box, 199

Bullets button, 199

bulleted lists, lvii

Business Tools tab, 3

buttons. See also specifi c button names

action (see action buttons)

arrows on, 4

names, displaying, 4

ScreenTips, displaying, 254

color gradients 277

Ccaptioning photo album pictures, 131

case, text, 269

CD audio tracks, 158

CDs, packaging presentations on, lix, 225

defi ned, 271

PowerPoint Viewer, including, 226

TrueType fonts, including, 225, 227

cells, datasheet, 269

cells, table, 92

centering text in, 95

defi ned, 269

merging, xlvii, 95

splitting, xlvii, 95

Center button, 66, 95

centering

graphics, 144

table text, 95

Change Chart Type button, 105

Change Chart Type dialog box, 105

Change Colors button, 110

Chart Styles gallery, 105

charts, 100. See also diagrams

axes, formatting, 106

axis titles, renaming, 105

creating, xlvii, 101

data, entering, 103

data, excluding from, 103

defi ned, 91, 269

Excel worksheets in (see Excel worksheets)

formatting, advanced options for, 106

inserting, 102

layout, changing, xlviii

object attributes, changing, 106

pie, 105

plotting series based on rows, 105

sizing, xlviii

type, changing, 101, 105

updating, 104

checkerboard animation, 152

Checkerboard dialog box, 154, 155

checking spelling. See also spelling checker

as you type (see AutoCorrect)

of entire document, 59

ignoring words during, 62

supplemental dictionary, adding words to, 59

Choose A SmartArt Graphic dialog box, 108

circles, 132. See also shapes

clip art, 116. See also graphics

animated (see animated clips)


coloring, xlviii, 121

contextual tab for, 116

defi ned, 269

inserting, xlviii, 116, 117

keywords, displaying, 118

keywords, editing, 122

in Offi ce Online, 116, 119

organizing, 122, 159

ScreenTips, displaying, 118

searching for, 117

sizing, xlviii, 120

special effects, xlviii

Clip Art button, 117, 119

Clip Art task pane, 117, 160

Clip Organizer

clip art, deleting from, 122

clips, adding, 122

opening, 122

sounds, inserting, 159

Close button, 3, 12, 104, 110, 184, 206, 227

Close Print Preview button, 172

closing

comments, 177

menus, 7

PowerPoint, 12

presentations, xxxix, 12–13

Print Preview, 172

Slide Master view, 196

collaborating on documents. See document workspaces

Collapse All command, 262

Collapse command, 262

collapsing, 77

collating, 269

multiple copies of presentations, 169

collections of pictures. See photo albums

color gradients, 86

278 color schemes

color schemes. See also themes

applying, 82

available, viewing, 191

changing, xlv, 191

colors, adding, 83, 84

creating, xlv, lvi, 81

defi ned, 81, 269

deleting, 194

modifi cation of, 190

PowerPoint, changing, 255

uses for, 81

viewing available, 81

coloring

clip art, xlviii, 121

shapes, 136

text boxes, 54

colors

in tables, 95

in themes, 191

in WordArt, 142

Colors button, 82, 191

Colors dialog box, 84, 85, 192

Colors gallery, 81, 82, 83, 88

columns, placeholder, 57

columns, table

deleting, 95

headings in, 92

commands

from earlier versions, locating, 261

previewing effects of, 6, 9, 271

comments. See also notes

adding, liv, 176–77

closing, 177

defi ned, 269

deleting, lv, 176, 178, 179

displaying, 176–77

editing, liv, 176, 177, 178

hiding, lv, 176

hiding icons for, 176, 178

navigating, lv, 177–78

printing, 170

recording, liii

removing from display, 185

Compatibility Mode, 14

Compatibility Pack, 14

Compress Pictures button, 117, 129

Compress Pictures dialog box, 129

compressing pictures, xlix, 117, 123, 129, 269

Compression Settings dialog box, 129

Confi rm Password dialog box, 174

connection lines

arrows, adding to ends of, 138

drawing, 137

connection points, 134, 269

content placeholders, 42

aligning text in, 66

defi ned, 271

deselecting, 52

entering text in, 43

formatting with columns, 57

in masters, 194

in masters, formatting, 196

in masters, inserting, 203–204

resizing, 51, 75

resizing manually, 66

selecting, xlii, 52

selecting for editing, 51

selecting text in, 47, 63

shape, changing, 51

sizing, xliv

text, inserting, lvii

contextual tabs, 269

converting outlines into presentations, 33, 34

Copy button, 120

copying

formatting, 134, 190

presentations, to CDs, lix, 225–27, 271

shapes, l, 133, 137

text, 47

text boxes, 51

Create Chart dialog box, 102

Create New Folder button, 21, 22

Create New Theme Colors dialog box, 81, 82, 191

Create New Theme Fonts dialog box, 84, 193

creator name



Crop button, 126

cropping, 126

defi ned, 269

pictures, xlix

Curved Connector button, 137

Dialog Box Launcher 279

curved connectors. See shapes

CUSTOM.DIC, 59. See also checking spelling; spelling checker

Custom Animation button, 150–51

Custom Animation task pane, 150–51

custom dictionary, 59. See also checking spelling; spelling checker

Custom Shows dialog box, 213–14

Custom Slide Show button, 213

custom slide shows, 212, 269

creating, lviii, 213

editing, 214

hidden slides, displaying, 215

list order, changing, 214

slides, adding, 213

slides, deleting, 214

slides, hiding, 214

starting, lviii, 214

custom templates, lviii

custom themes, lvi

Customize Quick Access Toolbar button, 262, 266

customizing

animations, 151

AutoCorrect, 55

bullet points, lvii

fonts, xlvi

Notes Master, lix

PowerPoint environment, 254 (see also PowerPoint Options window)

