PowerPoint Patrice-Anne Rutledge. 800 East 96th Street, Indianapolis, Indiana 46240

Transcription

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2 PowerPoint 2013 Patrice-Anne Rutledge 800 East 96th Street, Indianapolis, Indiana 46240

3 PowerPoint 2013 Absolute Beginner s Guide Copyright 2013 by Pearson Education, Inc. All rights reserved. No part of this book shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, recording, or otherwise, without written permission from the publisher. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein. ISBN-13: ISBN-10: Library of Congress Cataloging-in-Publication Data is on file. Printed in the United States of America First Printing: February 2013 Trademarks All terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. Que Publishing cannot attest to the accuracy of this information. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark. Warning and Disclaimer Every effort has been made to make this book as complete and as accurate as possible, but no warranty or fitness is implied. The information provided is on an as is basis. The author and the publisher shall have neither liability nor responsibility to any person or entity with respect to any loss or damages arising from the information contained in this book. Bulk Sales Que Publishing offers excellent discounts on this book when ordered in quantity for bulk purchases or special sales. For more information, please contact Editor-in-Chief Greg Wiegand Acquisitions Editor Michelle Newcomb Development Editor Charlotte Kughen Managing Editor Sandra Schroeder Project Editor Mandie Frank Copy Editor Bart Reed Indexer Tim Wright Proofreader Jess DeGabriele Technical Editors Geetesh Bajaj Vince Averello Editorial Assistant Cindy Teeters Designer Anne Jones Compositor TnT Design, Inc. U.S. Corporate and Government Sales corpsales@pearsontechgroup.com For sales outside of the U.S., please contact International Sales international@pearsoned.com

4 Contents at a Glance Introduction... 1 Part I: PowerPoint 2013 Basics 1 Introducing PowerPoint Creating a Basic Presentation...19 Part II: Editing and Formatting Presentations 3 Customizing Themes and Backgrounds Working with Text Formatting and Organizing Objects, Slides, and Presentations Working with Tables Outlining Presentations Reviewing Presentations Part III: Working with Images, Illustrations, and Media 9 Working with Pictures Working with Shapes Working with SmartArt Working with Charts Working with Audio and Video Working with Animation and Transitions Part IV: Making Presentations 15 Presenting a Slide Show Creating and Printing Presentation Materials Sharing Presentations Part V: Maximizing the Power of PowerPoint 18 Working with Hyperlinks and Action Buttons Customizing PowerPoint Accessing PowerPoint on the Web and Mobile Devices Extending PowerPoint with Third-Party Tools Index...335

5 iv Table of Contents Introduction...1 Who This Book Is For... 2 How This Book Is Organized... 2 Conventions Used in This Book... 3 I PowerPoint 2013 Basics 1 Introducing PowerPoint Understanding What PowerPoint Can Do... 6 Exploring New PowerPoint 2013 Features... 6 Getting Started with PowerPoint... 7 Exploring the Start Screen... 7 Setting Up Your PowerPoint Account... 8 Using the Ribbon Tabs...10 Using Backstage View...12 Using Toolbars...12 Using Task Panes...13 Understanding PowerPoint Views...14 Getting Help Creating a Basic Presentation...19 Understanding PowerPoint Presentations...20 Understanding Themes...20 Understanding Templates...21 Understanding Slide Layouts...21 Creating a Presentation...23 Creating a Presentation with a Theme...24 Creating a Presentation from an Online Template or Theme...26 Creating a Presentation from Scratch...27 Adding Slides to Your Presentation...28 Adding Sections to Your Presentation...29 Collapsing and Expanding Sections...31 Removing Sections...31 Managing Presentations...31 Exploring PowerPoint File Formats...31 Saving a Presentation to Your Computer...33 Saving as a PDF or XPS Document...35 Changing to Another File Type...38

6 v Opening a Presentation...39 Renaming a Presentation...41 Closing a Presentation...41 Deleting a Presentation...41 II Editing and Formatting Presentations 3 Customizing Themes and Backgrounds...43 Applying a New Theme to Your Presentation...44 Applying Multiple Themes to a Single Presentation...45 Applying a New Theme Variant...46 Formatting Presentation Backgrounds...46 Formatting Your Presentation s Background...46 Omitting Background Graphics...47 Resetting a Background...48 Customizing Themes...48 Customizing Theme Color Schemes...48 Customizing Theme Fonts...51 Customizing Theme Effects...53 Working with Custom Themes Working with Text...57 Adding Text to a Placeholder...58 Using AutoFit...58 Using Text Boxes...59 Inserting a Text Box...59 Moving and Resizing a Text Box...60 Formatting a Text Box...60 Formatting Text...61 Enhancing Presentation Text...62 Using the Formatting Tools on the Home Tab...62 Formatting Text with Options in the Font Dialog Box...64 Formatting Text with Options in the Paragraph Dialog Box...66 Formatting Text with the Mini Toolbar...67 Using Bullets...67 Changing the Bullet Style of Selected Text...68 Applying Picture Bullets...69 Applying Character Bullets...70 Using Numbered Lists...71

