PowerPoint XP Advanced

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1 PowerPoint XP Advanced ESC Region XV Presented by Traci Terrill

2 Advanced PowerPoint XP Table of Contents Using the Slide Master...3 Title Slide Master...5 Using the Drawing Toolbar...6 Creating a Word Table using the new Slide AutoLayout...7 Creating a Table on an Existing Slide...8 Selecting a Table for Formatting...9 Formatting: Changing the Border and Table Color...10 Modifying the Table: Adding Rows...11 Modifying Tables: Adding Columns...12 Creating Charts in PowerPoint...13 Inserting a new Excel Chart in PowerPoint...14 Editing the New Excel Chart...15 Inserting in Existing Chart into PowerPoint...16 Copy and Paste Excel data in PowerPoint...17 Linking Excel data to PowerPoint...17 Adding Action Buttons...18 Adding Hyperlinks...19 Inserting Slides from other Presentations or Entire Files...20 Inserting Pictures...21 Inserting Sound Clips...22 Setting up Sound Clips...23 Inserting Video Clips...25 Record Narration...26 Working with Grayscale Preview...27 Using Meeting Minder...28 Rehearse Timings...29 Set Up Show Command...30 Saving as a Web Page...31 Saving as a PowerPoint Show...31 Pack and Go Command...32 Sending Office XP files as to Outlook...33 PPT Advanced 2

3 Using the Slide Master Each PowerPoint component, whether it is a slide, title slide, handout, or notes page, has a master, which controls its appearance. The title master controls the title slide and the slide master controls the other slides. Always go to the master and set the formatting and design that you want applied to all slides. This is a huge timesaver for you. For example, if you like a particular bullet set that bullet in the Slide master and it will appear on any slide you add bulleted items to. If you have a logo or other artwork that you want to add to every slide, add it once in the master and it will appear on every slide. To display the Slide Master: Hold down the Shift key while you click the Slide View button. Or Select the View menu and move down to the Master command. Select Slide Master, Handout Master, or Notes Master. Example of the Slide Master Slide Master Toolbar Insert new slide master Insert new title master Delete master Preserve master Rename master Master layout PPT Advanced 3

4 Adding clipart objects to the Slide Master: 1. Display the Slide Master. 2. Select the Insert Menu. 3. Click on the Picture command and then the Clipart command. 4. Select clipart from the Insert Clip art task pane on the right. 5. Use the handles to resize and move the object or the green rotate handle to rotate the object. 6. Click outside of the clipart to embed it. Adding text boxes to the Slide Master: 1. Display the Slide Master. 2. Click on the Text box button on the Drawing toolbar. 3. Click and drag to draw the text box. 4. Type the text in the text box. 5. Click outside the textbox area. Changing the format of the Slides: Use the same commands to change the format of the font, the background colors of the slides, and bullets formats as before. This time the format is applied to the entire presentation. 1. Select the text to be formatted. 2. Click on the Format menu and select the Font command. 3. Choose the appropriate size, color, and font to be applied to the selected text. 1. Click on the Format menu and select the Background command. 2. Use the drop down color bar at the bottom of the window to select a new background format. 3. Click on apply to all slides. 1. Select a level of text on the slide. 2. Click on the Format menu and select the Bullets and Numbering command. 3. Choose the appropriate bullet for the text. To exit the Slide Master: Click the Slide View button in the lower left hand corner. Notice that all the slides receive the same format. PPT Advanced 4

5 Title Slide Master When you activate the Slide Master all the slides receive the same format when you make changes to the master. If you want your title slide to look different then any of the other slides you can add a Title Slide Master. Once you add a Title Slide Master you can use the scroll bar or the Page Up and Page Down keys to move between the two slides. Steps to add a title Slide Master: 1. Activate the Slide Master. 2. Select Insert New Title Master button on the Slide Master Toolbar. 3. A title master is added. Format the title slide different from the slide master so the title slides are visibly noticeable. Only title slide layouts will look like the title slide master all other slide layouts will look like the slide master. Steps to exit the Title Slide Master: Click the Slide View button in the lower left hand corner. Example of Title Master Tip! Click inside any of the placeholders to format your presentation. You can apply formats to your headers and footers in the Master Views! PPT Advanced 5