Quick Access Toolbar, lxiii, 261, 265

status bar, 4

themes, xlvi

Cut button, 49

cutting and pasting bullet points, xlii

cutting text, 49

cycle diagrams, 107

Ddata markers, 269

data points, 100, 269. See also Excel worksheets

data series, 269

date and time. See smart tags

Decrease Font Size button, 66–67

Decrease List Level button, 46

Defi ne Custom Show dialog box, 213, 214

Delete button, 178

deleting

black slide at end of slide shows, 230

bullet points, 204

clip art, from Clip Organizer, 122

color schemes, 194

comments, lv, 176, 178–79

document workspaces, lv, 181

font sets, 194

footers, from masters, lvi, 197

shapes, from diagrams, 108

slides, xli, 33

table columns/rows, 95

text, 43, 47–48

themes, 194

Demote command, 262

deselecting

placeholders, 52

text boxes, 51, 54

design, ready-made. See themes; Themes gallery

Design tab, 8

design templates. See also masters; themes

defi ned, 269, 273

downloading from Offi ce Online, 26–27, 31

presentations, creating from, xl, lviii, 29–30

saving, lviii

saving presentations as, 207

for slide layout (see slide layout)

storage locations, 207

diagrams. See also charts

color scheme, changing, xlviii

coloring, 110

converting bullet points into, xlviii, 111

creating, xlvii, 107

customizing, 107

defi ned, 91, 269

editing text in, 110

entering data in, 109

layouts, applying, 109

placeholders in, deleting, 110

resetting to original appearance, 108

shape color, changing, xlviii

shapes in, 108

Dialog Box Launcher, 4, 8, 270

280 dialog boxes

dialog boxes

Action Settings, 240–41

Add Emphasis Effect, 152

Add New Member, 181

Add Sound, 158

AutoCorrect, 55–56, 58

Browse, 36, 97

Bullets And Numbering, 199

Change Chart Type, 105

Checkerboard, 154, 155

Choose A SmartArt Graphic, 108

Colors, 84, 85, 192

Compression Settings, 129

Compress Pictures, 129

Confi rm Password, 174

Create Chart, 102

Create New Theme Colors, 81, 82, 191

Create New Theme Fonts, 84, 193

Custom Shows, 213, 214

Defi ne Custom Show, 213, 214

Favorites - Add Clips To Organizer, 122

Find, 63

Font, 198

Format Axis, 106

Format Background, 8, 87

Format Shape, 50, 51, 53, 66, 69

General Options, 174

Get A Digital ID, 184

Grid And Guides, 146

Hyperlink To Slide, 241, 244

Import To Collection, 122

Insert CD Audio, 159

Insert Hyperlink, 236

Insert Movie, 163

Insert New Pictures, 130

Insert Object, 97, 98

Insert Outline, 34

Insert Picture, 123, 125–26, 197, 221

Insert Sound, 161

Insert Table, 93

Keywords, 122

Language, 60

launching from Ribbon, 4

Movie Options, 163

moving, 64

New From Existing Presentation, 29

New Presentation, 208

Open, 11–12

Options, 226

Package For CD, 226

Page Setup, 170

Paragraph, 70

Password, 173, 175

Photo Album, 130

Picture Bullet, 199

Print, 172, 223

Properties, 172, 183

Publish As Web Page, 247

Publish Slides, 38

Record Sound, 162

Rename Layout, 206

Replace, 63, 64

Replace Font, 63, 64

Save As, 14, 20, 22–23, 35, 123, 174, 207, 225, 246–47

Save Current Theme, 193

Set Hyperlink ScreenTip, 238

Set Page Title, 247

Set Up Show, 219, 232

Size And Position, 120, 127

Spelling, 59, 61

Symbol, 200

Web Options, 248

Zoom, 18, 221

dictionaries, 59

digital rights management, 185

digital signatures, 184, 270

digital videos, 162


inserting, liii, 164

looping, liii, 165

pausing, 164

playing automatically, 165

playing time, displaying, 163

previewing, 163

display modes. See views

displaying

objects, 63

ScreenTips, 4

distributing. See publishing

dividing table cells, 95

Document Inspector, 184

fi nalizing presentations 281

Document Management task pane, 179–80

document workspaces

creating, 179–80

defi ned, 270

deleting, lv, 181

documents in, 181

folders, creating, 181

links, listing, 181

members, 181

publishing presentations to, lv, 179–80

updating presentations in, 181

Web browser, opening in, 181

dots. See bullet points

dotted lines under text. See smart tags

downloading presentations from Offi ce Online, 27, 31

dragging

bullet points, xlii

text, 49

drawing guidelines

displaying, li, 146

snapping objects to, 146

drawing on slides. See pen tool

drawing shapes, 132

Draw Table button, 95

duplicating. See copying

Ee-mail

addresses, linking to, 236

messages, linking to, lx

e-mailing presentations for review, lv, 182

Edit Comment button, 178

Edit Data button, 106

Edit Shape button, 137

editing

comments, 176–78

custom slide shows, 214

ScreenTips, for Layout gallery, 195

Web presentations, 246

Editing group, 63

editing text, xli

redoing and undoing, xlii

in text boxes, 50

effects. See animations; transitions

Effects button, 84

Effects gallery, 84

embedded objects

defi ned, 270

vs. linked objects, 96

embedding fonts, 225, 227

emphasis effects, 150

encryption, 270. See also password protecting presentations

ending slide shows, 215, 228

entering text, 42

in bullet points, 45

insertion point for, 43

in placeholders, 43

without placeholders, 43, 50

in text boxes, 52

in titles, 43, 44

entrance effects, 150

Eraser button, 95

erasing pen marks, 231

Excel worksheets

charts, creating with, xlvii, 100

elements of, 100


inserting, 96

linking, vs. embedding, 98

working with, 99

exit effects, 150

Expand command, 262

expanding outlines, xlv, 77

exporting presentations as outlines, 35

Ffancy text. See graphics; WordArt

Favorites - Add Clips To Organizer dialog box, 122

fi le compression, xlix, 117, 123, 129, 269

fi le format compatibility with earlier versions, 14

File menu. See Offi ce menu

fi le name extensions, 22, 270

File Transfer Protocol (FTP), 246, 270

fi les

hyperlinks to, inserting, 238

opening, setting trusted locations for, lxiii

printing to, 169

fi nalizing presentations, 182

282 Find dialog box

Find dialog box, 63

fi nding. See also replacing

clip art, 117

fonts, xliii

words, 63–64

First Line Indent marker, 270

5-Point Star button, 135

fl agged words. See spelling checker

fl ipping shapes, 133, 136

Fly In animation, 151

folder creation, 21–22

Font Color arrow, 71

Font Color button, 85

Font Color gallery, 81

Font dialog box, 198

