Create a Presentation in PowerPoint 2010

Transcription

1 Create a Presentation in PowerPoint 2010 Table of Contents THE POWERPOINT ENVIRONMENT... 3 FAMILIARIZE YOURSELF WITH THE RIBBON IN POWERPOINT FILE TAB... 4 HOME TAB... 4 INSERT TAB... 4 DESIGN TAB... 4 TRANSITIONS TAB... 4 ANIMATIONS TAB... 5 SLIDE SHOW TAB... 5 REVIEW TAB... 5 VIEW TAB... 5 TIPS TO HELP YOU GET STARTED... 6 ADD, COPY, DELETE, REARRANGE SLIDES... 6 ADD A SLIDE... 6 Apply a new layout to a slide... 7 ADD TEXT... 7 Format bulleted lists... 7 Add speaker's notes... 8 COPY A SLIDE... 8 REARRANGE THE ORDER OF SLIDES... 8 DELETE A SLIDE... 8 APPLY A THEME TO ADD COLOR AND STYLE TO YOUR PRESENTATION... 8 APPLY A THEME TO THE WHOLE PRESENTATION... 9 INSERT A PICTURE OR CLIP ART... 9 INSERT CLIP ART... 9 INSERT A PICTURE FROM A FILE... 9 INSERT A PICTURE FROM A WEB PAGE APPLY A PICTURE STYLE USE A PICTURE OR CLIP AS A SLIDE BACKGROUND INSERT A SCREENSHOT OR SCREEN CLIPPING ADD, CHANGE, OR DELETE SHAPES ADD A SHAPE TO YOUR FILE ADD MULTIPLE SHAPES TO YOUR FILE ADD TEXT TO A SHAPE ADD A BULLETED OR NUMBERED LIST TO A SHAPE ADD A QUICK STYLE TO A SHAPE CHANGE FROM ONE SHAPE TO ANOTHER SHAPE DELETE A SHAPE FROM YOUR FILE CREATE A SMARTART GRAPHIC OVERVIEW OF CREATING A SMARTART GRAPHIC WHAT TO CONSIDER WHEN YOU CREATE A SMARTART GRAPHIC CREATE A SMARTART GRAPHIC AND ADD TEXT TO IT ICT Training, Maxwell School of Syracuse University Page 1

2 ADD OR DELETE SHAPES IN YOUR SMARTART GRAPHIC CHANGE THE COLORS OF AN ENTIRE SMARTART GRAPHIC APPLY A SMARTART STYLE TO A SMARTART GRAPHIC CONVERT SLIDE TEXT TO A SMARTART GRAPHIC Overview of converting slide text to a SmartArt graphic Convert slide text to a SmartArt graphic ADD, CHANGE, OR REMOVE TRANSITIONS BETWEEN SLIDES ADD A TRANSITION TO A SLIDE ADD SOUND TO SLIDE TRANSITIONS SET THE PROPERTIES FOR A TRANSITION SET THE TIMING AND SPEED OF A TRANSITION Set the duration of a transition Specify a time to advance to the next slide REMOVE A TRANSITION CREATE A HYPERLINK CREATE A HYPERLINK TO A SLIDE IN THE SAME PRESENTATION CREATE A HYPERLINK TO A SLIDE IN A DIFFERENT PRESENTATION CREATE A HYPERLINK TO AN ADDRESS CREATE A HYPERLINK TO A PAGE OR FILE ON THE WEB CREATE A HYPERLINK TO A NEW FILE CHECK THE SPELLING AND PREVIEW YOUR PRESENTATION CHECK THE SPELLING IN YOUR PRESENTATION PREVIEW YOUR PRESENTATION AS A SLIDE SHOW DELIVER AND DISTRIBUTE YOUR PRESENTATION PACKAGE A PRESENTATION FOR CD BURN YOUR SLIDE SHOW TO A DISC CREATE A SELF-RUNNING PRESENTATION Set up a self-running presentation Rehearse and record slide timings RECORD AND ADD NARRATION AND TIMINGS TO A SLIDE SHOW Using narration in a slide show Record a narration before or during a slide show Preview a narration Record comments on a slide Set the slide timings manually Turn the slide timings off PRINT YOUR SLIDES OR HANDOUTS OF YOUR PRESENTATION SET THE SLIDE SIZE, PAGE ORIENTATION, AND STARTING SLIDE NUMBER SET PRINTING OPTIONS AND THEN PRINT YOUR SLIDES OR HANDOUTS SAVE YOUR PRINT SETTINGS CREATE AND PRINT NOTES PAGES Create notes pages Create more space for your notes Add art or formatting to all notes pages Print notes pages with slide thumbnails Print notes pages without slide thumbnails TIPS FOR DELIVERING AN EFFECTIVE PRESENTATION ICT Training, Maxwell School of Syracuse University Page 2