7 vi POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Using WordArt...72 Inserting WordArt...72 Formatting WordArt...73 Proofing Your Text...74 Setting Spelling Check Options...74 Checking Your Spelling...75 Looking Up a Synonym in the Thesaurus Formatting and Organizing Objects, Slides, and Presentations...79 Manipulating Objects...80 Cutting an Object...80 Copying an Object...80 Pasting an Object...80 Moving and Resizing an Object...82 Arranging Objects...82 Layering Objects...82 Grouping Objects...83 Aligning Objects...84 Rotating and Flipping Objects...85 Using the Selection Pane...86 Working with Gridlines and Guides...87 Using Smart Guides...88 Using the Grid and Guides Dialog Box...88 Organizing Slides...89 Using Slide Sorter View...90 Copying and Moving Slides from One Presentation to Another...91 Deleting Slides...92 Changing Slide Size Working with Tables...95 Understanding Tables...96 Inserting a Table...96 Drawing Custom Tables...98 Inserting Excel Spreadsheets...99 Formatting Tables Setting Table Style Options Applying a Table Style Creating a Border Setting Table Fill Color Applying Table Effects Working with Columns and Rows...105

8 TABLE OF CONTENTS vii Merging and Splitting Cells Specifying Other Layout Options Adding Bulleted and Numbered Lists Within Tables Deleting Tables and Table Contents Outlining Presentations Creating an Effective Presentation Outline Using Outline View Modifying Your Outline Promoting and Demoting Outline Points Moving Outline Points Up and Down Collapsing and Expanding Outline Points Showing Slide Formatting Inserting an Outline from Another Application Reviewing Presentations Understanding PowerPoint Reviewing Tools Working with Comments Adding Comments to Slides Reviewing Comments Editing and Replying to Comments Deleting Comments Hiding Comments Comparing Presentations Working with the Revisions Pane Viewing Revisions Accepting Changes Rejecting Changes Ending the Review III Working with Images, Illustrations, and Media 9 Working with Pictures Understanding PowerPoint Pictures Inserting Pictures Inserting Online Pictures Inserting Pictures from the Office.com Clip Art Collection Inserting Pictures from the Bing Image Search Inserting Pictures from Your SkyDrive Account Inserting Screenshots...136

9 viii POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Creating a Presentation from a Photo Album Modifying Pictures Adjusting Pictures Applying Artistic Effects Compressing Pictures Changing to a Different Picture Resetting a Picture Working with Picture Styles Arranging Pictures Cropping Pictures Modifying a Picture s Height and Width Using the Format Picture Pane Working with Shapes Inserting Shapes Inserting Lines and Arrows Inserting Rectangles and Ovals Formatting Shapes Using the Drawing Tools Format Tab Working with Shape Quick Styles Specifying Shape Fill Color Specifying Shape Outlines Applying Shape Effects Editing Shapes Merging Shapes Using the Format Shape Pane Working with SmartArt Understanding SmartArt Graphics Inserting Smart Art Graphics Modifying and Formatting SmartArt Graphics Using SmartArt Design Tools Formatting SmartArt Graphics Working with Charts Understanding Charts Understanding Chart Terminology Understanding Chart Types Inserting Charts Inserting a Chart from Excel Modifying and Formatting Charts Displaying, Hiding, and Modifying Chart Elements Modifying Chart Design...190

10 TABLE OF CONTENTS ix Formatting Charts Applying Chart Filters Saving Your Chart as a Template Working with Audio and Video Understanding Audio and Video Formats Inserting Audio Clips Inserting Online Audio Inserting Audio Clips from Your Computer Recording Audio Clips Deleting Audio Clips Inserting Video Clips Inserting Online Video Inserting a Video Clip from Your Computer Deleting a Video Clip Formatting Audio and Video Clips Adjusting Audio and Video Clips Specifying a Video Poster Frame Working with Audio and Video Styles Arranging Audio and Video Clips Resizing Audio and Video Clips Specifying Audio and Video Playback Options Playing a Clip Adding a Bookmark Editing Audio and Video Clips Specifying Audio and Video Options Compressing Media Files for Improved Performance Creating Videos from PowerPoint Presentations Working with Animation and Transitions Understanding Animation and Transitions Setting Slide Transitions Applying Animation to Objects Customizing Animations on the Animation Pane Setting Additional Effects Setting Timings Animating Charts Animating Text Animating SmartArt Graphics Animating Audio and Video Files Viewing the Advanced Timeline...226

11 x POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Managing Animations Reordering Animations Modifying Animations Removing Animations Reusing Animations with the Animation Painter IV Making Presentations 15 Presenting a Slide Show Exploring the Slide Show Tab Setting Up a Show Rehearsing Timings Using Timings Deleting Timings Recording Voice Narrations Rerecording Narrations Playing Narrations Deleting Narrations Creating Custom Shows Viewing Your Show Navigating a Show Full Screen Setting Pointer Options Using the Onscreen Pen to Mark Your Presentation Presenting Online Exploring Presenter View Packaging a Presentation onto a CD Creating and Printing Presentation Materials Understanding PowerPoint Printing Options Printing PowerPoint Presentations Preparing to Print Customizing Headers and Footers Previewing a PowerPoint Presentation Printing Your Presentation Creating Handouts in Microsoft Word Sharing Presentations Preparing Your Presentation for Sharing Protecting Your Presentation Inspecting Your Presentation...267