Font Dialog Box Launcher, 54

font sets, lvi

creating, 193

deleting, 194

modifi cation of, 190

fonts

coloring, 71, 85

customizing, xlvi

embedding, 225, 227

fi nding, xliii

for headings, 193

in masters, lvii, 198

replacing, 63, 64

sizing, xliv, 66–67

in themes, 193

viewing by theme, 84

Fonts button, 84, 193, 198

Fonts gallery, 84

footers, 173

hyperlinks and, 239

inserting, liv

in masters, deleting, 197

Format Axis dialog box, 106

Format Background dialog box, 8, 87

Format Painter button, 134, 190

Format Shape dialog box, 50, 51, 53, 66, 69

formatting

copying, 134, 190

placeholders, with columns, 57

shape text, 133

text, in text boxes, 54

text, with Mini toolbar, 48

words, individually, 67

framing

photo albums, 131

slides, when printing, 170

FTP (File Transfer Protocol), 246, 270

Ggalleries, 6, 270

of animation effects, 150

Background, 87

Chart Styles, 105

Colors, 81, 82, 83, 88

Effects, 84

Font Color, 81

Fonts, 84

Layout, 75, 195

Picture Styles, 128

Placeholder, 203

Shape Styles, 134

Shapes, 137, 242

SmartArt, 111

Table Style, 94

Texture, 88

Theme Colors, 190, 191

Theme Fonts, 190, 193, 198

Themes, 9, 79, 86, 132, 190

Transition, 156

WordArt, 140

General Options dialog box, 174

Get A Digital ID dialog box, 184

GIFs, animated, 163, 269

glow effect, 121

graphics, 115. See also graphics

aligning, li, 143–44

animating (see animations)

as bullet points, lvii, 199

compressing, xlix, 117, 123, 129, 269

defi ned, 270

distributing, 146

effects, 121 (see also animations; transitions)

glow, applying, 121

grouping, 134, 138

hiding, 194

importing to collections, 122

hyperlinks 283

locking aspect ratio, when sizing, 120

in masters, 197

modifying, 116

photo albums of (see photo albums)

resetting to original settings, 117

selecting multiple, 138

shadow effect, 121

sizing, 120

in speaker notes, lix

stacking, li, 143–44

ungrouping, 139

Graphics Interchange Format (GIF), 124

graphs . See charts; diagrams

grayscale

defi ned, 270

previewing presentations as, liii


Grid And Guides dialog box, 146

gridlines

Group button, 138

grouping

graphics, 134, 138

shapes, li

slides, for different audiences, 212

groups

defi ned, 270

in tabs, 3–4

guidelines

displaying, li, 145–46

snapping objects to, 146

turning off, 146

Hhandles, 270

Handout Master view, 270

handouts, 220

masters for, 194, 220, 270

previewing, 224

printing, lix, 169, 224

Hanging Indent marker, 200, 270

headers, 223. See also footers

headings, 193. See also titles

hidden slides

displaying, 215

hyperlinking to, 241

printing, 170

Hide Background Graphics button, 194

Hide Slide button, 215

hiding

bullet points, 77

comment icons, 176, 178

comments, lv, 176

graphics, 194

objects, xliv, 63, 66

panes, 16

rulers, 201

slides, lviii, 170, 213–15, 241

sounds, lii, 160

hierarchy diagrams, 107

highlighting. See selecting

high quality printing, 170

Home action button, 243

Home tab, 7

hovering, 4, 270

HTML, 245

defi ned, 270

saving presentations as (see Web presentations)

tags, 245

Hyperlink button, 236, 239

Hyperlink To Slide dialog box, 241, 244

hyperlinks

appearance of, 237

attaching to every slide, 239

between slides, lxi

color, setting for theme, 192

defi ned, 270

deletion of, 236

in document workspaces, listing, 181

editing objects containing, 236

to e-mail addresses, lx, 236

to fi les, 238

following, 238

footers and, 239

to hidden slides, 241

inserting, 236

jumping to, 238

pictures, attaching to, 238

pointer shape and, 238

ScreenTips, setting, 238

to Web pages, lxi, 238

to Word documents, lxi

284 Hypertext Markup Language (HTML)

Hypertext Markup Language (HTML), 245

defi ned, 270


tags, 245

Iicons, attaching actions to. See action buttons

ignoring spelling checker words, 62

Import To Collection dialog box, 122

Increase Font Size button, 66

Increase List Level button, 46

indent markers, 270

indenting

bulleted lists, lvii

bullet points, 197, 200

in masters, altering, 196

Information Rights Management (IRM), 185

ink annotations, 185

Insert Above button, 95

Insert CD Audio dialog box, 159

Insert Chart button, 102

Insert Hyperlink dialog box, 236

Insert Layout button, 202–203

Insert Media Clip button, 164

Insert Movie button, 163

Insert Movie dialog box, 163

Insert New Pictures dialog box, 130

Insert Object dialog box, 97, 98

Insert Outline dialog box, 34

Insert Picture dialog box, 123, 125–26, 197, 221

Insert Picture From File button, 123, 125

Insert Placeholder button, 203

Insert SmartArt Graphic button, 108

Insert Sound dialog box, 161

Insert tab, 8

Insert Table button, 93

Insert Table dialog box, 93

inserting

action buttons, 240

audio fi les, 158

CD audio tracks, 158

charts, 102

clip art, 116, 117

comments, 176

Excel worksheets, 96

hyperlinks, 236

movies, 164

outlines, 33

pictures, 123, 125

placeholders, in masters, 203

slides, xli

slides, from slide libraries, 38

sound clips, 158

table rows, 95

tables, 93

text, 47

text boxes, 136

WordArt, 140

Word tables, 92

insertion point, 43, 270

inspecting presentations, 184

Internet Explorer. See Web browsers

IRM, 185

Italic button, 71, 204

italicizing text, xliv, 71, 204

JJoint Photographic Experts Group (JPEG) fi les, 124

Justify button, 66

justifying text, 66

Kkeyboard shortcuts, lx, 265

for adding slides, 30

for copying text, 47

custom, 265

for increasing/decreasing list level, 46

printing list of, lxiii

for slide show navigation, 229

keywords, clip art

displaying, 118

editing, 122

Keywords dialog box, 122

kiosks, displaying presentations at, 219

LLanguage button, 60

Language dialog box, 60

merging 285

languages

adding, 254

dictionaries for checking spelling in, 59

marking words in non-English, xliii

launching dialog boxes from Ribbon, 4

Layout button, 75

Layout gallery, 75, 195

ledger paper, printing slides on, 168

Left Indent marker, 270

legends, 271

libraries, slide

defi ned, 272

inserting slides from, 38

storing slides in, 38

line spacing, xliv, 67, 70

Line Spacing button, 67, 70

lines

adjacent, selecting, 47

around text boxes (see borders)