6 Using the Drawing Toolbar The Drawing toolbar can be used to add emphasis to ideas within the presentation. The Drawing toolbar is located at the bottom of the window. The Drawing toolbar consists of tools draw simple lines, to the draw menu which allows you to switch the order of objects. Click on anyone of the tools past the AutoShapes menu. A single click will allow you to click and draw your mouse in the work area and create a line, arrow, rectangle, or oval. Double clicking will allow continuous drawing the same object. Click on the arrow to terminate the drawing. Additional textboxes can be added with the help of the Drawing toolbar. WordArt, diagrams, clipart, and pictures can be inserted via this toolbar as a shortcut. All drawing objects including AutoShapes can be formatted with the fill color, line color, and line style. Depending on the type of object, formats can be adjusted with the dash style, arrow style, and font style. A shadow effect or 3-D effect can be added as well. The draw menu lets the placement of the objects be adjusted for proper display. The AutoShapes menu has several designs to select from, click on a design and move the mouse to the work area and begin drawing. PPT Advanced 6

7 Creating a Word Table using the New Slide Auto Layout PowerPoint allows you to create tables on your slides. There are a few different ways to place the tables in your slides. Insert a new Table Slide: 1. Click on the Slide Layout Task Pane 2. From the task pane select a slide layout that has a content layout that contains a table. 3. When the mouse is hovered over the slide, a gray menu button appears on the right. Click on this button to add this slide to the presentation. If you click directly on the slide, its layout will replace the current slide. 4. Once the slide is added, click on the table image in the upper left corner. The content slides are set up to allow you to enter one of six different objects. Next follow the steps on the new slide. Determine how many rows and columns will be added to the table. Click on OK when finished. The table is then displayed along with the Tables and Borders Toolbar. PPT Advanced 7

8 Creating a Table on an Existing Slide If you have already created a slide and want to add a table, select the Insert Table button on the Standard Toolbar. When the window pops up, drag your mouse across the squares until the blue boxes equal the number of columns and rows you want for your table. Left click your mouse to accept the new table and the new table will be placed on the current slide. PPT Advanced 8

9 Selecting a Table for Formatting Once the table is placed on the slide, you might want to make a few changes to its appearance. Select the table by clicking on it once, the Table and Borders toolbar should appear in the window. If the toolbar is not visible right click anywhere in the toolbar area and select the Table and Borders toolbar from the Toolbar menu. Once the table is selected, click on the Table button on the Table and Borders Toolbar. Then click on the Select Table command. This will ensure that the entire table will receive the format you select. PPT Advanced 9

10 Formatting: Changing the Border and Table Color Steps to change the color of the border of the table: 1. Make sure the entire table is selected. 2. Click on the Table button on the Table and Borders Toolbar. 3. Click on the Borders and Fill command. 4. The Format Table dialog box is displayed. 1. First select the style of line, color, and width from the collapsible lists. 2. Then click twice on the buttons to apply the border. The first click will clear the border; the second click will replace the border with the formats you selected. Steps to change the fill color of the table: 1. Select the Fill tab on the Format Table dialog box. 2. Use the collapsible list to pick a color. Click on OK when finished. PPT Advanced 10

11 Steps to add a row to a table: Modifying the Table: Adding Rows 1. Place your mouse in the very last cell on the last row. 2. Press the Tab Key. 3. A new row will appear. You can also use the Table and Borders Toolbar to be more specific to the location of the new row. PowerPoint allows you to request a new row above or below the current cell position. Steps to add a row above or below the current cell location: 1. Place your cursor in one of the cells. 2. Click on the Table button on the Table and Borders Toolbar. 3. From the menu select either the Insert Rows Above or Insert Rows Below command. 4. The new row is added. PPT Advanced 11

12 Modifying Tables: Adding Columns Steps to add a new column to a table: 1. Hover your mouse above a column. The mouse will turn into a black downward pointing arrow. 2. Click once with your mouse, the entire column will be selected. Hover right above the column. 3. Click on the Table button on the Table and Borders Toolbar. 4. From the menu select either Insert Columns to the Left or Insert Columns to the Right command. 5. The new column is added. PPT Advanced 12

13 Creating Charts in PowerPoint Charts can easily be created within PowerPoint using the chart slide layouts. There are many different chart slide layouts to select. Very similar to tables, there are many different slide layouts that contain charts. Be sure to click on the gray arrow to the right of the slide and select the insert new slide command in order to add it to your presentation. Remember that if you click directly on the slide with the chart layout the presently displayed chart will now have the slide layout applied. When a slide layout is chosen, double click on the chart area to activate the chart. A data sheet will appear with dummy data provided to demonstrate the location of the data that makes up the chart. Change the data to fit your needs, and then click out side the slide area to return to working with the presentation. When the chart is activated you can access the Standard toolbar and change many features of the chart: Change chart type. Adjust chart options. Format numbers, text, etc. And many other features similar to Excel. PPT Advanced 13