12 TABLE OF CONTENTS xi Checking Your Presentation for Accessibility Running the Compatibility Checker Sharing Your Presentation with Others Sharing Presentations with Others Sharing via a Link Sharing on Social Networks Sharing via Other Ways to Share Your PowerPoint Presentations V Maximizing the Power of PowerPoint 18 Working with Hyperlinks and Action Buttons Working with Hyperlinks Inserting Hyperlinks Inserting Hyperlinks to an External Website Inserting Hyperlinks to Another Slide in Your Presentation Inserting Hyperlinks to Other Files Inserting a Hyperlink to an Address Creating Invisible Text Hyperlinks Customizing Hyperlink ScreenTips Modifying Hyperlinks Removing Hyperlinks Using Action Settings Using Action Buttons Testing Hyperlinks and Action Settings Customizing PowerPoint Working with the Quick Access Toolbar Moving the Quick Access Toolbar Adding and Removing Quick Access Toolbar Commands Setting PowerPoint Options Personalizing PowerPoint Setting Proofing Options Setting Save Options Setting Language Options Setting Advanced Options Customizing the Ribbon Customizing the Quick Access Toolbar Setting Add-In Options Setting Trust Center Options...310

13 xii POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Setting Presentation Properties Working with Slide Masters Modifying the Slide Master Adding a Slide Master Creating a Custom Layout Renaming a Slide Master or Layout Duplicating a Slide Master or Layout Deleting a Slide Master or Layout Preserving a Slide Master Applying a Theme to a Slide Master Modifying the Handout and Notes Masters Accessing PowerPoint on the Web and Mobile Devices Using SkyDrive Getting Started with SkyDrive Adding Files to SkyDrive Creating a New Presentation in SkyDrive Using the Microsoft PowerPoint Web App Exploring the PowerPoint Web App Editing Presentations in the PowerPoint Web App Extending PowerPoint with Third-Party Tools Extending PowerPoint with Third-Party Software Camtasia Studio Articulate Studio Adobe Presenter Getting Creative with Third-Party Templates, Backgrounds, and Clip Art Enhancing Your PowerPoint Experience with External Hardware Impatica ShowMate TurningPoint Papershow Laser Mouse Integrating PowerPoint with Twitter Poll Everywhere SAP PowerPoint Twitter Tools Index

14 xiii About the Author Patrice-Anne Rutledge is a business technology author and consultant who specializes in teaching others to maximize the power of new technologies. Patrice has used and has trained others to use PowerPoint for many years, designing presentations for meetings, seminars, trade shows, and worldwide audiences. She is also the author of five previous books about PowerPoint for Pearson Education. She can be reached through her website at Dedication To my family, with thanks for their ongoing support and encouragement. Acknowledgments Special thanks to Michelle Newcomb, Geetesh Bajaj, Charlotte Kughen, Vince Averello, Mandie Frank, and Bart Reed for their feedback, suggestions, and attention to detail.

15 xiv POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE We Want to Hear from You! As the reader of this book, you are our most important critic and commentator. We value your opinion and want to know what we re doing right, what we could do better, what areas you d like to see us publish in, and any other words of wisdom you re willing to pass our way. We welcome your comments. You can or write to let us know what you did or didn t like about this book as well as what we can do to make our books better. Please note that we cannot help you with technical problems related to the topic of this book. When you write, please be sure to include this book s title and author as well as your name and address. We will carefully review your comments and share them with the author and editors who worked on the book. feedback@quepublishing.com Mail: Que Publishing ATTN: Reader Feedback 800 East 96th Street Indianapolis, IN USA Reader Services Visit our website and register this book at quepublishing.com/register for convenient access to any updates, downloads, or errata that might be available for this book.

16 INTRODUCTION Microsoft PowerPoint 2013 is part of Microsoft s latest suite of business software applications, Microsoft Office Using PowerPoint, you can quickly create a basic slide show or delve into sophisticated features to create a customized presentation. Because PowerPoint is part of the Microsoft Office suite of products, you ll find it to be very familiar and intuitive to use if you already work with any other Office application such as Word or Excel. Microsoft PowerPoint 2013 Absolute Beginner s Guide is designed to get you up and running on PowerPoint as quickly as possible. This book starts with presentation basics and then introduces you to the many new features of PowerPoint These features can give your presentations the wow factor, enable you to collaborate with colleagues around the world, and extend the power of PowerPoint with thirdparty applications. Because knowing how to use the software is just part of creating a successful presentation, Microsoft PowerPoint 2013 Absolute Beginner s Guide also provides tips on presentation design, content, rehearsal, and delivery. For now, turn to Chapter 1, Introducing PowerPoint 2013, to get started with this powerful presentation tool.

17 2 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Who This Book Is For This book is for you if You want to become productive with the latest version of PowerPoint as quickly as possible and are short on time. You re new to PowerPoint and need to learn the basics in an easy-tounderstand format. You want to move beyond a basic bulleted list presentation and make the most of PowerPoint s many design features. How This Book Is Organized PowerPoint 2013 Absolute Beginner s Guide is divided into five parts. Part I, PowerPoint 2013 Basics, introduces the fundamentals of using PowerPoint, such as navigating, using views, getting help, creating a basic presentation, and saving and opening files. If you re an experienced computer user, but are new to PowerPoint, these chapters will get you up and running quickly. If you ve used PowerPoint extensively in the past, they can serve as a quick review and introduce you to the new, exciting features of PowerPoint In Part II, Editing and Formatting Presentations, you continue on to the most essential, and universally used, features of PowerPoint formatting, organizing, and adding content to your slides. You find out how to work with text and tables, organize with Outline view, and customize and format your presentation. Next, you can start exploring some of PowerPoint s more advanced capabilities. Part III, Working with Pictures, Illustrations, and Media, introduces you to techniques you can use to make your presentations more creative. For example, you can add charts including organizational charts to provide additional information in a presentation. Or you can add photos, videos, audio, and animation for a complete multimedia effect. For a finishing touch, you can format, customize, and add a variety of special effects to these media objects. Part IV, Making Presentations, takes you to the logical next step the actual delivery of a presentation. You discover how to easily set up a slide show, create timings and narrations, preview your work, present online, and even create portable PowerPoint presentations to display from another computer. Finally, you find out how to create a variety of printed material, such as notes and handouts, to go with your show.