3 PowerPoint is a great way to present ideas in a professional, visually appealing way. It is a complete presentation graphics package. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools. The PowerPoint Environment When you start PowerPoint, it opens in the view called Normal view, where you create and work on slides. In the Slide pane, you can work directly on individual slides. Dotted borders identify placeholders (boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.), where you can type text or insert pictures, charts, and other objects. The Slides tab shows a thumbnail version of each full size slide shown in the Slide pane. After you add other slides, you can click a thumbnail on the Slides tab to make the slide appear in the Slide pane. Or you can drag thumbnails to rearrange the slides in your presentation. You can also add or delete slides on the Slides tab. In the Notes pane you can type notes about the current slide. You can hand out your notes to your audience or refer to your notes in Presenter view when you give your presentation. ICT Training, Maxwell School of Syracuse University Page 3

4 To see a larger portion of the Notes pane so that you have more room to type in it, do the following: 1) Point to the top border of the Notes pane. 2) When the pointer becomes a, drag the border up to make a little more room for your speaker notes, as shown in the following illustration. Note: the slide in the Slide pane resizes automatically to fit the available space Familiarize yourself with the ribbon in PowerPoint 2010 File tab The File tab is where you can create a new file, open or save an existing file, and print your presentation. Home tab The Home tab is where you can insert new slides, group objects together, and format text on your slide. Insert tab Design tab The Insert tab is where you can insert tables, shapes, charts, headers, or footers into your presentation. The Design tab is where you can customize the background, theme design and colors, or the page setup of your presentation. Transitions tab The Transitions tab is where you can apply, change, or remove transitions to your current slide. ICT Training, Maxwell School of Syracuse University Page 4

5 Animations tab The Animations tab is where you can apply, change, or remove animations to objects on your slide. Slide Show tab The Slide Show tab is where you can start a slide show, customize the settings for your slide show, and hide individual slides. Review tab The Review tab is where you can check the spelling, change the language in your presentation, or compare changes in the current presentation against another presentation. View tab The View tab is where you can view the slide master, notes master, slide sorter. You can also turn on or off the ruler, gridlines, and drawing guidelines. I do not see the command that I need! Some commands, such as Crop or Compress, are on contextual tabs. To view a contextual tab, first select the object that you want to work with, and then check whether a contextual tab appears in the ribbon. ICT Training, Maxwell School of Syracuse University Page 5

6 Tips to help you get started Before you get started, consider these tips: Identify how many slides you need o To calculate the number of slides that you need, make an outline of the material that you plan to cover, and then divide the material into individual slides. You probably want at least: A main title slide An introductory slide that lists the major points or areas in your presentation One slide for each point or area that is listed on the introductory slide A summary slide that repeats the list of major points or areas in your presentation o By using this basic structure, if you have three major points or areas to present, you can plan to have a minimum of six slides: a title slide, an introductory slide, one slide for each of the three major points or areas, and a summary slide. If there is a large amount of material to present in any of your main points or areas, you may want to create a subgrouping of slides for that material by using the same basic outline structure. Consider how much time each slide should be visible on the screen during your presentation. A good standard estimate is from two to five minutes per slide. Add, copy, delete, rearrange slides Add a slide The single slide that is provided automatically in your presentation has two placeholders, one formatted for a title and the other formatted for a subtitle. The arrangement of placeholders on a slide is called a layout (the arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, AutoShapes, and movies, on a slide.). Office PowerPoint 2010 also provides other types of placeholders, such as those for pictures and SmartArt graphics. When you add a slide to your presentation, you can choose a layout for the new slide at the same time. A new slide will be placed below whatever slide is active in your slide pane. 1) On the Home tab, in the Slides group, click the arrow next to New Slide. Or, if you want your new slide to have the same layout that the slide before it has, you can just click New Slide instead of clicking the arrow next to it. ICT Training, Maxwell School of Syracuse University Page 6

7 A gallery appears, showing thumbnails of the various slide layouts that are available. The name identifies the content that each layout is designed for. Placeholders that display colored icons can contain text, but you can also click the icons to automatically insert objects, including SmartArt graphics and clip art. 2) Click the layout that you want for your new slide. a) The new slide now appears both on the Slides tab, where it is highlighted as the current slide, and in the Slide pane. Repeat this procedure for each new slide that you want to add. Apply a new layout to a slide To change the layout of an existing slide, do the following: 1) On the Slides tab, click the slide that you want to apply a new layout to. 2) On the Home tab, in the Slides group, click Layout, and then click the new layout that you want. Note: if you apply a layout that doesn't have enough of the right kind of placeholders for the content that already exists on the slide, additional placeholders are automatically created to contain that content. Add text The most common content for slides in a PowerPoint presentation is text in titles, headings, and bulleted lists. 1) To add text to any slide, click the placeholder where you want to add the text, and then type or paste the text that you want to add. Format bulleted lists Some placeholders automatically format your text as a bulleted list, and other placeholders don't. On the Home tab, in the Paragraph group, do either of the following: 1) To switch between a bulleted list and unbulleted text, select the text, and then click Bullets. 2) To change the style of the bullet characters in a bulleted list, click the arrow next to Bullets, and then click the bullet style that you want. ICT Training, Maxwell School of Syracuse University Page 7