14 Inserting a new Excel Chart in a PowerPoint You can easily create a new Excel Chart in PowerPoint without ever leaving the PowerPoint program. 1. Select the Insert Menu. 2. Click on the Object Command. 3. The Insert Object dialog box is displayed. 4. Click the Create new radio button. 5. Then Select Microsoft Excel Chart as the Object type. 6. Click on OK. A new Excel Chart is inserted in the slide, complete with the Chart toolbar for editing. PPT Advanced 14

15 Editing the new Excel Chart When the new chart is inserted into the PowerPoint slide, it looks like you are still working in PowerPoint, but the chart is created with the help of Excel. You might already know that in order to create a chart in Excel you have to have the data somewhere in the Excel file. Then you select the data to be charted and work through the Chart Wizard. When you insert a new Excel chart in PowerPoint you ll notice that a chart is already created and two sheets are available. The information in the chart is considered dummy data and is used to assist you in the editing of your chart. The dummy data is in place to let you know where to put the information and how the chart might look. Click on Sheet 1 and delete the current information so you can type in yours. As you make changes to the data the chart will also reflect the changes. You can switch back and forth from Chart 1 to Sheet 1 to see the progress of your chart. When you have made all the changes to your chart, click outside the chart area to deactivate the chart. Make sure that you switch back to the chart sheet before deactivating the chart. Inserting an Existing Chart in PowerPoint PPT Advanced 15

16 The same steps will apply as inserting a new Excel Chart. 1. Select the Insert Menu. 2. Click on the Objects command. 3. The Insert Object dialog box is displayed. 4. Select the Create from file radio button. 5. You will need to browse to the file you want to insert. 6. Then click on OK. If you want to update the Excel file and the object on the PowerPoint when changes are made, click the Link check box. When PowerPoint uses this method of inserting data, it takes all the data on the last sheet visible before closing the Excel file. If you want only a portion of the data to be added to PowerPoint, or the chart is located on the same sheet as the data you will need to insert the data a different way. Copy and Paste Excel data in PowerPoint PPT Advanced 16

17 If you didn t want to create a link between the Excel and PowerPoint you can simply copy and paste the information into the presentation. Open the Excel file: 1. Select the chart or select the range of data that will be copied to PowerPoint. 2. Click on the Copy button. 3. Go to the PowerPoint slide. 4. Click on the Paste button. The copied data is not connected to the Excel file. If changes are made they will not be made in the original Excel file. Linking Excel data to PowerPoint If you want to create a link between Excel and PowerPoint you will have to paste as a link using the Paste Special command. Open the Excel file: 1. Select the chart or select the range of data that will be copied to PowerPoint. 2. Click on the Copy button. 3. Go to the PowerPoint slide. 4. Click on the Edit Menu and select the Paste Special command. 5. Click on Paste Link. 6. Click on OK. Double click on the data to update or modify. Because the data is linked, both locations will be updated. PPT Advanced 17

18 Adding Action Buttons Action buttons are ready-made buttons that appear pressed in when you click them during a slide show. Action buttons contain shapes, such as right and left arrows. Use them when you want to include commonly understood symbols for going to next, previous, first, and last slides. Action buttons can also link to a location outside the presentation (web page, files, and other presentations). To add an action button to the presentation select the Slide Show menu and click on the Action Button command. The Action Button subcommand will appear: Select an action button shape from the submenu. You must click and draw the action button on your slide. As soon as the mouse is released the Action Settings window is displayed. Depending on the button selected, an action will be displayed. Use the collapsible list to select other actions, or run a program or even play a sound. Click OK when finished. PPT Advanced 18

19 Adding Hyperlinks You can add a hyperlink to your presentation and then use it to go to a variety of locations for example, a specific slide within your presentation, a different presentation altogether, a Microsoft Word document or Microsoft Excel spreadsheet, or an Internet, intranet, or address. You can create a hyperlink from any object including text, shapes, tables, graphs, and pictures. 1. Select the text or image that is to become the hyperlink. 2. Select the Slide Show menu and the Action Setting command. 3. The Action Setting window will appear with none as the current action. 4. Click in the hyperlink radio button to select it, and then select URL from the list. 5. Type in the URL to be referenced, click on OK then OK again to close the Action Settings window. Select the Format menu and Slide Color Scheme command and select the Custom tab on the Color Scheme Window to change the format of the hyperlink. PPT Advanced 19