18 INTRODUCTION 3 Part V, Maximizing the Power of PowerPoint, shows you how to customize PowerPoint, access PowerPoint on the Web and from mobile devices, as well as use Microsoft add-ins and third-party tools that enhance your PowerPoint experience. Conventions Used in This Book Microsoft PowerPoint 2013 Absolute Beginner s Guide uses a number of conventions to provide you with special information. These include the following elements. TIP Tips offer suggestions for making things easier or provide alternative ways to perform a particular task. NOTE Notes provide additional, more detailed information about a specific PowerPoint feature. CAUTION Cautions warn you about potential problems that might occur and offer advice on how to avoid these problems.

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20 IN THIS CHAPTER Understanding SmartArt Graphics Inserting SmartArt Graphics Modifying and Formatting SmartArt Graphics 11 WORKING WITH SMARTART SmartArt offers a unique opportunity to present slide content, such as an organization chart or a process, in a way that makes the most of PowerPoint s many sophisticated design features.

21 170 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Understanding SmartArt Graphics SmartArt takes the power and flexibility of PowerPoint shapes one step further. SmartArt enables you to combine shapes and text to create informative lists, matrices, pyramids, and more. Then, using PowerPoint s many shape and text formatting options, you can create a custom graphic that both conveys your message and gives your presentation the wow factor. For example, you can create a detailed organization chart with SmartArt (see Figure 11.1). Or you can create a graphic that explains a step-by-step process (see Figure 11.2). FIGURE 11.1 Use one of SmartArt s many organization chart layouts.

22 CHAPTER 11 WORKING WITH SMARTART 171 FIGURE 11.2 Highlight a process in your presentation. Table 11.1 lists the PowerPoint SmartArt types, each offering a variety of layouts to choose from. TABLE 11.1 PowerPoint SmartArt Types Choose This SmartArt Type List Process Cycle Hierarchy Relationship Matrix Pyramid Picture To Display Nonsequential data Steps in a process or a sequential timeline An ongoing process Hierarchical data such as an organizational chart Connected data Parts in relation to a whole Proportions from small to large A graphical representation of data

23 172 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Inserting Smart Art Graphics The fastest way to add a SmartArt graphic to your presentation is to apply a slide layout that contains the content palette. See Chapter 2, Creating a Basic Presentation, for more information about PowerPoint slide layouts. To insert a SmartArt graphic, follow these steps: 1. On the Home tab, click the down arrow below the New Slide button, and then choose an appropriate layout from the gallery that appears. For example, you could choose the Title and Content layout, the Two Content layout, or the Content with Caption layout. 2. On your new slide, click the Insert a SmartArt Graphic button on the content palette, as shown in Figure The Choose a SmartArt Graphic dialog box opens (see Figure 11.4). Insert SmartArt FIGURE 11.3 Use the content palette as an easy starting point for inserting SmartArt. FIGURE 11.4 Choose from a variety of SmartArt graphic layouts. 3. In the Choose a SmartArt Graphic dialog box, select the button for the SmartArt layout types you want to view. Alternatively, select the All button to scroll through a list of all options. Refer to Table 11.1 for an explanation of each SmartArt type.

24 CHAPTER 11 WORKING WITH SMARTART 173 NOTE If you re new to SmartArt, it s often difficult to determine which graphic best suits your needs. When you click each graphic icon in the Choose a SmartArt Graphic dialog box, the right side of the screen displays a detailed example of the selected SmartArt graphic and describes its use in the box below. Reviewing all your options at least once gives you a clearer idea of what s available and can provide some inspiration as well. 4. Select the icon for the graphic type you want to insert, and click the OK button. The graphic appears on your slide (see Figure 11.5). Enter text in the placeholder Click to add a picture FIGURE 11.5 A blank SmartArt graphic appears on your slide. Each SmartArt graphic includes text placeholders where you can enter the appropriate text. To enter text, click the [Text] placeholder and start typing. If you enter more text than the shape can hold, PowerPoint resizes the text. You can also enter text in the Text pane, described in the section, Using the Text Pane, later in this chapter. If you choose a graphic that includes pictures, click the picture placeholder to open the Insert Pictures dialog box. Modifying and Formatting SmartArt Graphics PowerPoint offers two contextual tabs that enable you to modify the design and format of your SmartArt graphics: the SmartArt Tools Design tab and the SmartArt Tools Format tab.

25 174 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Note that these contextual tabs appear only when you have selected a graphic. If they disappear, select your graphic again to view them. Also, be aware that depending on your choice of SmartArt graphic, not all options are available on the SmartArt Tools tabs. TIP You can also apply animation effects to your SmartArt graphic, such as having the graphic fly in to the slide. Learn more in Chapter 14, Working with Animation and Transitions. Using SmartArt Design Tools The SmartArt Tools Design tab, as shown in Figure 11.6, enables you to create additional graphic objects, specify layout and style options, and convert your SmartArt graphic to other formats. FIGURE 11.6 The SmartArt Tools Design tab is one of two SmartArt Tools contextual tabs. Adding a Shape to a SmartArt Graphic Although SmartArt graphics already contain shapes by default, you can add more shapes if you need. For example, you could create a basic cycle graphic, which comes with five shapes, and then decide you need to add a sixth. To add a shape to a SmartArt graphic, follow these steps: 1. Select the SmartArt graphic to which you want to add a shape. 2. On the SmartArt Tools Design tab, click the down arrow to the right of the Add Shape button to display a menu of options. 3. Select from the following menu choices: Add Shape After Add an identical shape after a selected shape. Add Shape Before Add an identical shape before a selected shape. Add Shape Above Add an identical shape above a selected shape. Add Shape Below Add an identical shape below a selected shape. Add Assistant Add an assistant shape to an organization chart.