8 Add speaker's notes Too much text makes a slide cluttered and distracting to your audience. But if some of the information that you need isn't on the screen that your audience sees, how can you keep track of it? The solution to this dilemma is speaker's notes, which you can type in the Notes pane for each slide. Speaker's notes help you keep your onscreen presentation free of excess content while you still keep track of all of the information that you need during the presentation. 1) To add speaker notes, click in the Notes pane and begin typing. Tip: you can easily cut excessively detailed text from the Slide pane at any time and then paste that text directly into the Notes pane so that you still have it for reference. Copy a slide If you want to create two slides that are similar in content and layout, you can save work by creating one slide that has all of the formatting and content that both slides will share and then making a copy of that slide before you add the final, individual touches to each. 1) On the Slides tab, right-click the slide that you want to copy, and then click Copy on the shortcut menu. 3) Still on the Slides tab, right-click where you want to add the new copy of the slide, and then click Paste on the shortcut menu. Note: You can also use this procedure to insert a copy of a slide from one presentation into another presentation. Rearrange the order of slides 1) On the Slides tab, or in Slide Sorter view, click the slide that you want to move, and then drag it to the location that you want. a) To select multiple slides, click a slide that you want to move, and then press and hold CTRL while you click each of the other slides that you want to move. Delete a slide 1) On the Slides tab, right-click the slide that you want to delete, and then click Delete Slide on the shortcut menu. Apply a theme to add color and style to your presentation PowerPoint provides a variety of design themes, including coordinating color schemes, backgrounds, font styles, and placement of placeholders. Using pre-designed themes makes it easy for you to change the overall look of your presentation quickly. By default, PowerPoint applies the plain, Office theme to new blank presentations. However, you can easily change the look and feel of your presentation by applying a different theme. By default, the default theme is applied to your presentation In the Themes gallery, you can change to the Civic theme The Civic theme is now applied to your presentation ICT Training, Maxwell School of Syracuse University Page 8

9 Apply a theme to the whole presentation 1) On the Design tab, in the Themes group, click the document theme that you want to apply. a) To preview how the current slide looks with a particular theme applied, rest your pointer on the thumbnail of that theme. 2) To view more themes, on the Design tab, in the Themes group, click More. Insert a picture or clip art You can insert or copy pictures and clip art into a PowerPoint presentation from many different sources, including downloading from a clip art Web site provider, copying from a Web page, or inserting from a folder where you save pictures. You can also use pictures and clip art as backgrounds for your slides in PowerPoint. Insert clip art 1) Click the slide that you want to add the clip art to. 2) On the Insert tab, in the Images group, click Clip Art. 3) In the Clip Art task pane in the Search for text box, type a word or phrase that describes the clip art that you want, or type all or some of the file name of the clip art. 4) To narrow your search, in the Results should be list, select the check boxes next to Illustrations, Photographs, Videos, and Audio to search those media types. 5) Click Go. 6) In the list of results, click the clip art to insert it. Tip: To insert clip art into the notes pages of your presentation, switch to Notes Page view, and then do the steps above. Insert a picture from a file Note: To insert a picture from your scanner or camera, use the scanner or camera software to transfer the picture to your computer. Save the picture, and then insert it by following the instructions below. 1) Click where you want to insert the picture. 2) On the Insert tab, in the Images group, click Picture. 3) Locate the picture that you want to insert, and then double-click it. a) To add multiple pictures, press and hold CTRL while you click the pictures that you want to insert, and then click Insert. 4) To resize a picture, select the picture you have inserted in the slide. To increase or decrease the size in one or more directions, drag a sizing handle away from or toward the center, while you do one of the following: a) To keep the center of an object in the same location, press and hold CTRL while you drag the sizing handle. b) To maintain the object's proportions, press and hold SHIFT while you drag the sizing handle. c) To both maintain the object's proportions and keep its center in the same location, press and hold both CTRL and SHIFT while you drag the sizing handle. ICT Training, Maxwell School of Syracuse University Page 9

10 Notes: Adding pictures can significantly increase the file size of your presentation. You can control this file size by making choices about the resolution of a picture and the quality or compression of a picture. If you insert a picture using the Link to File or Insert and Link options, make changes such as adding artistic effects, select the Discard editing data under Image Size and Quality options (under Options, Advanced tab) and then save the file, when you reopen the file, you will see the original picture. This occurs because the picture editing data has been deleted. To keep both the link and the edits, do not select the Discard editing data check box. Link to File adds a link to the picture and that is the only source for the picture. If you open the presentation without access to the file location you will see a red X instead of your picture. Insert and Link links to the picture, but also adds a copy to the file. If you open the presentation without access to the file location you see the embedded picture. Insert a picture from a Web page 1) On the Web page, right-click the picture that you want, and then click Save Picture As on the shortcut menu. 2) Enter the name that you want in the File name box, and then click Save. 3) On your slide, on the Insert tab, in the Images group, click Picture. 4) Locate the picture that you saved in step 2, and then click Insert. Tip: You can also copy and paste the picture from the Web page. On the Web page, right-click the picture that you want, and then click Copy on the shortcut menu. In your presentation, right-click where you want to insert the picture, and then click Paste. Make sure that the picture that you choose is not hyperlinkedto another Web page. If you choose a picture that is hyperlinked to another Web page, it will be inserted in your document as a hyperlink to that Web page instead of as an image. Apply a picture style You can apply a picture style to make your picture or clip stand out in your spreadsheet or presentation. Picture styles are combinations of different formatting options, such as picture border and picture effects, and are displayed in thumbnails in the Picture Styles gallery. When you place your pointer over a thumbnail, you can see how the Picture Style looks before you apply it. 1) Click the picture or clip that you want to apply a picture style to. 2) Under Picture Tools, on the Format tab in the Picture Styles group, click the Picture Style that you want. a) If you do not see the Format or Picture Tools tabs, make sure that you have selected a picture. You may have to double-click the picture to select it and open the Format tab. 3) To see more Picture Styles, click the More button. ICT Training, Maxwell School of Syracuse University Page 10

