by Peter Weverka
Seven Quick Reference Guides - One Great Prices!
7 BOOKS IN 1
*Getting Started
*Building Your Presentation
*Table, Charts, and Diagrams
*Graphics and Shapes
*Flash and Dash
*Giving a Presentation
*PowerPoint for Power Users
*Getting Started
*Building Your Presentation
*Table, Charts, and Diagrams
*Graphics and Shapes
*Flash and Dash
*Giving a Presentation
*PowerPoint for Power Users
 |
| PowerPoint AIO Desk Reference For Dummies |
About the Author
Peter Weverka is the bestselling author of several For Dummies books,
including Office All-in-One Desk Reference For Dummies and Microsoft Money
For Dummies, as well as 30 other computer books about various topics.
Peter’s humorous articles and stories — none related to computers,
thankfully — have appeared in Harper’s, SPY, The Argonaut, and other
magazines for grown-ups.
Author’s Acknowledgments
This book owes a lot to many hard-working people at Wiley Publishing
in Indiana. I would like once again to thank Steve Hayes for his good advice,
his encouragement, and the opportunity to write another For Dummies book.
Susan Christophersen knows the editing craft as well as any editor I have
ever worked with. It was a pleasure — once again — to work with her.
Technical editor Joyce Nielsen made sure that all the explanations in this
book are indeed accurate, and I would like to thank her for her excellent work
and suggestions for improving this book. I would also like to thank Rich
Tennant for the witty cartoons you will find on the pages of this book,
and Ty Koontz for writing the index.
These people at the Wiley offices in Indianapolis gave their all to this book,
and I want to acknowledge them by name:
Claudia Bell, Amanda Foxworth, John Greenough, Joyce Haughey,
Steve Hayes, Jodi Jensen, Stephanie D. Jumper, Jessica Kramer,
Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan,
Erin Smith, Ryan Steffen, Ronald Terry, Laura VanWinkle, Erin Zeltner
Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my
vampire-like working hours and eerie demeanor at the breakfast table. How
will I ever repay you?
Introduction
Only a few years ago, PowerPoint was a novelty. All of a sudden, speakers
started giving PowerPoint presentations at conferences and seminars.
Audiences welcomed PowerPoint. The slides made presentations more interesting
and lively. You could gaze at the slides while you listened to the speaker.
Speakers — especially speakers who weren’t comfortable talking before an
audience — liked PowerPoint, too. PowerPoint took away some of the burdens
of public speaking. The program made it easier to speak in front of strangers.
PowerPoint became a staple of conferences, seminars, and corporate boardrooms.
Then the novelty wore off, and audiences started grumbling. The
presentations were too much alike. You saw bulleted list after bulleted list.
Presentations followed the same tired formula — introductory slides followed
by “key point” slides following by a tidy conclusion. Writing in the
New Yorker, Ian Parker declared that PowerPoint is “a social instrument,
turning middle managers into bullet-point dandies.” Edward Tufte, professor
of information design at Yale University, lamented the program’s “charjunk”
and “PowerPointPhluff.” In a Wired essay called “PowerPoint Is Evil,” he wrote,
“PowerPoint style routinely disrupts, dominates, and trivializes content.”
Despite these complaints, speakers have not abandoned PowerPoint, and
audiences still welcome it. But expectations have risen. Audiences expect
the presenter to use PowerPoint skillfully and creatively. The audience
knows when a presenter is just going through the motions and when a presenter
is using PowerPoint to explore a subject and show it in a new light.
This book was written with the goal of showing you how to use the Power-
Point software, but also how to use it with skill and imagination. I tell you
which buttons to click to complete tasks, but I also show you how Power-
Point can be a means of communicating and connecting with your audience.
I show you how to build a persuasive presentation, one that brings the audience
around to your side. No matter how much experience you have with
PowerPoint, this book will make you a better, more proficient, more confident user of the program.
What’s in This Book, Anyway?
This book is jam-packed with how-to’s, advice, shortcuts, and tips for getting
the most out of PowerPoint. Here’s a bare outline of the seven parts of
this book:
✦ Book I: Getting Started in PowerPoint: Explains the PowerPoint interface
and how to get around on-screen, as well as basic tasks such as how
to create presentations and view presentations in different ways. You
can also find advice for formulating and designing presentations.
