Advanced Guide to Using PowerPoint (2013)

Advanced Guide to Using PowerPoint (2013) IT Documentation Team, updated December 2014. (Reviewed July 2015) Introduction This fact sheet introduces additional features of PowerPoint not covered in fact sheet Getting Started Using PowerPoint 2013. You should be familiar with the basics of PowerPoint before using this step-bystep guide. Obtain Resources 1. Create a folder on your Home drive (H:) called Advanced PowerPoint. 2. Go to www.abdn.ac.uk/it/services/training/practicefiles/ 3. You will see a list of practice files: Main Presentation (main.ppt) Linking Presentation (places.ppt) Image of Neptune (neptune.jpg) Image of Saturn (saturn.jpg) Image of Venus (venus.bmp) Sample Excel Spreadsheet Data (sample.xls) Shockwave Flash Multimedia file (scope.swf) Movie file (bnd1.mpg) 4. Right click on each file name once and choose Save Target As 5. Save each file in the Advanced PowerPoint folder you have just created on your H: drive. Open PowerPoint 2013 1. If you are working in a University PC classroom, you will find a shortcut to PowerPoint 2013 within the Common Applications > Microsoft Office folder on the desktop. 2. Open the file main.ppt from your H: drive. It contains two slides. 3. Click on the Design tab and apply the theme called Wisp. 4. On Slide 1: Type Advanced PowerPoint Training as the slide title. Type your name as the slide subtitle. 5. Insert a new slide of the type Title and Content after Slide 2. Inserting a table 1. On Slide 3: Type Basic Table as the slide title. 2. Click the Table icon in the lower text area. 3. In the Insert Table dialog box, type 3 columns and 3 rows and click OK. You can also insert a table on any type of slide by clicking Table on the Insert tab. 4. Enter data in the table as shown: Vehicle Imports Exports Truck 20,000 10,000 Car 50,000 25,000

Formatting a table Having selected a Theme earlier (Wisp), your new table will adopt the same format. You may want to modify the format to get the look you want. 1. Select the whole table. 2. From the Table Tools Design tab, click the Borders drop-down arrow and select All Borders. 3. On the Home tab, change the font size to 32. 4. Click somewhere in the last row of the table. 5. On the Table Tools Layout tab, click Insert Below. 6. Type Total in the first empty cell, and add up the Import and Export figures. 7. On the Table Tools Design tab, tick Total Row to shade the total row differently: Linking and embedding files PowerPoint supports Object Link and Embed (OLE). This means that you can link to content from other applications in PowerPoint, and changes to the source content will update in your PowerPoint file. Once linked, do not move or delete the source file, as changes will not update correctly. Linking is different to embedding; you will see more on this later. Linking a table You can link existing data from an Excel spreadsheet to a table in PowerPoint so that when the data is altered in Excel it will also update in the PowerPoint table. 1. In main.ppt insert a new slide of the type Title Only after Slide 3. Type Linked Excel Data as the slide title. 2. Open the Excel file sample.xls (if prompted, click Enable Editing at the top of the window). 3. Click on Sheet 1, then copy cells A1 to D3: 4. Return to Slide 4 in PowerPoint and click outside the title box. 5. On the Home tab use the drop down arrow below Paste to select Paste Special. 6. Select the Paste link radio button, click on MS Office Excel Worksheet Object then click OK. 7. Resize the object as necessary. 8. Type the following text into the Notes section for this slide: Any changes I make in the Excel file will be reflected in the PowerPoint object. Double clicking the object on the slide will open the object for editing and formatting in Excel. The linked object takes its formatting from Excel and not from the Theme selected in PowerPoint. 9. Save your changes but leave the Excel file open. The same procedure holds for linking a table from Microsoft Word to PowerPoint. Once again, alterations and formatting would be carried out in the original application. 2