11 Use a picture or clip as a slide background 1) Click the slide that you want to add a background picture to. 2) To select multiple slides, click the first slide, and then press and hold CTRL while you click the other slides. 3) On the Design tab, in the Background group, click the Dialog Box Launcher. 4) Click Fill, and then click Picture or texture fill. 5) Under Insert From, do one of the following: a) To insert a picture from a file, click File, locate the picture that you want to insert, and then doubleclick it. b) To paste a picture that you copied, click Clipboard. c) To use clip art as a background picture, click Clip Art, and then in the Search text box, type a word or phrase that describes the clip that you want, or type all or part of the file name of the clip, click Go, and then click the clip to insert it. d) To include clip art that is available on Office.com in your search, select the Include content from Office.com check box. Tip: Once you have inserted the picture, you can crop it, add an artistic effect to it, change the brightness or contrast, recolor it, or remove the picture background. Insert a screenshot or screen clipping You can quickly and easily add a screenshot to your Office file to enhance the readability or capture information without leaving the program that you are working in. This feature is available in Microsoft Excel, Outlook, PowerPoint, and Word. You can use it to take a picture of all or part of the windows open on your computer. These screenshots are easy to read in printed documents and on PowerPoint slides that you project. Screenshots are useful for capturing snapshots of information that might change or expire, such as a breaking news story or a time-sensitive list of available flights and rates on a travel Web site. Screenshots are also helpful for copying from Web pages and other sources whose formatting might not successfully transfer into the file by any other method. Screenshots are static images. When you take a screenshot of something (for example, a Web page), and the information changes at the source, the screenshot is not updated. When you click the Screenshot button, you can insert the whole program window or use the Screen Clipping tool to select part of a window. Only windows that have not been minimized to the taskbar can be captured. ICT Training, Maxwell School of Syracuse University Page 11

12 When you choose Screen Clipping, your entire window will temporarily become opaque or frosted over. After you select the part of the window that you want, your selection will show through this opaqueness. Open program windows are displayed as thumbnails in the Available Windows gallery and when you pause your pointer over a thumbnail, a tooltip pops up with the program name and document title. For example, if you are in Word, you might see Microsoft Excel - Book 1 as a minimized window that you could add to your Office file. Note: Only one screenshot at a time can be added. To add multiple screenshots, repeat steps 2 and 3 below. 1) Click the slide that you want to add the screenshot to. 2) On the Insert tab, in the Images group, click Screenshot. 3) Do one of the following: a) To add the whole window, click the thumbnail in the Available Windows gallery. b) To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture. If you have multiple windows open, click the window you want to clip from before clicking Screen Clipping. When you click Screen Clipping, the program you are working in is minimized and only the window behind it is available for clipping. Tip: After you add the screenshot, you can use the tools on the Picture Tools tab to edit and enhance the screenshot. Add, change, or delete shapes You can add one shape to your file or combine multiple shapes to make a drawing or a more complex shape. Available shapes include lines, basic geometric shapes, arrows, equation shapes, flowchart shapes, stars, banners, and callouts. After you add one or more shapes, you can add text, bullets, numbering, and Quick Styles to them. Add a shape to your file 1) On the Home tab, in the Drawing group, click Shapes. 2) Click the shape that you want, click anywhere on the slide, and then drag to place the shape. a) To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT while you drag. b) To resize the shape, click it, and then drag its sizing handles. ICT Training, Maxwell School of Syracuse University Page 12