linked objects

defi ned, 271

vs. embedded objects, 96

modifi cations in, 97

linking to pictures, 125

links

appearance of, 237


between slides, lxi


defi ned, 270

deletion of, 236


to e-mail addresses, 236

to e-mail messages, lx


to fi les, 238

following, 238

footers and, 239


inserting, 236

jumping to, 238






live preview, 6, 9

defi ned, 271

disabling, lxii

locating. See fi nding

locking aspect ratio of graphics, 120

looping movies, liii, 165

looping slide shows, 219

lowercase, 71

Mmacros, 271

magnifi cation, changing

in notes, 221

in presentations, xxxix

in Print Preview, liii, 171

in slides, 16, 78

manual slide show control, 215

marking presentations as fi nal, lvi, 186

markup. See comments; notes

masters

bulleted lists in, 196, 199

defi ned, 271

displaying, 195 (see also Slide Master view)

fonts in, lvii, 198

footers, deleting, lvi, 197

graphics in, 197

Handout Master, 194

hyperlinks in, 239

multiple sets, 195

Notes Master, 194

overriding, 194

placeholders in, 194

placeholders in, as text, 204

placeholders in, formatting, 196

placeholders in, inserting, 203

slide layout, creating, lvii

Slide Master, 194

text placeholders, 204

Maximize button, 3

members of document workspaces, 181

menus, closing, 7

Merge Cells button, 95

merging

defi ned, 271

table cells, xlvii

286 Microsoft Clip Organizer

Microsoft Clip Organizer

clip art, deleting from, 122

clips, adding, 122

opening, 122

sounds, inserting, 159

Microsoft Excel worksheets

charts, creating with (see charts)

elements of, 100


inserting, 96


working with, 99

Microsoft Internet Explorer. See Web browsers

Microsoft Offi ce

personalizing, 255

updating programs, 260

user name, changing, 255

Microsoft Offi ce Button, 3, 7, 12, 27, 55, 171, 225, 246, 254, 271

Microsoft Offi ce OneNote, 169

Microsoft Offi ce PowerPoint

closing, 12

environment, customizing, 254 (see also PowerPoint Options window)

starting, 2

tabs grouped across top of window (see Ribbon)

viewing presentations without (see packaging for CDs)

Microsoft Offi ce PowerPoint Help button, 271

Microsoft Offi ce PowerPoint Viewer, lx, 225–26, 271

Microsoft Offi ce Word tables, 92

Microsoft PowerPoint 2003 commands, 261

Microsoft Windows SharePoint Services, 258. See also document workspaces

Mini toolbar, 48

defi ned, 271

disabling, lxii

turning off, 254

Minimize button, 3

minimizing comments, 176

monitors, multiple, 232

monochrome

defi ned, 271

previewing slides in, 169


More button, 79, 128, 141, 156, 193

mouse over actions, 241

mouse pointer, hovering, 4

Move Up button, 263

Movie button, 163

Movie Options dialog box, 163

movies, 162



looping, liii, 165

pausing, 164



previewing, 163

moving

dialog boxes, 64

shapes, 133

shapes, in a straight line, 137

Mozilla Firefox. See Web browsers

multicolored text. See WordArt

multimedia clips. See audio clips; movies

Nnaming

themes, 193

Web presentations, 246–47

narration, recording, liii, 162

navigating

comments, 177, 178

Open dialog box, 12

presentations, lx

Print Preview, 171

Save As dialog box, 23

slide shows, 211, 215, 228–29

slides, 12

navigation bar. See Ribbon

Navigation button, 230

navigation controls on Web presentations, 248

navigation frames, 246, 271

New Comment button, 177

New From Existing Presentation dialog box, 29

New Presentation dialog box, 208

New Presentation window, 25, 27

new presentations, creating, 29

New Slide button, 32, 206

paragraph spacing 287

Next button, 178, 230

Next Page button, 171

Next Slide button, 13, 29, 221

non-English words, marking, xliii

Normal button, 201, 222–23

Normal view, 14

as default, 5

defi ned, 271

switching to, 222

notes. See also comments

adding, lix, 15

creating, 220

headers, 223

masters for (see Notes Master)

non-text, 220

pictures, adding, lix, 221

printing, lix, 169–70, 223

tables, adding to, 221

zooming, 221

Notes Master, 194, 220

customizing, lix

defi ned, 271

displaying, 223

Notes Master button, 223

Notes Master view, 271

Notes Page button, 220–21

Notes Page view, 15, 220–21

Notes pane, 5, 271

OObject button, 97

objects

comments, attaching to, 177

displaying, 63, 65

hiding, xliv, 63, 66

sizing text to fi t (see AutoFit)