Importing data for a chart Instead of typing data within PowerPoint to construct a chart you can import the data from Excel. 1. Insert a new slide of the type Title and Content after Slide 4. 2. Type the title Imported Data. 3. Click the Chart icon in the lower text area. 4. Click OK to select the default chart type. 5. Note the sample data displayed in the example chart and Excel sheet: 6. Return to the open Excel file sample.xls and copy cells A10 to D12 from Sheet 1: 7. Return to the PowerPoint and the associated Excel file Chart in Microsoft PowerPoint and paste your data into cell A1: 8. Delete rows 4 and 5 in the Excel datasheet and close Excel. 9. Edit the Chart Title to say Europe. The data here is neither linked nor embedded. To modify the chart data in PowerPoint, click Edit Data on the Chart Tools Design tab. Embedding a chart You can copy and paste an existing chart (or data) from Excel into any type of slide in PowerPoint and will still be able to edit the chart and data from within PowerPoint. This is known as embedding. 1. Insert a new Title Only slide and type Embedded Chart as the title. 2. Return to the Excel file sample.xls, and go to the Small_chart sheet. 3. Select and copy the chart: 3

4. Return to PowerPoint and the new Title Only slide. 5. On the Home tab use the drop down arrow below Paste to see the available Paste Options. 6. Click the Use Destination Theme and Embed Workbook icon: To modify the chart data in PowerPoint, click Edit Data button on the Chart Tools Design tab. Altering the chart data in PowerPoint will not alter the original Excel file from which it was copied. Altering the original Excel file will not affect the chart in PowerPoint. Be careful if your original Excel file contains other worksheets they will also be embedded in the presentation. Linking a chart It is possible to link a chart in PowerPoint with a chart already created in Excel so that changes in the Excel version will be reflected in the PowerPoint version. 1. Insert a Title Only slide and type Linked Chart as the title. 2. Return to the Excel file sample.xls and go to the Small_chart sheet. 3. Select and copy the chart. 4. Return to PowerPoint and paste the chart (you can use the keyboard shortcut Ctrl + V). 5. Click the Paste Options button at the bottom right of the pasted chart, and click the Use Destination Theme and Link Data icon: To modify the data for this chart click Edit Data button on the Chart Tools Design tab. To force a refresh of linked data, click the Refresh Data button on the Chart Tools Design tab. In order to break a link, go to the File tab, then Info, then select Edit Links to Files at the bottom right of the info area. Select the link you wish to break and click the Break Link button. Merging presentations Slides in an existing presentation can be used in other presentations without having to copy or duplicate them. This saves having to make changes to multiple copies. 1. Click on Slide 7 in main.ppt (your Linked Chart slide). 2. From the Home tab, select the arrow down on the New Slide button and click Reuse Slides... 3. The Reuse Slides pane opens on the right of the screen. 4. Click Browse, then Browse File 5. Find the file places.pptx in the folder on your H: drive and click Open. 6. Double click on Slides 2, 3 and 4 to insert them to your presentation. 7. Close the Reuse Slides pane. 8. The inserted slides will adjust to match the Theme. 4