13 Add multiple shapes to your file Instead of adding individual shapes to create a drawing, you might want to create a SmartArt graphic. In a SmartArt graphic, the arrangement of the shapes and the font size in those shapes is updated automatically as you add or remove shapes and edit your text. 1) On the Home tab, in the Drawing group, click Shapes. 2) Right-click the shape that you want to add, and then click Lock Drawing Mode. 3) Click anywhere in the on the slide, and then drag to place the shape. Repeat this for each shape that you want to add. Tip: To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT while you drag. 4) After you add all the shapes that you want, press ESC. Add text to a shape 1) Click the shape that you want to add text to, and then type your text. Note: The text that you add becomes part of the shape if you rotate or flip the shape, the text rotates or flips also. Add a bulleted or numbered list to a shape 1) Select the text in the shape that you want to add bullets or numbering to. 2) Right-click the selected text, and on the shortcut menu, do one of the following: a) To add bullets, point to Bullets, and then choose the options that you want. b) To add numbering, point to Numbering, and then choose the options that you want. Add a Quick Style to a shape Quick Styles are combinations of different formatting options that are displayed in a thumbnail in the Quick Style gallery in the Shape Styles group. When you rest your pointer over a Quick Style thumbnail, you can see how the Shape Style (or Quick Style) affects your shape. 1) Click the shape that you want to apply a new or different Quick Style to. 2) Under Drawing Tools, on the Format tab, in the Shape Styles group, click the Quick Style that you want. 3) To see more Quick Styles, click the More button. Change from one shape to another shape 1) Click the shape that you want to change to a different shape. a) To change multiple shapes, press CTRL while you click the shapes that you want to change. 2) Under Drawing Tools, on the Format tab, in the Insert Shapes group, click Edit Shape, point to Change Shape, and then click the new shape that you want. ICT Training, Maxwell School of Syracuse University Page 13

14 Delete a shape from your file 1) Click the shape that you want to delete, and then press DELETE. Tip: To delete multiple shapes, press CTRL while you click the shapes that you want to delete, and then press DELETE. Create a SmartArt graphic A SmartArt graphic is a visual representation of your information that you can quickly and easily create, choosing from among many different layouts, to effectively communicate your message or ideas. You can create SmartArt graphics in Excel, Outlook, PowerPoint, and Word. Overview of creating a SmartArt graphic Most content that is created by using Microsoft Office 2010 programs is textual, even though the use of illustrations improves understanding and memory and encourages action. Creating designer-quality illustrations can be challenging, especially if you are not a professional designer or you cannot afford to hire a professional designer. If you use versions of Microsoft Office earlier than Office 2007, you can spend a lot of time getting shapes to be the same size and to be aligned properly, getting your text to look right, and manually formatting the shapes to match the document's overall style. With SmartArt graphics, you can create designer-quality illustrations with only a few clicks of your mouse. You can create a SmartArt graphic in Excel, Outlook, PowerPoint, and Word. Although you cannot create in most other Office 2010 programs, you can copy and paste SmartArt graphics as images into those programs. When you create a SmartArt graphic, you are prompted to choose a type of SmartArt graphic, such as Process, Hierarchy, Cycle, or Relationship. Each type of SmartArt graphics contains several different layouts. After you choose a layout, it is easy to switch the layout or type of a SmartArt graphic. Most of your text and other content, colors, styles, effects, and text formatting are automatically carried over to the new layout. As you add and edit your content in the Text pane, your SmartArt graphic is automatically updated shapes are added or removed as needed. You can also add and remove shapes in your SmartArt graphic to adjust the structure of the layout. For example, even though the Basic Process layout appears with three shapes, your process may need only two shapes, or it may need five shapes. As you add or remove shapes and edit your text, the arrangement of the shapes and the amount of text within those shapes is updated automatically maintaining the original design and border of the layout for your SmartArt graphic. Applies to PowerPoint 2010: Because PowerPoint 2010 presentations often contain slides with bulleted lists, you can quickly convert slide text to a SmartArt graphic. In addition, you can animate your SmartArt graphic in PowerPoint 2010 presentations. When you select a layout, placeholder text (such as [Text]) is displayed, so that you can see how your SmartArt graphic looks, nor is it displayed during a slide show. However, the shapes are always displayed and printed, unless you delete them. You can replace the placeholder text with your own content. ICT Training, Maxwell School of Syracuse University Page 14

15 What to consider when you create a SmartArt graphic Before you create your SmartArt graphic, visualize what type and layout are best for displaying your data. What do you want to convey with your SmartArt graphic? Do you want a certain look? Since you can quickly and easily switch layouts, try different layouts (across types) until you find the one that best illustrates your message. Your graphic should be clear and easy to follow. Experiment with different types by using the table below as a starting point. The table is intended to help you get started and is not an exhaustive list. Purpose of graphic Graphic type Show non-sequential information Show steps in a process or timeline Show a continual process Show a decision tree Create an organization chart Illustrate connections Show how parts relate to a whole Show proportional relationships with the largest component on the top or bottom List Process Cycle Hierarchy Hierarchy Relationship Matrix Pyramid Draw a family tree with pictures Picture Also, consider the amount of text that you have, because the amount of text often determines the layout that you use and how many shapes you need in the layout. In general, SmartArt graphics are most effective when the number of shapes and the amount of text are limited to key points. Larger amounts of text can distract from the visual appeal of your SmartArt graphic and make it harder to convey your message visually. However, some layouts, such as Trapezoid List in the List type, work well with larger amounts of text. Some layouts for SmartArt graphics contain a fixed number of shapes. For example, the Opposing Arrows layout in the Relationship type is designed to show two opposing ideas or concepts. Only two shapes can correspond to text, and the layout cannot be changed to display more ideas or concepts. If you need to convey more than two ideas, switch to another layout that has more than two shapes for text, such as the Basic Pyramid layout in the Pyramid type. Keep in mind that changing layouts or types can alter the meaning of your information. For example, a layout with arrows pointing to the right, such as Basic Process in the Process type, has a different meaning from a SmartArt graphic with arrows going in a circle, such as Continuous Cycle in the Cycle type. ICT Training, Maxwell School of Syracuse University Page 15