Offi ce menu, 7, 271

Offi ce Online

accessing, 116

clip art, fi nding, 116, 119

designs, previewing from, 31

downloading presentations from, xl, 26–27, 31

OneNote, 169

Open dialog box, 11–12

opening

blank presentations, 21, 26

Clip Organizer, 122

document workspaces, 181

fi les, setting trusted locations for, lxiii

PowerPoint, 2

presentations, xxxix, 11–12

presentations, password-protected, 173

Web presentations, 249

Options button, 171

Options dialog box, 226

organization charts, xlvii

organizing clip art, 122, 159

orienting text boxes, 51–52

Outline tab, 271

outlines. See also borders

collapsing, xlv, 77

converting into presentations, 33–34

displaying presentations as, 16

expanding, xlv, 77

exporting presentations as, 35

printing, 169

starting new presentations from, 35

overheads, printing, 168

overriding masters, 194

Overview pane, 5, 271

overwriting presentations when saving, 21

PPackage For CD dialog box, 226

packaging presentations on CD, lix

defi ned, 271

PowerPoint Viewer, including, 226

TrueType fonts, including, 225, 227

Page Setup dialog box, 170

painting formatting, 134, 190

panes

hiding, 16

sizing, xxxix, 16

paper sizes, selecting when printing presentations, 168, 170

Paragraph dialog box, 70

Paragraph Dialog Box Launcher, 67

paragraph spacing, 67, 70

288 paragraphs

paragraphs

Before/After settings, 67

selecting adjacent, 47

parent folders, 271

Password dialog box, 173, 175

password protecting presentations, liv, 174

defi ned, 270

for modifying, 173

for opening, 173

removing password, liv, 176

strong password guidelines, 174

passwords, 271

Paste arrow, 137

Paste button, 49

pasting text, 49

pausing movies, 164

pausing slide shows, 216

Pen button, 229, 231

pen tool, lx, 229

activating, 230

color, changing, 229, 231

drawing with, 231

erasing marks from, lx, 231

turning off, 232

permissions

defi ned, 271

restricting, 185

personal information



personalizing Microsoft Offi ce, 177, 255

Photo Album button, 130

Photo Album dialog box, 130

photo albums, 130

captioning pictures in, 131

creating, xlix

defi ned, 271

frame shape, 131

layout, 131

photos in, rearranging, l

renaming, 131

photographs. See graphics

Picture Border button, 127

Picture Bullet dialog box, 199

Picture button, 126, 197

Picture Effects button, 121, 161

Picture Styles gallery, 128

pictures. See also graphics

adding to backgrounds, xlvi, 86

albums of (see photo albums)

borders, xlix, 127

compressing, xlix, 117, 123, 129, 269

cropping, xlix

hyperlinks, attaching to, 238

inserting, xlix, 123, 125

linking to, 125

modifying, 123

moving, xlix

notes, adding to, 221

sizing, xlix, 127–28

slides as, 123

style, changing, xlix

pie charts, 105. See also charts

Placeholder gallery, 203

placeholders, 42

aligning text in, 66

defi ned, 271

deselecting, 52


formatting with columns, 57

in masters, 194

in masters, formatting, 196

in masters, inserting, 203–204

resizing, 51, 75

resizing manually, 66

selecting, xlii, 52

selecting for editing, 51

selecting text in, 47, 63

shape, changing, 51

sizing, xliv

text, inserting, lvii

Play Movie button, 165

playing animations, 152

playing movies

automatically, 165

pausing, 164

until stopped, 165

playing sounds, 159–60

pointer, 4. See also pen tool

pop-up toolbar, 230

Portable Network Graphic (PNG), 124

presentations 289

PowerPoint

closing, 12

environment, customizing, 254 (see also PowerPoint Options window)

starting, 2

tabs grouped across top of window. (see Ribbon)

viewing presentations without (see packaging presentations on CD)

PowerPoint 2003 commands, 261

PowerPoint Options window, 254

Advanced page, 257

Proofi ng page, 256

Resources page, 260

Save page, 256

Trust Center page, 258

PowerPoint Viewer, lx, 225–26, 271

practicing slide shows, lix, 216–18

presentations. See also slide shows

advanced options, lxii

author name, removing from display, 173

black and white, previewing in, 169

blank, creating, xl, 21, 26

closing, xxxix, 12–13

comments, adding to (see speaker notes)

converting outlines into, xli, 34

creating from existing, xl, 29

creating from templates, xl, 30

default save options, changing, 257

different computer, displaying on (see packaging for CDs)

display modes (see views)

displaying with two monitors, 232

document workspaces, publishing to, lv

downloading from Offi ce Online, xl, 26–27, 31

e-mailing, lv, 182

ending without black screen, lx

fi nalizing, 182

grayscale, previewing as, liii

grouping slides in, 212

hyperlinks in (see hyperlinks)

inspecting, 184

kiosk display, setting up for, 219

marking as fi nal, lvi, 186

moving to fi rst slide in, 13

multiple, xxxix

multiple versions of, 212

navigating, lx, 12–13

notes (see speaker notes)

opening, xxxix, 11–12

opening, when password-protected, 173

outlines, converting into, 33

outlines, displaying, 16

outlines, exporting as, 35

overwriting when saving, 21

packaging for CDs (see packaging for CDs)

password protecting (see password protecting presentations)

previewing, 169, 171

previewing as thumbnails, 14

printing (see printing presentations)

properties, lv, 182–83, 246

properties, deleting, lv

protecting (see password protecting presentations)

publishing to document workspaces, lv

Quick Access Toolbar, creating for specifi c, 265

read-only, opening, 173

rearranging, 77

reusing slides from existing, 35

running automatically, lix, 219

saving, xl, 20

saving, as earlier formats, lxii, 257

saving, as RTF outline, xli, 35

saving, as templates, 207

saving, creating new folders when, 22

saving, from templates, 29

saving, in new folder, xl

saving, omitting fi le name extensions when, 22

saving, to be compatible with previous versions, 22

saving new versions of, 21

securing (see password protecting presentations)

sending by e-mail, lv, 182

slides in (see slides)

templates, creating from, lviii

templates for (see templates)

themes (see themes)

title bar, 2, 273

traveling with (see packaging for CDs)

variations of, creating, 212

viewing all, 20

viewing as thumbnails, 5, 271

viewing without PowerPoint (see packaging for CDs)

290 Presenter view

presentations (continued)

views for (see views)

Web browsers, displaying in, 246

Web format, saving in (see Web presentations)