Headers and footers You may wish to use headers and footers to display information on each slide, much as you would in Word. 1. On the Insert tab, click Header & Footer. 2. On the Slide tab, tick the Date and time checkbox. 3. Select the Fixed radio button and in the text area type today s date. 4. Tick the Slide number check box. 5. Tick the Footer check box and in the text area type University of Aberdeen. 6. Tick the Don t show on title slide check box. 7. Click Apply to All. 8. View the results on your slides. Header and footer information will be formatted and placed according to the applied Theme. Slide design and colour schemes A slide colour scheme is associated with the design Theme applied to a presentation. This includes text, backgrounds, object fills, lines and chart colours. It may be that you wish to retain the design part of the theme but modifying the colour scheme used. 1. Move to Slide 5 (Imported Data) and from the Design tab, click the Variants drop-down arrow: 2. Click Colors and select a different colour scheme (eg Paper) and note the effect on the presentation. Slide backgrounds 1. On the Design tab, click Format Background. 2. Select the Picture or texture fill radio button. 3. Click Insert picture from File to browse to the picture Neptune.jpg on H: and click Insert. 4. Click Apply to All at the bottom of the pane. 5. Click Undo on the Quick Access Toolbar to remove the background you have just inserted. You can see from this example that great care should be taken when using picture backgrounds as they are likely to make text less readable. Work with drawing objects Drawing objects are useful for creating diagrams and logos, for example. For our example, you will use these objects to draw an eye, which we will later animate. 1. Insert a Title Only slide and type Animated Drawing Object as the title. 2. Right click and select Grids and Guides. Select Guides from the drop down menu. 3. On the Insert tab, click Shapes and select an oval. 4. Drag the oval to position it in the centre of the slide (this will be the shape of the eye). 5. On the Drawing Tools Format tab set the Shape Fill to yellow with a light gradient from centre. 6. Use the Drawing Tools Format tab to set the size of the oval to 3cm by 3cm. 5

7. Use the Shape Outline options to remove the outline from the shape. 8. Press Ctrl + D to duplicate the oval, and then set its colour to blue. 9. Reduce the size of the blue oval by holding down the shift key whilst dragging a corner handle (to retain proportions). 10. Drag this small oval to the centre of the eyeball object (this will be the pupil). 11. Insert a moon shape from the Basic Shapes group. 12. Change the colour of the moon to a light grey and remove the shape outline. 13. In the Arrange tool group use the Rotate button to rotate the moon Right 90 o. 14. Drag the moon to form an eyelid on the eyeball. Use the resizing handles if necessary. The yellow skew handle allows you to change the shape of the moon to some extent. Small adjustments to positioning can be done by holding down the Ctrl key whilst using the arrow keys. 15. Select all objects by drawing a box round the eyeball with your mouse pointer. From the Arrange tool group select the Group button to group the objects as one. Any action you take now will apply to all three objects. 16. From the Shape Styles tool group use the Shape Effects button to apply an Offset Left shadow. 17. Insert another oval to the slide and apply a Fill colour of light grey, remove the shape outline and resize it to 3cm by 3cm. Move it so it covers the eye. 18. Save your changes. You will now animate some of the text in this presentation as well as the eyeball. You can animate text, graphics and charts. Think carefully before doing this, as too much animation can be distracting. Animate text 1. Move to Slide 2. 2. Click in the text First Main Point to select the text box. 3. Click on the Animations tab and click on Fly In. 4. Click Animation Pane to open a pane on the right of the screen: 5. In the Animation Pane, select the animation you applied to the text, click the down arrow and then click Effect Options: 6. Click the Text Animation tab and change the Group text: to By 3rd level paragraphs. Click OK. 7. View the slide in slide show view to see the effect. 6