16 Create a SmartArt graphic and add text to it 1) On the Insert tab, in the Illustrations group, click SmartArt. 2) In the Choose a SmartArt Graphic dialog box, click the type and layout that you want. 3) Enter your text by doing one of the following: a) Click [Text] in the Text pane, and then type your text. b) Copy text from another location or program, click [Text] in the Text pane, and then paste your text. Notes: If the Text pane is not visible, click the control. To add text in an arbitrary position close to or on top of your SmartArt graphic, on the Insert tab, in the Text group, click Text Box to insert a text box. If you want only the text in your text box to appear, right-click your text box, click Format Shape or Format Text Box, and then set the text box to have no background color and no border. c) Click in a box in the SmartArt graphic, and then type your text. For best results, use this option after you add all of the boxes that you want. Add or delete shapes in your SmartArt graphic 1) Click the SmartArt graphic that you want to add another shape to. 2) Click the existing shape that is located closest to where you want to add the new shape. 3) Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under Add Shape. If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic. You may have to doubleclick the SmartArt graphic to open the Design tab. 4) Do one of the following: a) To insert a shape after the selected shape, click Add Shape After. b) To insert a shape before the selected shape, click Add Shape Before. Notes: To add a shape from the Text pane, click an existing shape, move your cursor before or after the text where you want to add the shape, and then press ENTER. To delete a shape from your SmartArt graphic, click the shape you want to delete, and then press DELETE. To delete your entire SmartArt graphic, click the border of your SmartArt graphic, and then press DELETE. ICT Training, Maxwell School of Syracuse University Page 16

17 Change the colors of an entire SmartArt graphic You can apply color variations that are derived from the theme colors to the shapes in your SmartArt graphic. 1) Click your SmartArt graphic. 2) Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colors. a) If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a SmartArt graphic. You may have to double-click the SmartArt graphic to open the Design tab. 3) Click the color variation that you want. Apply a SmartArt Style to a SmartArt graphic A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D, which you can apply to the shapes in your SmartArt graphic to create a unique and professionally designed look. 1) Click your SmartArt graphic. 2) Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt Style that you want. a) To see more SmartArt Styles, click the More button. Tips: To start with a blank layout, delete all the placeholder text (such as [Text]) in the Text pane, or press CTRL+A and then press DELETE. To resize your entire SmartArt graphic, click the border of your SmartArt graphic, and then drag the sizing handles in or out until your SmartArt graphic is the size that you want. If you already have text on a PowerPoint slide, you can convert slide text to a SmartArt graphic. If you're using PowerPoint, you can animate your SmartArt graphic to emphasize each shape or each hierarchical level. Convert slide text to a SmartArt graphic Presentations often contain slides with bulleted lists. Here's a quick way to convert the text in a bulleted list to a SmartArt graphic to show your message visually in PowerPoint. A SmartArt graphic is a visual representation of your information that you can fully customize. ICT Training, Maxwell School of Syracuse University Page 17

18 Overview of converting slide text to a SmartArt graphic Converting your text to a SmartArt graphic is a quick way to convert existing slides to professionally designed illustrations. For example, with one click, you can convert an Agenda slide to a SmartArt graphic. You can choose from many built-in layouts to add visual appeal to your message or ideas. Place your pointer over a thumbnail to experiment with the layouts for SmartArt graphics that work best with bulleted lists. After you select a layout for a SmartArt graphic, the text in your slides is automatically put in shapes and arranged based on the layout that you chose. You can then customize the SmartArt graphic by changing its color or by adding a SmartArt Style to it. Note: You can also convert pictures on your slide to a SmartArt graphic. Convert slide text to a SmartArt graphic 1) Click the placeholder that contains the text on the slide that you want to convert. 2) On the Home tab, in the Paragraph group, click Convert to SmartArt Graphic. 3) In the gallery, click the layout for the SmartArt graphic that you want. The gallery contains layouts for SmartArt graphics that work best with bulleted lists. To view the entire set of layouts, click More SmartArt Graphics. Notes: If you want both a slide with the text and another slide with the SmartArt graphic created from that same text, create a copy of the slide before you convert it to a SmartArt graphic. You can convert your SmartArt graphic back to text by right-clicking the graphic and selecting Convert to Text. You can also convert your slide to a SmartArt graphic by right-clicking the placeholder that contains the text on the slide that you want to convert, and then clicking Convert to SmartArt. You will lose some text customizations, such as changes to the text color or font size, that you made to the text on the slide when you convert the text to a SmartArt graphic. Add, change, or remove transitions between slides Slide transitions are motion effects that occur in Slide Show view when you move from one slide to the next during a presentation. You can control the speed, add sound, and even customize the properties of transition effects. ICT Training, Maxwell School of Syracuse University Page 18