Web pages, saving with one fi le, 246

zooming in, xxxix

Presenter view, 232

Preset Colors button, 88

Preview button, 164

previewing

animated clips, 163

animations, 151

in black and white, 169

command effects (see live preview)

handouts, 224

movies, 163

Offi ce Online designs, 31

presentations, 169, 171

presentations, as thumbnails, 14

presentations, in grayscale, liii

themes, 9, 79

Previous button, 178

Previous Slide button, 13

Print button, 224

Print dialog box, 169, 172, 223

Print Preview, 171–72

printers

selecting, liii

settings, 172

switching, 169

viewing installed, 172

printing

to fi les, 169

handouts, lix, 169, 224

hidden slides, 170

high quality, 170

notes, 169, 223

outlines, 169

settings, adjusting, 169

slides, liii, 169

speaker notes, lix

printing presentations, 168

in black and white, 170-71

color range, specifying, 170-71

with comments and notes, 170

with default settings, 169

framing slides when, 170

in grayscale, 170-71

multiple copies, 169

paper size, selecting, liii, 168, 170

printer, selecting, 172

range, selecting, 172

scaled to fi t paper, 170

slide orientation, setting, 168

specifi c slides in, 169

process diagrams, 107

properties, 182–83

Properties dialog box, 172, 183

protecting presentations, liv, 174

defi ned, 270

for modifying, 173

for opening, 173

password, removing, liv, 176

strong password guidelines, 174

Publish As Web Page dialog box, 247

Publish Slides dialog box, 38

publishing graphics, 146

publishing presentations

to document workspaces, 179–80

as Web pages (see Web presentations)

QQuick Access Toolbar, 3

buttons, adding, lxiii

commands, adding, 262

customizing, lxiii, 261

default, restoring, lxiii, 264

defi ned, 272

displaying below Ribbon, 261

presentation-specifi c, creating, 265

Review Tab commands, adding, 266

quitting PowerPoint, 12

Rread-only presentations

defi ned, 272

opening, 12, 173

ready-made presentations. See templates

rearranging

animations, 153

presentations and slides, 77

running presentations automatically 291

Recolor button, 121

Record Sound dialog box, 162

recording sounds, 162

red underlined words. See checking spelling; spelling checker

Redo button, 47, 49

redoing, xlii

refl ection effect, applying to WordArt, 142

regrouping graphics, 134, 272

Rehearse Timings button, 217

rehearsing slide shows, lix, 216–18

relationship diagrams, 107

removing. See deleting

Rename Layout dialog box, 206

renaming

chart titles, 105

photo albums, 131

slide layout, 206

reordering

animations, 153

presentations and slides, 77

Repeat button, 218

repeating information at bottom of slide. See footers

repeating slides when rehearsing slide show, 218

Replace button, 64

Replace dialog box, 63, 64

Replace Font dialog box, 63, 64

replacing, xliii. See also fi nding

fonts, xliii, 63–64

text, 47–48

words, 63–64

Research task pane, 62

Reset button, 76

Reset Graphic button, 108

resetting. See also undoing

diagrams, to original appearance, 108

graphics, to original settings, 117

Quick Access Toolbar, to default, 264

slide layout, 74, 76

resizing

panes, xxxix

placeholders, 51, 75

placeholders, manually, 66

Ribbon, 261

shapes, 133

text boxes, 50, 69

Restore Down button, 3

restoring. See also undoing





restricting permissions, 185

Return action button, 245

Reuse Slides task pane, 36

reusing slides, xli, 35

reverting. See also undoing





Review Tab, 10, 366

revising. See editing

Ribbon, 3

defi ned, 272

launching dialog boxes from, 4

resizing, 261

Rich Text Format (RTF) outlines

defi ned, 272


inserting into presentations, 33

saving presentations as, xli

Right Arrow shape, 136

Rotate button, 136

rotating

shapes, 133

text boxes, xlii, 51–52

rotating handles, 133, 272

rows, table

deleting, xlvii, 95

formatting, xlvii

headings in, 92

inserting, xlvi, 95

RTF (Rich Text Format) outlines

defi ned, 272


inserting into presentations, 33

saving presentations as, xli

rulers

displaying, 200

hiding, 201

running presentations automatically, 219

292 Save As dialog box

SSave As dialog box, 14, 20, 22–23, 35, 123, 174, 207,

225, 246, 247

Save button, 21, 29, 44, 208

Save Current Theme dialog box, 193

saving

templates, lviii

themes, lvi, 193

Web pages, 246

saving presentations, xl, 20

automatic, changing setting for, 23

for compatibility with previous versions, 22

creating folders for, 21–22

default format, changing, 257

default location for, changing, 256

as earlier formats, lxii, 257

in new folder, xl

as new versions, 21

omitting fi le name extensions when, 22

options for, changing, lxii

overwriting when, 21

as RTF (Rich Text Format) outlines, 35

as templates, 207

from templates, 29

in Web format (see Web presentations)

saving slides

as pictures, 123

in slide libraries, 38

scaling presentations to fi t paper, 170

ScreenTips

for buttons, 254

defi ned, 272

displaying, 4, 8

feature descriptions in, removing, 255

for hyperlinks, 238

for layouts, 195

searching. See fi nding

securing presentations. See password protecting presentations

security, 259. See also password protecting presentations

Select button, 67

selecting, 272

bullet points, 47, 48

graphics, multiple, 138

graphics, stacked, li, 143–44

lines, 47

paragraphs, 47

placeholder text, 47, 63

placeholders, xlii, 51–52

shapes, 133

slides, with transitions, 157

subpoints, 47, 48

text, 47

titles, 47

words, 47, 48

Selection And Visibility task pane, 63, 65, 144

selection boxes, 43

Selection Pane button, 144

self-running presentations, 219

sending presentations as e-mail, lv, 182

Send To Back button, 143, 197

service options, 258

Set Hyperlink ScreenTip dialog box, 238

Set Page Title dialog box, 247

Set Up Show dialog box, 219, 232

Set Up Slide Show button, 219

Shading button, 95

shadow effect, 121

Shape Fill arrow, 136

Shape Fill button, 110

Shape Height box, 120, 127

Shape Outline arrow, 138, 139

Shape Styles gallery, 134

shapes, 132. See also graphics

adjusting, 133

attributes, applying to another shape, 134

borders, 134

button, deactivating, 134

changing, l, 137

coloring, l, 136

connecting, l

connection lines, adding arrows to ends of, 138

connection lines, drawing, 137

connection points, 134

copying, 133, 137

creating, l, 132

customizing, in diagrams, 108

default, setting as, 134

defi ned, 272

deleting from diagrams, 108

Slide Sorter view 293

drawing, l, 132

duplicating, l

fl ipping, 133, 136

grouping, li

moving, 133, 137

resizing, 133

rotating, 133

selecting, 133

text in, l, 133

texture, l

Shapes button, 134, 242, 250

Shapes gallery, 137, 242

SharePoint, 258. See also document workspaces

sharing slides. See slide libraries

Show Markup button, 178

shrinking

graphics, 117, 123

pictures, 129

text to fi t (see AutoFit)