Animate a chart 1. Move to Slide 6 (Embedded Chart). 2. Click on the chart to select it. 3. Click on the Animations tab and click on Appear. 4. Click on Animation Pane button. Select the animation you applied to the chart, click the down arrow and then click Effect Options. 5. Select the Chart Animation tab and change Group Chart: to By Series. Click OK. 6. View the slide in Slide Show view, using mouse clicks to show the animation. Animate drawing objects 1. Move to Slide 11 (Animated Drawing Object). 2. Click on the grey oval to select it. 3. Click on the Animations tab and click on Wipe. 4. Click on Animation Pane button. Select the animation you applied to the oval, click the down arrow and then click Effect Options. 5. Change the effect direction From Top. If you copy an object that has animation applied to it, then the animation is also copied. Smart Art Instead of using simple bullet points or creating your own diagrams you may like to use some of the Smart Art built in graphics to present your ideas. Smart Art can be used for lists, processes and hierarchical information for example. 1. Insert a Title Only slide at the end of your presentation and enter a title of Project Phasing. 2. On the Insert tab click the SmartArt button. 3. From the Cycle category select the Basic Cycle layout and click OK. 4. Starting from the top circle add the following text into the first 5 circles: Terms of Reference, Analysis, Design, Build, and Test. 5. Right click on the circle with the word Test in it and select to Add Shape, Add Shape After. 6. Repeat this two more times and enter the following in each circle: Implement, Measure and Review. 7. From the SmartArt Tools Design tab, change the SmartArt Style to one of your own choice. 8. From the Animations tab click on Wheel. 9. Click on Animation Pane button. Select the animation you applied to the chart, click the down arrow and then click Effect Options. 10. Select the SmartArt Animation tab and change the Group graphic: to One by One. 11. Select the Timing tab and Start: On Click. Click OK. Custom Shows You may wish to customise a large presentation for different audiences. You can select particular slides for showing as Custom Shows, without having to create separate presentations. 1. From the Slide Show tab select Custom Slide Show, Custom Shows. 2. Click New, then enter Audience A as the slide show name. 3. Select slides 1, 6, 7 and 8 in the list on the left and move them to the right by using the Add button. 4. Click OK and then Close. 5. To view a Custom Show use the Custom Slide Show button on the Slide Show tab. 7

Action Buttons and Hyperlinks Rather than show your presentation in a linear fashion you may wish to branch from a point on one slide to one or more slides (or to a Custom show) elsewhere within your presentation before returning to the normal sequence. Action buttons are ready made hyperlink objects that, when clicked during a show, will take you to a linked slide, other presentation, file or web page. 1. Move to Slide 2. 2. On the Insert tab click on the Shapes button. Scroll down the shape categories to select the Forward button from the Action buttons category. 3. Click on the slide to insert the button. 4. In the Action Settings dialog box use the Hyperlink to: drop down arrow and scroll to Slide... 5. Select Slide 6, click OK and OK again. 6. Resize the button to 1cm by 1cm and place next to First Main Point. 7. Repeat the process for an action button linked to Slide 7, and placed next to Second Main Point. 8. On Slide 6 insert a Back action button and link it to Slide 2. 9. Copy this button and insert the copy on Slide 7. 10. Move back to Slide 2 and view your show, clicking the action buttons to ensure they link correctly. Similar hyperlinking can be based on any text, drawing object or picture by first selecting the text or object and then choosing Hyperlink from the Insert tab in the Links tool group. Using Images Images can take up a lot of file space and may increase the size of your PowerPoint file considerably. Images which are to appear on every slide should be placed on the Slide Master. An image can also be used as a slide background but thought must be given to legibility of whatever else is on the slide. 1. From the View tab select Slide Master. 2. Scroll up and click on the top slide in the list. 3. From the Insert tab click on Picture. 4. Find the picture Saturn.jpg on your H: drive and click the Insert button. You can resize and position the image as you would for any other object. 5. Position the image at the top right of the slide. 6. Return to Normal View (use the View tab) and note how the image appears on all slides other than the first slide (a Title Only slide layout). If you want an object to appear on Title Slide layouts then you must add it to the Title Slide layout in Master View. Converting a Bitmap Bitmap image files (file extension.bmp) tend to be quite large. You can convert them to jpeg format to save file size. 1. Open a picture editing programme such as Paint. 2. Click on the Paint button at the top left of window and select Open and find the file Venus.bmp and click the Open button. 3. Select Save As from the Paint button and save the picture as a jpeg using the Save as type: drop down list. Close your picture editing programme. Some pictures, including Windows meta files (.wmf), can be ungrouped (and often ungrouped again) to enable formatting, of individual elements of the picture. Clip Art pictures are a good example of this. Image backgrounds usually need to match any other image they are overlaying otherwise the appearance can be somewhat unprofessional. This can be achieved using transparency (click on the Picture Tools Format tab, then select Remove Background). 8