✦ Book II: Building Your Presentation: Shows how to create, manipulate,
and format slides, as well as how to handle the master slides and master
styles that make it possible to format many slides simultaneously. You
discover how to design the look of your presentation and enter lists,
text, and text boxes.
✦ Book III: Communicating with Tables, Charts, and Diagrams: Explores
the many techniques for creating, designing, and formatting tables,
charts, and diagrams.
✦ Book IV: Embellishing Your Slides with Graphics and Shapes: Demonstrates
how to create lines, shapes, text-box shapes, and WordArt images.
You also find out how to adorn a presentation with photographs, graphics,
and clip-art images.
✦ Book V: Flash and Dash: Shows how to take advantage of transitions and
animations, as well as make video and sound a part of a presentation.
✦ Book VI: Giving a Presentation: Explores all the different ways to deliver
a presentation — in person, as a self-running presentation, and as a userrun
presentation. You find out how to write slide notes and print presentations,
as well as deliver them over the Internet and on CDs.
✦ Book VII: PowerPoint for Power Users: Looks into customizing Power-
Point, designing templates, collaborating with others, linking and
embedding, and understanding macros.
What Makes This Book Special
You are holding in your hands a computer book designed to make learning
PowerPoint as easy and comfortable as possible. Besides the fact that this
book is easy to read, it’s different from other books about PowerPoint.
Easy-to-look-up information
This book is a reference, and that means that readers have to be able to find
out how to do something quickly. To that end, I have taken great pains to
make sure that the material in this book is well organized and easy to find.
The descriptive headings help you find information quickly. The bulleted
and numbered lists make accomplishing a task simpler. The tables make
options easier to understand.
I want you to be able to look down the page and see in a heading or list the
name of the topic that concerns you. I want you to be able to find what you
need quickly. Compare the table of contents in this book to the book next to
it on the bookstore shelf. This book is better organized than the others.
A task-oriented approach
Most computer books describe what the software is, but this book shows
you how to use the software. I assume that you came to this book because
you want to know how to do something — animate a slide, create a chart,
design a look for your presentation. You came to the right place. This book
shows you how to make PowerPoint work for you.
Meaningful screen shots
The screen shots in this book show only the part of the screen that illustrates
what is being explained in the text. When an explanation refers to one
part of the screen, only that part of the screen is shown. I took great care to
make sure that the screen shots serve to help you understand the Power-
Point features and how they work.
Foolish Assumptions
Please forgive me, but I made some foolish assumptions about you, the
reader of this book. I assumed that:
✦ You own a copy of PowerPoint 2007, the latest version of PowerPoint,
and you have installed it on your computer.
✦ You use the Windows operating system. Even if yours is an old version
of Windows, all the methods in this book apply.
✦ You are kind to foreign tourists and small animals.
Conventions Used in This Book
I want you to understand all the instructions in this book, and in that spirit,
I’ve adopted a few conventions.
Where you see boldface letters or numbers in this book, it means to type the
letters or numbers. For example, “Enter 25 in the Percentage text box” means
to do exactly that: Enter the number 25.
Sometimes two tabs on the Ribbon have the same name. To distinguish tabs
with the same name from one another, I sometimes include one tab’s “Tools”
heading in parentheses if there could be any confusion about which tab I’m
referring to. For example, when you see the words “(Table Tools) Design tab,”
I’m referring to the Design tab for creating tables, not the Design tab for changing
a slide’s appearance. (Book I, Chapter 3 describes the Ribbon and the tabs in detail.)
To show you how to step through command sequences, I use the ➪ symbol.
For example, you can click the Office button and choose Publish➪Package
for CD to copy a presentation to a CD. The ➪ symbol is just a shorthand
method of saying “Choose Publish and then Package for CD.”
To give most commands, you can press combinations of keys. For example,
pressing Ctrl+S saves the file you’re working on. In other words, you can hold
down the Ctrl key and press the S key to save a file. Where you see Ctrl+, Alt+,
or Shift+ and a key name or key names, press the keys simultaneously.