signatures, digital, 184, 270

Size And Position dialog box, 120, 127

sizing

charts, xlviii

clip art, xlviii, 120

graphics, 120

pictures, xlix, 127–28

placeholders, xliv

text boxes, xlii

sizing handles, 133, 272

skipping slides, lviii, 170, 213–15, 241

slide backgrounds

applying, 88

customizing, 86

defi ned, 269

pictures, xlvi, lvi, 86

shade, xlvi

texture, 88

Slide gallery, 206

slide layout

applying, 75

changing, xlv, 74

creating, 202

default, xl

default, restoring, xlv

elements, adding, 74

inserting new, 203

master, creating, lvii

renaming, 206

resetting, 74, 76

slide libraries

defi ned, 272

inserting slides from, 38

storing slides in, 38

Slide Master, 194

defi ned, 272

fonts, lvii

hyperlinks, attaching to, 239

Slide Master button, 195, 239

Slide Master view, 195

closing, 196

defi ned, 272

displaying, 197

Slide pane, 5, 272

Slide Show button, 18, 157, 161, 215, 216, 229, 237

Slide Show tab, 10

Slide Show view, 14, 272

slide shows. See also presentations

advancing slides in, 18

automatic control, 215

black slide at end, removing, 19, 230

custom (see custom slide shows)

drawing on (see pen tool)

ending, 215, 228

hiding sounds during, 160

keyboard shortcuts for, 229

looping, 219

manual control, 215

navigating in, 211, 215, 228–29

pausing, 216

personalized for audiences (see custom slide shows)

pop-up toolbar, 228, 230

rehearsing, lix, 216–18

slides, jumping to, 229

starting, 215, 228

toolbar, displaying during, 228, 230

viewing presentations as, xxxix

Slide Sorter button, 17, 78, 157, 216

Slide Sorter view, 14

defi ned, 272

rearranging presentations in, 77

rearranging slides in, xlv

switching to, 78

294 slide timings

slide timings

applying, 216–17

changing, 218

defi ned, 272


setting, lviii

slides

adding, xl–xli, 30, 32–34, 45–46

animations (see animations)

as pictures, 123

backgrounds (see backgrounds)

black and white, previewing in, 169

bullet point on previous slide, converting to, xli

deleting, xli, 33

design, changing basic (see masters)

displaying, 13

drawing on (see pen tool)

footers on (see footers)

framing, in printed presentation, 170

graphics on (see graphics)

headings on (see titles)

hidden, lviii, 213

hidden, in custom slide shows, 214

hidden, displaying, 215

hidden, hyperlinking to, 241

hidden, printing, 170

inserting, xli

layout of (see slide layout)

magnifi cation, changing, 16

masters (see masters)

navigating, xlv, 12–13, 78

objects on (see placeholders)

paper size for printing, 168, 170

placeholders in (see placeholders)

printing, liii, 168–69

rearranging, xlv, 77

repeating information at bottom of (see footers)

reusing, xli, 35

in slide libraries, 38, 272

time between, lviii–lix, 216–18, 272

title, 273

titles on (see titles)

transitions, lii, 156–58

typing in, 44 (see also entering text)

zooming in, 16

Slides tab, 272

SmartArt. See diagrams

SmartArt gallery, 111

SmartArt Styles gallery, 113

Smart Tag Actions button, 58

smart tags

defi ned, 272

settings for, 58

viewing available, 58

Sound button, 159, 161, 162

sound clips

hiding, lii

inserting, lii, 158

moving, lii

playing on point to slide title, lxi

sounds, 158

in animations, 155



hiding, lii, 160

icons, formatting, 159

inserting, lii, 158

moving, lii

narrations, liii, 162

playing, 159–60

playing on point to slide title, lxi

recording, 162

testing, 159

in transitions, 157

visual effects, adding to, 161

source documents, 272

source programs, 272

spacing

paragraph, 67

text, 67, 70

speaker notes. See also comments

adding, lix, 15

creating, 220

headers, 223

masters for, 220

non-text, 220

pictures, adding, lix, 221

printing, lix, 170, 223

tables, adding to, 221

zooming, 221

Spelling button, 59, 61

testing sounds 295

spelling checker, 43. See also checking spelling

AutoCorrect, adding entries to, 61

built-in dictionaries, 59

default settings, 59

displaying possible spellings of underlined words, 59

for entire presentation, xliii

language, setting, 61

misspelled words, correcting, xliii, 60

settings, adjusting, lxii, 256

supplemental dictionary, adding words to, 59

turning off, 59

Spelling dialog box, 59, 61

Split Cells button, 95

splitting

defi ned, 272

table cells, xlvii, 95

squares, 132. See also shapes

stacked graphics, li, 143–44

Start button, 6

starting

custom slide shows, 214

PowerPoint, 2

slide shows, 215, 228

status bar

customizing, 4

defi ned, 272

storing. See saving

styles, table, 94–95

stylized text. See WordArt

subpoints

animations, applying, 154

bullet points, changing to, 46

creating, xli, 46

defi ned, 272

selecting, 47–48

substituting words, 63–64

supplemental dictionary, 59. See also checking spelling; spelling checker

Switch Windows button, 19

switching

printers, 169

views, xxxix

windows, 19

Symbol dialog box, 200

synonyms, looking up. See Thesaurus

Ttab groups. See Ribbon

Table button, 221

table cells, xlvii, 92, 95

table rows, xlvi–xlvii, 95

Table Style gallery, 94

tables, 92

banding, turning off, 94

borders, 95

centering text in, 95

colors, applying, 95

column headings in, 92

columns, deleting, 95

creating, xlvi

defi ned, 91, 272

deleting columns/rows, 95

entering data in, 92, 93

inserting, 93

notes, adding to, 221

row headings in, 92

setting up, 93

stripes, turning off, 94

structure of, 92

styles, xlvi, 94–95

Word, inserting, 92

tabs

defi ned, 272

groups, 3

groups, hidden, 4

Tag Image File Format (TIFF) fi les, 124

tags, HTML, 245, 273

tasks, 181

team workspaces. See document workspaces

telephone numbers. See smart tags

templates. See also masters; themes

defi ned, 269, 273

downloading from Offi ce Online, 26–27, 31

presentations, creating from, xl, lviii, 29–30

saving, lviii

saving presentations as, 207

for slide layout (see slide layout)