26 CHAPTER 11 WORKING WITH SMARTART 175 NOTE The options available are based on your choice of SmartArt. For example, the Add Assistant menu option is available only if your graphic is an organization chart. If you want to place an additional shape in the default location for your graphic type (such as at the end of a list), you can click the Add Shape button directly, without viewing the menu options. Adding Bullets If your SmartArt graphic supports bulleted lists, you can add a text bullet by clicking the Add Bullet button on the SmartArt Tools Design tab. You must select a specific graphic object for this button to become active. Using the Text Pane Although you can enter text directly on your SmartArt graphic, using the Text pane is a good idea if you have a lot of text or your graphic is more complex. To open the Text pane, click the Text Pane button on the SmartArt Tools Design tab. Figure 11.7 shows a sample Text pane. FIGURE 11.7 Edit and organize text on the Text pane. In this pane, you can enter and revise text, use the buttons in the Create Graphic group to promote or demote objects, and edit any pictures if you selected a graphic type that includes pictures. To close the Text pane, click the Close button (x) in the upper-right corner or click the Text Pane button on the SmartArt Tools Design tab again, which acts as a toggle.

27 176 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Organizing SmartArt Content The Create Graphic group on the SmartArt Tools Design tab (refer to Figure 11.6) also includes several buttons that help you organize the content in your graphic. For example, you can promote, demote, or reorder objects to customize your graphic exactly the way you want. Be aware that like other options on the SmartArt Tools Design tab, the availability of these buttons depends on your graphic type and what object is selected. The buttons include the following: Promote Move selected object up a level. You can also use this with the Text pane. Demote Move selected object down a level. You can also use this with the Text pane. Right to Left Change layout from the right to the left. Move Up Move selected object up in a sequence. Move Down Move selected object down in a sequence. Layout Modify the layout of an organization chart, such as displaying subordinates to the left or to the right. Modifying Your SmartArt Layout The Layouts group on the SmartArt Tools Design tab offers several layout options that you can apply to your SmartArt graphic. Three options appear on the tab itself, but you can click the down arrow to the right of the group to open a gallery of additional options. Pause the mouse over each option to preview it on your slide. These layouts correspond to the layouts that appear on the Choose a SmartArt Graphic dialog box. Changing SmartArt Colors If you don t like your graphic s default color scheme, you can quickly change it by clicking the Change Colors button on the SmartArt Tools Design tab. Figure 11.8 shows the gallery that displays, offering color choices suited to your specific SmartArt graphic type. You can choose a primary theme color, select something more colorful, or opt for one of your theme s accent colors.

28 CHAPTER 11 WORKING WITH SMARTART 177 FIGURE 11.8 Get colorful by changing your SmartArt colors. Applying a SmartArt Style If you want to quickly dress up your SmartArt graphic, apply one of the many ready-made styles designed to complement your presentation s theme. To do so, select a style in the SmartArt Styles group on the SmartArt Tools Design tab. For more options, click the down arrow to display a gallery where you can choose a style that s a good match for your document, or try out a 3-D style. Resetting a SmartArt Graphic If you ve made a lot of changes to your SmartArt graphic and decide you don t like what you ve done, click the Reset Graphic button on the SmartArt Tools Design tab. PowerPoint deletes all the formatting changes you ve made to your graphic and restores its original format. PowerPoint doesn t delete any text you ve added, however.

29 178 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE Converting a SmartArt Graphic If you decide that you don t want to use a SmartArt graphic you created but would like to retain your text as a bulleted list, click the Convert button on the SmartArt Tools Design tab and then select Convert to Text from the menu. Another option is to convert your SmartArt graphic to a shape so that you can take advantage of shape-formatting options. To do this, click the Convert button and then select Convert to Shapes from the menu. Learn more in Chapter 10, Working with Shapes. Formatting SmartArt Graphics The SmartArt Tools Format tab, as shown in Figure 11.9, offers numerous SmartArt formatting options, many of which are shared with other PowerPoint objects. FIGURE 11.9 Create a custom look with the options on the SmartArt Tools Format tab. On this tab, you can perform the following tasks: Edit a 3-D graphic in 2-D. Format and change individual SmartArt shapes. Apply shape style, fills, outlines, and effects. Learn more in Chapter 10. Apply WordArt styles, fills, outlines, and effects to SmartArt text. Learn more in Chapter 4, Working with Text. Arrange SmartArt objects, such as moving objects forward and backward and aligning, grouping, and rotating objects. Learn more in Chapter 5, Formatting and Organizing Objects, Slides, and Presentations. Change the height and width of your SmartArt graphic by clicking the Size button. Editing in 2-D If you applied a 3-D style to your SmartArt graphic, you can temporarily return to 2-D to edit it by clicking the Edit in 2-D button on the SmartArt Tools Format tab. When you finish editing, click this button again to return to your 3-D style.