20 Inserting Slides from other Presentation or Entire Files To insert slides from other presentations into a current presentation: 1. Click on the Insert menu 2. Select the Slides from Files command 3. Browse to the location of the presentation 4. Click on each slide that needs to be added and select the Insert button or select the Insert All button for all slides to be added. 5. If the added slides need to keep their format, click the Keep source formatting check box. Microsoft PowerPoint also allows you to insert an outline into a presentation. If an outline has been created in Word, you can insert the entire outline as slides. To insert an outline into a current presentation: 1. Click on the Insert menu 2. Select the Slides from Outline command 3. Browse to the location of the file 4. Click on the Insert button PPT Advanced 20

21 Inserting Pictures Pictures can be added to PowerPoint presentations. If you have a picture on a disk or located in another area it can easily be added to your presentation. To add a picture to a presentation: 1. Select the Insert menu and move down to the Picture command then click on the From File subcommand. 2. Locate the file you want to insert. Pictures can be cropped and moved just like clip art. Just use the picture toolbar. Pictures can also be added as the background of the slide. 1. Select the Format menu. 2. Click on the Background command. 3. From the collapsible list select Fill Effects. 4. Click on the Picture tab. 5. Click on Select Picture to locate where the picture is saved. 6. Click on OK. PPT Advanced 21

22 Inserting Sound Clips Sound clips can be added from the sound gallery or another location. CDs can also be used as sound but need to remain in the CD player during the presentation. Copyright issues also arise when CDs are added to presentations. To add sound to a presentation: 3. Select the Insert menu and move down to the Movie and Sound command then click on Sound From File or Sound from Clip Organizer subcommand. 4. If you add a sound file from the Clip Organizer, the task pane will display all the available sounds. 5. Click on the gray down arrow to open a menu. 6. Select Preview/Properties to listen to the clip before inserting. 7. Click on Insert to add the sound to the slide or click directly on the sound image in the task pane, either one will insert the clip. 8. As soon as the sound file is inserted a message will appear. You can always go to the custom animation widow and change you choice. Depending on your selection you will have different reactions in the slide show. Either the sound file will play when the presentation reaches the slide or you will have to click on the image to hear the sound file. PPT Advanced 22

23 Setting up Sound Clips If you want to make sure your sound will play throughout the entire presentation loop the file. 1. Right click on the wav icon on the slide. 2. Select Edit Sound Object from the menu. 3. Check the Loop until stopped check box. Once the sound clip has been inserted into the slide, there are many ways to set up the clip when it plays in the presentation. 1. Select the wav icon and display the Custom Animation task pane on the right. 2. A selection hand might appear to the left of the wav icon, this allows you to select the icon and see the setting that can be applied to it. Or you can simply click on the wav icon. 3. There are many selections to choose from in modifying the sound clip. 4. Select the drop down arrow next to the sound clip name on the timeline. 5. Modifications to when the sound clip will play are available, along with effect options, timing, and removing the clip. 6. The sound clip can be moved into a different order at the bottom of this pane and also previewed. PPT Advanced 23

24 Setting up Sound Clips continued There are a few modifications that can be made to the sound clip. Select either effect options or timing from the drop down menu associated with the sound clip on the custom animation task pane to see the below windows. Select the appropriate setting and click on OK to apply. There is an option to preview the effects on the custom animation task pane. PPT Advanced 24

25 Inserting Video Clips Insert a video clip the same way as clip art: 1. Select the Insert menu and move down to the Movie and Sound command then click on Movie from File or Movie from Clip Organizer subcommand. 2. Locate the file you want to insert. As soon as the.avi file is inserted a message will appear. You can always go to the custom animation widow and change you choice. Depending on your selection you will have different reactions in the slide show. Either the.avi file will open when the presentation reaches the slide or you will have to click on the image to view the.avi file. PPT Advanced 25

26 Record Narration Voice over can be added to any slide using the record narration command. 1. Select the Slide Show menu 2. Click on Record Narration command 3. The current recording quality window is displayed. 4. Select where you want the recording narration to begin. 5. The presentation will begin, start recording narration. 6. When the ESC key is used to end the presentation, determine if the slide times need to be saved along with the slide narrations. PPT Advanced 26

27 Working with Grayscale Preview If you wanted to see how your presentation would look when printed in black and white, select the Color/Grayscale button on the Standard Toolbar. There are three color selections for the presentation: color, grayscale, pure black and white. If you notice that some objects might print too dark and waste ink, you can adjust the gray level by selecting the object, then selecting the appropriate setting from the Grayscale View toolbar. PPT Advanced 27