Using Video A range of video file formats exist. Compatible video file types in PowerPoint 2013 are.mpg/.mpeg,.avi,.swf,.asf and.wmv. 1. Insert a new Title Only slide at the end of your presentation and give it the title Embedded Movie. 2. From the Insert tab, select Video then Video from File. 3. Select the file bnd1.mpeg from your H: drive. 4. Increase the size of the movie object on your slide using the sizing handles. 5. View the slide in Slide Show view. (Embedded videos, by default are set On Click to Start Movie ). PowerPoint 2013 embeds videos, so they become part of the presentation. No more worrying about linked files when running your slideshow! Record Slide Timings 1. Move to Slide 1. 2. From the Slide Show tab select Rehearse Timings. 3. Use the toolbar at the top left to move from slide to slide or use a mouse click. 4. After the last slide click Yes when asked if you wish to save the slide timings. 5. If you also wish to physically present the show then you can deselect the Use Timings checkbox on the Slide Show tab. A continuously self-running show may be useful for giving information to visitors at an open day or for the foyer of a building for example. You can set slide transition timings and record a narration for the slides. Record Narration You will need a microphone connected to your PC to do this section. Slide Timings can be done at the same time as Narration if you wish. 1. From the Slide Show tab select Record Slide Show. 2. Click OK and record your narration for Slide 1 then click the mouse to move to Slide 2 and so on. Narration can be paused by clicking the right mouse button and choosing Pause Narration. Restart by right clicking and using the menu. Narration can be removed from any slide by deleting the Volume icon that appears on each slide. Setting Up a Self-Running Show 1. From the Slide Show tab, click Set Up Slide Show. 2. Select the radio button for Browsed at a kiosk. 3. Select the radio button for Using timings, if present. 4. Click OK. 5. A kiosk show will always loop continuously until the Esc key is pressed. 6. View your slide show. 9

Reordering and Hiding Slides You can reorder slides in either Normal view or Slide Sorter view by dragging a slide to where you want to place it. 1. In Slide Sorter view drag Slide 11 to be the last slide in the presentation. You can hide some slides in your presentation so that they do not display during the slide show. This may be a simple way to customise a show. 2. Select Slides 3 and 5 by holding down Ctrl and clicking on slides 3 and 5. 3. From the Slide Show tab select Hide Slide. This can be done in any slide view. To unhide slides just repeat this process. When a slide is hidden, the number is crossed out in the navigation pane on the left of the screen. Be careful to unhide slides after giving your presentation, if you will need to display all slides the next time you present. Publishing to the Web We recommend that you save your presentation as a normal (.pptx) PowerPoint file and provide a link to it from a web page. You should ensure that any linked files are kept with your PowerPoint file. For Internet Explorer users, a link will open the presentation within a browser window. Internet Explorer users can right click on the link and choose Save Target As in order to save the PowerPoint files to their own file space if they wish. Design Guidelines and Disaster Avoidance Fact sheet Using PowerPoint in Presentations is available from www.abdn.ac.uk/it/student/help/guides Useful information: www.speakingaboutpresenting.com/category/design/ Resolution In PowerPoint 2013, the default slide size is 16:9 widescreen. Most Lecture Theatre display systems at the University are also widescreen. Think about the screen you will be using, is this the best resolution for your presentation? If not, you can change it. 1. Click the Design tab. 2. In the Customize group, click Slide Size. 3. Click Standard or Widescreen. File Size PowerPoint files can be quite large, particularly if they include images and video. If you need to transport presentations, then use a CD or memory stick. Ensure you also transport any linked files. Microsoft PowerPoint 2013 has a Package Presentation for CD option. Find this under the File tab, Export. This will include your linked files and a PowerPoint Viewer utility which allows a presentation to be run on PCs which do not have Power Point installed (depending on the operating system). Further information and help Use MyIT to log calls with the IT Service Desk: https://myit.abdn.ac.uk For IT training materials, see www.abdn.ac.uk/tad 10