19 Add a transition to a slide 1) In the pane that contains the Outline and Slides tabs, click the Slides tab. 2) Select the slide thumbnail of the slide that you want to apply a transition to. 3) On the Transitions tab, in the Transition To This Slide group, click the slide transition effect that you want for that slide. a) To see more transition effects, click the More button. Note: To apply the same slide transition to all the slides in your presentation: follow steps 2 through 4 above, and then on the Transitions tab, in the Timing group, click Apply To All. b) To advance the slide after a specified time, on the Transitions tab, in the Timing group, in the After box, enter the number of seconds that you want. Add sound to slide transitions 1) In the pane that contains the Outline and Slides tabs, click the Slides tab. 2) Select slide thumbnail of the slide that you want to add a sound to. 3) On the Transitions tab, in the Timing group, click the arrow next to Sound, and then do one of the following: a) To add a sound from the list, select the sound that you want. b) To add a sound not found on the list, select Other Sound, locate the sound file that you want to add, and then click OK. Set the properties for a transition Many, but not all, of the transitions in PowerPoint 2010 have customizable properties that you can set. 1) On the Slides tab in Normal view, click the thumbnail of the slide with the transition that you want to modify. 2) On the Transitions tab, in the Transition to This Slide group, click Effect Options and select the option that you want. Set the timing and speed of a transition You can modify the duration of a transition, modify the transition effect, and even specify a sound to play during a transition. Also, you can specify the time to spend on a slide before advancing to the next. Set the duration of a transition 1) Select the slide that has the transition that you want to modify. 2) On the Transitions tab, in the Timing group, in the Duration box, type the number of minutes that you want. ICT Training, Maxwell School of Syracuse University Page 19

20 3) To specify how long before the current slide advances to the next, use one of the following procedures: a) To advance the slide when you click the mouse, on the Transitions tab, in the Timing group, select the On Mouse Click check box. Specify a time to advance to the next slide 1) Select the slide that you want to set the timing for. 2) On the Transitions tab, in the Timing group, under Advance Slide, do one of the following: a) To make the slide advance to the next slide when you click the mouse, select the On Mouse Click check box. b) To specify the time before the slide advances, select the After check box, and then type the number of minutes or seconds that you want into the associated text box. Note: To use the specified timings, on the Slide Show tab, in the Set Up group, make sure that the Use Timings check box is selected. Remove a transition 1) In the pane that contains the Slides and Outline tabs, select the Slides tab. 2) On the Slides tab in Normal view, click the thumbnail of the slide that you want to remove the transition from. 3) On the Transitions tab, in the Transition to This Slide group, click None. Note: To remove the slide transitions from all the slides in your presentation, repeat steps 2 through 3 above, and then on the Transitions tab, in the Timing group, click Apply To All. Create a hyperlink In PowerPoint, a hyperlink can be a connection from one slide to another slide in the same presentation (such as a hyperlink to a custom show) or to a slide in another presentation, an address, a Web page, or a file. You can create a hyperlink from text or from an object, such as a picture, graph, shape, or WordArt. Create a hyperlink to a slide in the same presentation 1) In Normal view, select the text or the object that you want to use as a hyperlink. 2) On the Insert tab, in the Links group, click Hyperlink. 3) Under Link to, click Place in This Document. 4) Do one of the following: a) Link to a custom show in the current presentation: Under Select a place in this document, click the custom show that you want to use as the hyperlink destination. Select the Show and return check box. b) Link to a slide in the current presentation: Under Select a place in this document, click the slide that you want to use as the hyperlink destination. ICT Training, Maxwell School of Syracuse University Page 20

21 Create a hyperlink to a slide in a different presentation Note: If you add a link to a presentation from your main presentation, and then copy your main presentation to a laptop, be sure to copy the linked presentation to the same folder as your main presentation. If you don't copy the linked presentation or if you rename, move, or delete it the linked presentation will not be available when you click the hyperlink to it from the main presentation. 1) In Normal view, select the text or the object that you want to use as a hyperlink. 2) On the Insert tab, in the Links group, click Hyperlink. 3) Under Link to, click Existing File or Web Page. 4) Locate the presentation that contains the slide that you want to link to. 5) Click Bookmark, and then click the title of the slide that you want to link to. Create a hyperlink to an address 1) In Normal view, select the text or the object that you want to use as a hyperlink. 2) On the Insert tab, in the Links group, click Hyperlink. 3) Under Link to, click Address. 4) In the address box, type the address that you want to link to, or in the Recently used e- mail addresses box, click an address. 5) In the Subject box, type the subject of the message. Create a hyperlink to a page or file on the Web 1) In Normal view, select the text or the object that you want to use as a hyperlink. 2) On the Insert tab, in the Links group, click Hyperlink. 3) Under Link to, click Existing File or Web Page, and then click Browse the Web. 4) Locate and select the page or file that you want to link to, and then click OK. Create a hyperlink to a new file 1) In Normal view, select the text or the object that you want to use as a hyperlink. 2) On the Insert tab, in the Links group, click click Hyperlink. 3) Under Link to, click Create New Document. 4) In the Name of new document box, type the name of the file that you want to create and link to. a) If you want to create a document in a different location, under Full path, click Change, browse to the location where you want to create the file, and then click OK. 5) Under When to edit, click whether you want to change the file now or later. Check the spelling and preview your presentation When all of your slides look just like you want them to, there are two more steps to finishing your presentation. ICT Training, Maxwell School of Syracuse University Page 21