30 CHAPTER 11 WORKING WITH SMARTART 179 Changing the Appearance of SmartArt Shapes Although SmartArt graphics include default shapes, you might prefer a different shape. For example, if you select a Basic Block List, your graphic includes several basic rectangles. Your preference, however, might be rounded rectangles. To change the appearance of the shapes in your SmartArt graphic, follow these steps: 1. Select the shape or shapes you want to change. To select multiple shapes, press the Ctrl key while clicking the shapes you want to change. 2. On the SmartArt Tools Format tab, click the Change Shape button. A gallery of shape options appears, as shown in Figure FIGURE Select a new shape in this gallery. 3. Select the shape option you prefer to change your selected shapes. Resizing Shapes If you want to resize selected shapes on your graphic, click either the Larger or Smaller button on the SmartArt Tools Format tab. You can continue clicking these buttons until you reach your desired size.

31 180 POWERPOINT 2013 ABSOLUTE BEGINNER S GUIDE THE ABSOLUTE MINIMUM Here are the key points to remember from this chapter: SmartArt graphics combine shapes and text to create informative, eyecatching slide content. You can insert a SmartArt graphic from any slide layout that includes the content palette. PowerPoint s extensive SmartArt formatting tools provide hundreds of options for colors, borders, styles, and other design elements.

32 Index Numerics 2-D, editing SmartArt, D rotation effects, 161 A accepting changes to revisions, 127 accessibility, checking presentations for, 269 accessing PowerPoint on the web with SkyDrive, Account window, 8-9 action buttons, 151, 290 actions performing, testing, 291 adding borders to tables, bullets to SmartArt graphics, 175 chart elements, 190 columns to tables, 105 commands to Quick Access toolbar, comments to slides, effects to animations, files to SkyDrive, 324 guides to slides, 88 multiple themes to a single presentation, pictures, from Bing image search, from Office.com clip art collection, from SkyDrive account, 135 screenshots, 136 rows to tables, 105 sections to presentation, shapes to SmartArt graphics, slide masters, slides to presentation, 28 text to placeholder, 58 themes to presentations, add-in options, 310 adjusting audio clips, 205 picture colors, 140 video clips, 205 Adobe Presenter, 331 advanced options, Advanced Timeline, viewing, 226 aligning objects, Animation Painter, 227 animations Advanced Timeline, 226 applying to charts, 224 applying to SmartArt graphics, 225 applying to text, 225 customizing, 220 effects, adding, modifying, 227 removing, 227 reordering, 227 slide transitions, timing effects, setting, Animations pane, customizing animations, 220 applying animations to charts, 224 to objects, to SmartArt graphics, 225 to text, 225 artistic effects to pictures, 141 borders to pictures, chart filters, corrections to pictures, 140 effects to pictures, passwords to presentations, 266 Quick Layout to charts, 190 Quick Styles, shape effects, styles to pictures, 142 theme fonts, themes to slide masters, 317 area charts, 184

33 336 ARRANGING arranging audio clips, 206 pictures, 145 video clips, 206 arrows, inserting, 152 Articulate Studio, 330 artistic effects, applying to pictures, 141 audio clips adjusting, 205 arranging, 206 deleting, 200 inserting, recording, resizing, 207 audio file formats, 196 audio options, specifying, 210 AutoCorrect options, setting, Autofit, AutoFormat As You Type tab (AutoCorrect dialog box), 300 axis, 183 B backgrounds formatting, removing from pictures, 139 resetting, 48 Backstage view, 12 bar charts, 184 bevel effects, 161 Bing image search, inserting pictures, bitmap pictures, 130 block arrows, inserting, 151 bookmarks, adding to clips, 208 borders adding to tables, applying to pictures, bulleted lists adding to SmartArt graphics, 175 adding to tables, 107 character bullets, creating, creating, picture bullets, creating, buttons action buttons, 290 Paste Options button, 81 C callouts, inserting, 151 Camtasia Studio, 330 CDs, packaging presentations, cells merging, 105 splitting, 106 changing chart types, 191 character bullets, creating, charts animations, applying, 224 axis, 183 data, modifying, 191 data label, 183 data points, 183 data series, 183 elements adding, 190 displaying, hiding, modifying, filters, applying, formatting, inserting, legend, 183 plot area, 183 Quick Layout, applying, 190 templates saving, viewing, 186 type of, changing, 191 types of, 184 clip art, third party, 331 clipart.com, 332 clips bookmarking, 208 cropping, 207 editing, playing, 208 trimming, 210 closing presentations, 41 co-authoring, 272 collapsing outline points, 114 sections, 31 collating presentation printouts, 257 colors adjusting for pictures, 140 of SmartArt, changing, 176 Colors dialog box, column charts, 184 columns, inserting in tables, 105 combo charts, 184 commands, adding to Ribbon, comments adding to slides, deleting, 123 editing, 123 hiding, 124 replying to, 123 reviewing, 122