storage locations, 207

testing sounds, 159

296 text

text. See also text boxes

aligning, xliv

aligning evenly on both sides, 66

animating (see animations)

bolding, xliv

coloring, xliv

copying, 47

cutting, 49

deleting, 43, 48

dragging, 49

editing, xli–xlii, 50

entering (see entering text)

fancy (see WordArt)

fi nding, 63, 64

inserting, 47

italicizing, xliv, 71, 204

justifying, 66

maintaining size consistency, 66

Mini toolbar for formatting, 48

moving, 49

pasting, 49

in placeholders, aligning, 66

in placeholders, selecting, 47, 63

red underlining (see checking spelling; spelling checker)

replacing, 47–48, 63–64

selecting, 47

sizing, manually, 66

sizing, to fi t (see AutoFit)

special effects for (see WordArt)

stylized (see WordArt)

in text boxes, 50, 54

vertical spacing, 67, 70

WordArt (see WordArt)

wrapping, 50

Text Box button, 50, 52, 128, 136

text boxes. See also text

angle, changing, 51, 52

borders, xlii, 51, 53

copying, 51

creating, xlii, 50, 52

default settings, 54

defi ned, 273

deselecting, 51, 54

editing text in, 50


font, formatting, 54

formatting text in, 54

handles, dragging, 50

inserting, 136

moving, xlii, 51

orienting, 51, 52

resizing, 50, 69

rotating, xlii, 51–52

shape, changing, 50

sizing, xlii

switching from editing text in, 50

text in, shrinking to fi t, 50

wrapping text in, 50

text case, xliv

Text Effects button, 142

Text Fill arrow, 142

Text Outline arrow, 142

text placeholders, 204. See also placeholders

Texture gallery, 88

textures

in backgrounds, 88

pictures as, 86

Theme Colors gallery, 190–91

Theme Fonts gallery, 190, 193, 198

themes, 190. See also color schemes

applying, 80, 193

changing, xlv

changing, but retaining custom colors, 86

colors, adding, 191

custom, xlvi, lvi

default, setting as, 190

defi ned, 79

deleting, 194

effects, applying, 84

fonts in, creating, 193

fonts in, viewing, 84

naming, 193

previewing, 79

previewing, without applying, 9

saving, lvi, 193

Themes gallery, 9, 79, 86, 132, 190

Thesaurus, xliii, 59

defi ned, 273

displaying, 62

Thesaurus button, 62

35mm, printing slides as, 168

views 297

three-dimensional text. See WordArt

thumbnails, 6

defi ned, 273

previewing presentations as, 14

viewing presentations as, 5, 271

tick-mark labels, 100, 273. See also Excel worksheets

timings, slide

applying, 216–17

changing, 218

defi ned, 272


setting, lviii

title bar, 3, 273

title slides, 273

titles, 42

bullet points, changing to, 46

bullet points under, collapsing, xlv

defi ned, 273

entering, 43–44

selecting, 47

toolbars. See Quick Access Toolbar; Ribbon

Transition gallery, 156

transitions, 156

applying, lii, 157

selecting all slides with, 157

sounds, adding, lii, 157

speed, setting, lii, 158

turning off, 157

Transition Sound button, 157

Transition Speed button, 158

Transitions gallery, 156

translating words into different languages, 62

TrueType fonts including when packaging for CD, 225, 227

trusted locations

for opening fi les, lxiii

specifying, 259

turning. See rotating

turning off

AutoFit, 66

gridlines, 146

Mini toolbar, 254

pen tool, 232

spelling checker, 59

status bar items, 4

transitions, 157

typefaces. See fonts

Uunderlining text, 54

Undo button, 47, 49

undoing, xlii, 48

ungrouping

defi ned, 273

graphics, 139

Uniform Resource Locators (URLs). See hyperlinks

unselecting

placeholders, 52

text boxes, 51, 54

updating

charts, 104

Offi ce programs, lxiii, 260

presentations, in document workspaces, 181

uppercase, 71

URLs. See hyperlinks

user name



Vvertical text spacing, 67, 70

video clips, 162



looping, liii, 165

pausing, 164



previewing, 163

View toolbar, 5, 273

views. See also Normal view; Slide Show view; Slide Sorter view

defi ned, 5

switching between, xxxix, 15

298 Web browsers

WWeb browsers, 245. See also document workspaces

defi ned, 273

presentations, displaying in, 246

Web links

appearance of, 237


between slides, lxi


defi ned, 270

deletion of, 236



to e-mail addresses, lx, 236

to fi les, 238

following, 238

footers and, 239


inserting, 236

jumping to, 238






Web Options dialog box, 248

Web pages

banners, printing slides as, 168

FTP sites, saving to, 246

hyperlinks to, inserting, 238


Web presentations

browser compatibility, 248

colors, choosing, 248

creating, lxi

displaying, 246

editing, 246

naming, 246–47

navigation controls, 248

navigation frame, 246

opening, 249

saving, 246

settings, 258

titles of, 246–47

windows, switching between, 19

Word outlines

converting into presentations, xli, 33

presentations, starting from, 35

Word tables, xlvii, 92

WordArt

coloring, 142

defi ned, 273

inserting, li, 140

outline color, 142

styles, 141

text, adjusting slant of, 142

text, entering, 141

text effects, applying, 142

WordArt button, 140

WordArt gallery, 140

words. See also text

fi nding, 63–64

formatting individually, 67

replacing, 64

selecting, 47–48

worksheets, Excel

charts, creating with (see charts)

elements of, 100


inserting, 96


working with, 99

wrapping text, 50

Xx-axis/y-axis, 273

XML data, removing from display, 185

Zz-axis, 273

Zoom button, 18

Zoom dialog box, 18, 221

Zoom In button, 18, 78

Zoom Out button, 18

zooming

in notes, 221

in presentations, xxxix

in Print Preview, liii, 171

in slides, 16, 78

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