28 Using Meeting Minder You can record minutes during a meeting while the PowerPoint presentation is in the Slide Show view. Right click during the slide show and select Meeting Minder. The first tab is for minutes. Click on the second tab to see action items. Type a description, assignment, due date and action. Click on Add to add more actions. The actions are collected on a new slide at the end of the presentation. PPT Advanced 28

29 Rehearse Timings If you wanted to present your presentation with automatic timings you could put the same time on each slide. However, some slides might take more time to read than others causing wasted time for your audience. You can run a dress rehearsal with your PowerPoint and determine how long each slide needs to be previewed. Steps to set up rehearsal timings: 1. Select the Slide Show menu. 2. Click on the Rehearsal Timings command. 3. The presentation will automatically run in slide show view. In a corner of the window you will see a timer: Repeat Next Pause Slide Timings Overall Presentation Timings Use this feature to determine how long you need to run the slideshow. At the end of the rehearsal, you will see a message indicating the length of the presentation and a prompt will ask you if you want to retain the timings and use them in the presentation. You will see the individual timings in the Slide Sorter View. At any time you can run the rehearsal timings again or remove the setting from the slides. PPT Advanced 29

30 Set Up Show Command The Setup Show command is a great way to control your slide show without having to stop the show and make adjustments. 1. Click on the Slide Show menu. 2. Select the Set Up Show command. Many different choices can be made here about your presentation. If you want to continuously view the presentation with out stopping check the Loop continuously until ESC. Select the Pen color. If you choose not to use the automatic timing on the presentation, check manual. Show the presentation with out animations. Select only the slides you want to view with your presentation. PPT Advanced 30

31 Saving as a Web Page 1. To save a PowerPoint presentation as a web page, click on the File menu, select the Save As Web page command. 2. Adjust Save In box and select the location that you wish to save your PowerPoint presentation. 3. You may select a 3 ½ A: floppy drive, a network drive, or the computer s hard drive. 4. Type in the name of your PowerPoint presentation in the File Name box. 5. When finished, click on Save. 6. PowerPoint will convert the presentation into HTML code automatically for WebPages. Saving as a PowerPoint Show 1. To save a PowerPoint presentation as a show, click on the File menu and select the Save As command. 2. Adjust Save In box and select the location that you wish to save your PowerPoint presentation. 3. You may select a 3 ½ A: floppy drive, a network drive, or the computer s hard drive. 4. Type in the name of your PowerPoint presentation in the File Name box. 5. On the File Type line choose.pps or PowerPoint Show. 6. When finished, click on Save. 7. PowerPoint will convert the presentation into a PowerPoint show and the presentation will automatically run when opened. PPT Advanced 31

32 Pack and Go Command When you want to run a slide show on another computer, you can use the Pack and Go Wizard to pack your presentation. The wizard packs all the files and fonts used in the presentation together on a disk or network location. When you intend to run your show on a computer that doesn't have Microsoft PowerPoint installed, you have the option of including the PowerPoint Viewer. You can include linked files as part of your package, and if you use TrueType fonts you can include them as well. If you make changes to your presentation after you use the Pack and Go Wizard, just run the wizard again to update the package. Steps to use the pack and go feature: 1. Click on the File menu and select the Pack and Go command. 2. The command will begin the Pack and Go wizard. 3. The wizard will walk through windows requesting the files to pack, choose a destination to pack the files, include any links, and include a viewer incase PowerPoint is not on the machine you are going to be unpacking on. PPT Advanced 32

33 Sending Office XP files as to Outlook If you are using Microsoft Outlook as your program, you are able to send active Word, PowerPoint, and Excel files as the body of your or as an attachment. This eliminates having to open separate programs and attach files. 1. Select the File menu. 2. Click on the Send To command. 3. Then select either Mail Recipient or Mail Recipient (as attachment) The people who receive the using Mail Recipient will receive the file as the body of their . The below toolbar is an example of Send To, Mail Recipient in PowerPoint. The people who receive the using Mail Recipient (as attachment) will receive the presentation as an attachment. The below window is an example of Send To, Mail Recipient (as attachment) in PowerPoint. If you are using Word or Excel- the same two options are available: sending the file as the body of the or sending the file as an attachment. If you send a file as a mail recipient in Excel you will be prompted to make a decision to send the entire workbook as an attachment or the sheet as the body of the . PPT Advanced 33

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