34 337 Comments group buttons (Review tab), comparing presentations, Compatibility Checker, compressing media files, pictures, content palette, 23 contextual tabs, 11 converting file formats, 38 pictures to SmartArt graphics, 145 SmartArt graphics, 178 copying objects, 80 slides to other presentations, Create Graphic group (Smart- Art Tools Design tab), 176 creating custom layouts, custom themes, handouts, 262 outlines, 110 presentations, 23 from online template, from scratch, 27 with themes, cropping clips, 207 pictures, 145 CrystalGraphics, 331 custom fill color, specifying, 157 customizing animations, 220 AutoCorrect entries, 298 hyperlink ScreenTips, 286 Quick Access toolbar, Ribbon, slide shows, themes color schemes, specifying, effects, 53 fonts, custom layouts, creating, custom tables, drawing, 98 custom themes, creating, cutting objects, 80 D data label, 183 data points, 183 data series, 183 deleting audio clips, 200 comments, 123 layouts, 316 presentations, 42 slide masters, 316 slides, 92 tables, 107 transition timings, 234 video clips, 204 voice narrations, 236 demoting subheadings, dialog box launcher, 11 dialog boxes, Grid and Guides, digital signatures, adding to presentations, 266 displaying chart elements, formatting in Outline view, 115 Document Inspector, documents, inserting hyperlinks in, drawing custom tables, 98 Drawing Tools Format tab effects, applying to shapes, fill colors, specifying, Format Shape pane, Quick Styles, applying, shape outline, specifying, duplicating layouts, 316 slide masters, 316 E editing clips, comments, 123 presentations with Power- Point web app, shapes, 163 SmartArt in 2-D, 178 effects adding to animations, to text, 62 applying to pictures, to shapes, to tables, 104 theme effects, customizing, 53 timing effects, setting for animations, hyperlinks to, inserting, presentations, sharing on,

35 338 ENCRYPTING PRESENTATIONS WITH PASSWORDS encrypting presentations with passwords, 266 enlarging font size, 62 equation shapes, inserting, 151 Excel charts, inserting, 187 tables, inserting, 99 expanding sections, 31 outline points, 114 external hardware Impatica ShowMate, 332 Laser Mouse, 333 Papershow, 333 TurningPoint, 332 Eyedropper fill, 157 F features of PowerPoint, 6-7 file formats, 31-33, 38 files adding to SkyDrive, 324 audio and video formats, 196 hyperlinks to, inserting, locating, 41 media files, compressing, save options, setting, themes, 20 fill colors setting for tables, 104 specifying, filters, applying to charts, flexibility of PowerPoint, 6 flipping objects, flowcharts, inserting, 151 Font dialog box, formatting text, Font Group buttons (Home tab), 63 fonts, 62 footers, inserting, Format Picture pane, Format Shape pane, formatting AutoFormat As You Type tab (AutoCorrect dialog), 300 backgrounds, charts, displaying in Outline view, 115 SmartArt graphics, 178 tables, borders, adding, fill color, setting, 104 text, bulleted lists, with Font dialog box options, numbered lists, with Paragraph dialog box options, 66 text boxes, WordArt, formatting tools Font Group buttons, 63 Paragraph Group buttons, 64 full screen, navigating presentations in, G galleries, 10 glow effects, 161 gradients fills, applying, 159 graphics, SmartArt bullets, adding, 175 inserting, modifying, 173 shapes, adding, Grid and Guides dialog box, gridlines, 87 grouping objects, guides, 88 H handout masters, modifying, handouts, creating in Microsoft Word, 262 headers, inserting, hiding chart elements, comments, 124 slides during presentations, 238 Highlight Click action, 289 Highlight When Mouse Over action, 289 Home tab, 62 Font Group buttons, 63 Paragraph Group buttons, 64 hue, 157 hyperlinks inserting, invisible text hyperlinks, inserting, modifying, 287 removing, 288 ScreenTips, customizing, 286 testing, 291 to an address, inserting, to other files, inserting, to other slides, inserting, 282 Hyperlink To action, 289

36 NUMBERED LISTS 339 I Impatica ShowMate, 332 inserting audio clips, charts, columns in tables, 105 footers, headers, hyperlinks, , to an address, to other files, to other slides, 282 online video, outline from other applications, pictures, from Bing image search, from Office.com clip art collection, from SkyDrive account, 135 screenshots, 136 rows in tables, 105 shapes, lines and arrows, 152 rectangles and ovals, 153 SmartArt graphics, tables, text boxes, 59 video clips, 203 WordArt, 72 inspecting presentations, integrating PowerPoint with Twitter, invisible text hyperlinks, inserting, J-K-L keyboard commands, navigating slide shows, language options, setting, 303 Laser Mouse, 333 layering objects, layout of SmartArt, modifying, 176 layout options for tables, layouts, custom layouts, creating, deleting, 316 duplicating, 316 print layout, specifying, renaming, 315 legend, 183 line charts, 184 lines, inserting, links, sharing presentations, 273 lists, creating numbered lists, live preview, 10 locating files, 41 M marking presentations with onscreen pen, Master views, 16 Math AutoCorrect tab (Auto- Correct dialog box), 301 media files, compressing, menus, Outline menu options, merging shapes, table cells, 105 Microsoft Word, creating handouts, 262 mini toolbar, 13, 67 modifying animations, 227 chart data, 191 chart elements, handout masters, hyperlinks, 287 notes masters, slide masters, SmartArt graphics, 173 moving objects, 82 Quick Access toolbar, 294 slides to other presentations, text boxes, 60 N narrations deleting, 236 playing, 236 recording, rerecording, 236 navigating presentations in full screen, new features of PowerPoint, 6-7 Normal view, 15, 89 notes masters, modifying, Notes Page view, 16 numbered lists adding to tables, 107 creating, 71-72