22 Check the spelling in your presentation Even though the spelling checker is turned on automatically in Office PowerPoint 2007, it is still a good idea to check spelling again after you finish working on your presentation: 1) Press CTRL+HOME to move to the top of your presentation. 2) On the Review tab, in the Proofing group, click Spelling. a) If Office PowerPoint 2007 finds spelling mistakes, it displays a dialog box, and the first misspelled word found by the spelling checker is selected. You indicate how you want to resolve each error that the program finds. After you resolve each misspelled word, the program selects the next one, and so forth. Preview your presentation as a slide show To view your presentation on your computer screen exactly the way it will look to your audience when you are presenting, do the following: 1) On the Slide Show tab, in the Start Slide Show group, do one of the following: a) To start with the first slide in the presentation, click From Beginning. b) To start with the slide that currently appears in the Slide pane, click From Current Slide. 2) The presentation opens in Slide Show view. a) Click to advance to the next slide. b) Tip: to return to Normal view at any time, press ESC. c) Of course, you can also preview your presentation at any time while you are creating it. Deliver and distribute your presentation Now that your presentation is complete, what you do next depends on who delivers the presentation, where it is delivered, and what equipment is used: Will the presentation be run on the computer on which it was created or on another computer, or will it be delivered via a CD or a network location? If the presentation is given live, will you or someone else present it, or will it be self-running? Package a presentation for CD Follow these steps to create a CD to present your slide show on another computer. Important: Before you copy and distribute your presentation, inspect your presentation for hidden data and personal information (see step 8 below), and then decide whether it is appropriate to include this information in the copied presentation. Hidden information might include your name as the presentation's creator, your company's name, and other confidential information that you might not want outsiders to see. Also, check your presentation for objects or hidden slides that are formatted as invisible. 1) Open the presentation that you want to copy, or, if you are working with a new presentation that has not been saved, save the presentation. 2) If you want to save your presentation to a CD, rather than to a network or to a local disk drive on your computer, insert a CD into the CD drive. Notes: You can copy to a blank recordable CD (CD-R), a blank rewritable CD (CD-RW), or a CD-RW that contains existing content that can be overwritten. ICT Training, Maxwell School of Syracuse University Page 22

23 In PowerPoint, if you copy your presentation to a CD, make sure that you copy all of the files in a single operation. After the first set of files is copied, you cannot add any more files to the disc by using PowerPoint. However, you can use Windows Explorer to copy additional files to a CD-R or CD-RW that contains existing files. See Windows Help for more details. 3) Click the File tab. 4) Click Save & Send, click Package Presentation for CD, and then in the right pane, click Package for CD. 5) To choose the presentations that you want to copy and the order in which you want them to play, do the following: a) To add a presentation, in the Package for CD dialog box, click Add, and then in the Add Files dialog box, select the presentation that you want to add and click Add. Repeat this step for each presentation that you want to add. Repeat this step also if you want to add other related, non-powerpoint files to the package. Note: The presentation that is currently open automatically appears in the Files to be copied list. Files that you linked to the presentation are included automatically, but they do not appear in the Files to be copied list. If you add more than one presentation, the presentations will appear on a Web page that lets you navigate to the contents of the CD in the order in which they are listed in the Files to be copied list in the Package for CD dialog box. To change the order, select a presentation that you want to move, and then click the arrow buttons to move the presentation up or down in the list. To remove a presentation or file from the Files to be copied list, select the presentation or file, and then click Remove. 6) Click Options, and then under Include these files, do one or both of the following: a) To ensure that files that are linked to your presentation are included in the package, select the Linked files check box. Files that are linked to your presentation can include Microsoft Office Excel worksheets that are linked to charts, sound files, movie clips, and more. b) To use embedded TrueType fonts, select the Embedded TrueType fonts check box. Notes o If your presentation does not currently include embedded fonts, checking the Embedded TrueType fonts check box includes the fonts when packaged. The Embedded TrueType fonts check box applies to all presentations that are copied, including linked ones. o If your presentation already includes embedded fonts, PowerPoint automatically honors the setting of the presentation to include the embedded fonts. 7) To require other users to supply a password before they can open or edit any of the copied presentations, under Enhance security and privacy, type the password or passwords that you want to require to open the presentation, edit it, or both. Passwords apply to.pptx,.ppt,.potx,.pot,.ppsx,.pps,.pptm,.ppa,.ppam,.mhtml, and.mht files that have been converted to.ppt files, in the copied presentations. If any of the files that you copy already have passwords assigned to them, PowerPoint prompts you to choose between keeping the previously assigned passwords for those files and overriding them with the new passwords. If you choose to override the previously assigned passwords, they are no longer accepted for the copied versions of the files. However, they are still accepted for the original versions. ICT Training, Maxwell School of Syracuse University Page 23