37 340 OBJECT ACTION ACTION O Object Action action, 289 objects aligning, animations, applying, copying, 80 cutting, 80 flipping, grouping, layering, moving, 82 pasting, resizing, 82 rotating, Office.com clip art collection audio clips, inserting, 197 pictures, inserting, omitting background graphics, 47 online audio clips, inserting, 197 online pictures, inserting from Bing image search, from SkyDrive, 135 Office.com clip art collection, online presentations, online templates, creating presentations, 26, 27 online video, inserting, onscreen pen, marking presentations, opening presentations, organizing slides, 89 SmartArt content, 176 orientation of printouts, specifying, 257 Outline menu options, outline of a shape, specifying, Outline view, 16, 90, expanding and collapsing points, 114 formatting, displaying, 115 outlines creating, 110 inserting from other applications, subheadings demoting, promoting, ovals, inserting, 153 P packaging presentations onto a CD, panes, 14 Animation pane, customizing animations, 220 Format Picture pane, Format Shape pane, Revisions pane, Selection pane, 86 Papershow, 333 Paragraph dialog box, formatting text, 66 Paragraph Group buttons (Home tab), 64 passwords, applying to presentations, 266 Paste Options button, 81 pasting objects, PDF documents, saving presentations as, performing actions, personalizing PowerPoint, 295 photo albums, creating presentations from, picture bullets, creating, picture fills, applying, 158 pictures arranging, 145 artistic effects, applying, 141 background, removing, 139 from Bing image search, inserting, bitmap, 130 borders, applying, colors, adjusting, 140 compressing, converting to SmartArt graphics, 145 corrections, applying, 140 cropping, 145 effects, applying, formats, 130 inserting, Office.com clip art collection, inserting, photo albums, creating presentations from, resetting, 142 resizing, 146 screenshots, inserting, 136 from SkyDrive account, inserting, 135 styles, applying, 142 vector pictures, 130 Picture Tools Format tab, pie charts, 184 placeholders Autofit, text, adding to, 58 playing clips, 208 voice narrations, 236 Play Sound action, 289

38 REPLYING TO COMMENTS 341 plot area, 183 pointer options, setting, Poll Everywhere, 333 poster frame, specifying, 205 PowerPoint account, setting up, 8-9 integrating with Twitter, PowerPoint web app, ppted.com, 332 preparing to print presentations, Presentation Pro, 332 presentations backgrounds, formatting, checking for accessibility, 269 closing, 41 comparing, creating, 23 from online template, from photo albums, from scratch, 27 in SkyDrive, 324 customizing, deleting, 42 file formats, 31-33, 38 full screen, viewing, inspecting, multiple themes, adding, opening, packaging on to CD, previewing, 260 printing, 261 properties, setting, renaming, 41 saving, as PDF, as XPS document, sections adding, removing, 31 sharing, , 276 co-authoring, 272 on social networks, via , with links, 273 slides adding, 28 copying to other presentations, hiding, 238 moving to other presentations, themes, adding, 24-25, videos, creating from, viewing, 238 Presenter view, presenting slide shows online, preserving slide masters, 316 preset effects, 161 previewing presentations, 260 printing options, printing presentations, print layout, specifying, promoting subheadings, Proofing tab, AutoCorrect options, proofing text, performing spelling checks, properties of presentations, setting, protecting presentations, 266 Q Quick Access toolbar, 13 commands, adding and removing, customizing, moving, 294 Quick Layout, applying to charts, 190 Quick Styles, applying, R radar charts, 184 Reading view, 16 recording audio clips, voice narrations, rectangles, inserting, reflection effects, 161 rehearsing transition timings, 233 rejecting changes to revisions, 128 removing animations, 227 background from pictures, 139 commands from Quick Access toolbar, hyperlinks, 288 sections, 31 slide transitions, 218 tables, 107 renaming layouts, 315 presentations, 41 slide masters, 315 reordering animations, 227 replacing fonts, 62 replying to comments, 123

39 342 RERECORDING VOICE NARRATIONS rerecording voice narrations, 236 resetting backgrounds, 48 SmartArt graphics, 177 resetting pictures, 142 resizing audio clips, 207 objects, 82 pictures, 146 shapes on SmartArt graphic, 179 text boxes, 60 video clips, 207 resizing slides, 92 reviewing presentations comments, 122 Review tab, Comments group buttons, Revisions pane, Review tab Comments group buttons, Compare group, revisions accepting changes to, 127 rejecting changes to, 128 viewing, 127 Revisions pane, Ribbon commands, adding, customizing, galleries, 10 live preview, 10 tabs, 10 rotating objects, rows, inserting in tables, 105 Run Macro action, 289 Run Program action, 289 S SAP PowerPoint Twitter tools, saturation, luminance, 157 save options, setting, saving chart templates, presentations, as PDF, as XPS document, scatter charts, 184 SCORM (Sharable Content Object Reference Model), 330 screenshots, inserting, 136 ScreenTips, customizing, 286 searching for files, 41 for help, 17 sections adding to presentation, collapsing, 31 expanding, 31 removing, 31 security digital signatures, adding to presentations, 266 passwords, applying to presentations, 266 presentations, protecting, 266 Selection pane, 86 setting slide transitions, setting up slide shows, shadow effects, 161 shapes adding to SmartArt graphics, editing, 163 effects, applying, fill color, specifying, inserting, lines and arrows, inserting, 152 merging, outlines, specifying, Quick Styles, applying, rectangles and ovals, inserting, 153 SmartArt, changing appearance of, 179 sharing presentations, , 276 co-authoring, 272 with links, 273 on social networks, via , SkyDrive accessing PowerPoint, files, adding, 324 pictures, inserting, 135 presentations, creating, 324 slide layouts, slide masters adding, deleting, 316 duplicating, 316 modifying, preserving, 316 renaming, 315 themes, applying, 317 slide shows customizing, full screen, viewing,