Yet another way to give a command is to click a button. When I tell you to
click a button, you see a small illustration of the button in the margin of this
book (unless the button is too large to fit in the margin). The button shown
here is the Save button, the one you can click to save a file.
Screenshot
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Product details
Price
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|---|---|
File Size
| 20,786 KB |
Pages
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675 p |
File Type
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PDF format |
ISBN-13
ISBN-10 | 978-0-470-04062-1 0-470-04062-9 |
Copyright
| 2007 by Wiley Publishing, Inc |
Contents at a Glance
Introduction
Book I: Getting Started in PowerPoint
Chapter 1: Introducing PowerPoint
Chapter 2: PowerPoint Nuts and Bolts
Chapter 3: Finding Your Way around the PowerPoint Screen
Chapter 4: Planning Ahead for a Solid Presentation
Book II: Building Your Presentation
Chapter 1: Inserting and Handling Slides
Chapter 2: Handling Master Slides and Master Styles
Chapter 3: Handling Slide Backgrounds
Chapter 4: Entering the Text
Chapter 5: Formatting Text on a Slide
Book III: Communicating with Tables, Charts, and Diagrams
Chapter 1: Constructing the Perfect Table
Chapter 2: Putting a Chart on a Slide
Chapter 3: Putting Diagrams on Slides
Book IV: Embellishing Your Slides with Graphics and Shapes
Chapter 1: Drawing Shapes, Lines, and Other Objects
Chapter 2: Managing and Manipulating Objects
Chapter 3: Decorating Slides with Graphics and Photographs
Chapter 4: Decorating Slides with Clip Art
Book V: Flash and Dash
Chapter 1: Taking Advantage of Transitions and Animations
Chapter 2: Making Video Slides
Chapter 3: Making Sound and Music a Part of a Presentation
Book VI: Giving a Presentation
Chapter 1: Giving an In-Person Presentation
Chapter 2: Speaker Notes and Handouts
Chapter 3: Creating a Self-Running Presentation
Chapter 4: Creating a User-Run Presentation
Chapter 5: Alternative Ways to Distribute Presentations
Book VII: PowerPoint for Power Users
Chapter 1: Customizing PowerPoint
Chapter 2: Creating a Presentation Design for Your Company
Chapter 3: Collaborating with Others on a Presentation
Chapter 4: Linking and Embedding for Compound Presentations
Chapter 5: Automating Tasks with Macros
Index
Table of Contents
Introduction......
What’s in This Book, Anyway?............
What Makes This Book Special ....
Easy-to-look-up information....
A task-oriented approach...............
Meaningful screen shots..............
Foolish Assumptions ......................
Conventions Used in This Book ........
Icons Used in This Book....
Good Luck, Reader!.......
Book I: Getting Started in PowerPoint.............................5
Chapter 1: Introducing PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
PowerPoint Slides ............................................................................................7
Some PowerPoint Jargon ................................................................................9
PowerPoint as a Communication Tool ..........................................................9
A Whirlwind Tour of PowerPoint .................................................................10
Creating the slides................................................................................10
Designing your presentation...............................................................10
Inserting tables, charts, diagrams, and shapes................................12
“Animating” your slides.......................................................................12
Showing your presentation .................................................................12
Chapter 2: PowerPoint Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . .15
Starting PowerPoint.......................................................................................15
Creating a New Presentation ........................................................................17
Deciding between the blank presentation and a template .............18
Creating a blank presentation.............................................................19
Creating a presentation from a template...........................................20
Starting from another presentation ...................................................20
Saving Your Presentation Files .....................................................................22
Telling PowerPoint where you like to save presentations ..............22
Saving presentations for use in earlier versions of PowerPoint .......23
Saving “AutoRecovery information” ..................................................25
Opening and Closing Presentations.............................................................26
Opening a presentation .......................................................................26
Closing a presentation .........................................................................29
Entering the Document Properties ..............................................................30
Understanding the New PowerPoint XML Format.....................................31
Shortcut Commands Worth Knowing..........................................................32
Undoing a mistake................................................................................32
Repeating an action — and quicker this time...................................33
Entering text quickly with the AutoCorrect command ...................33
Chapter 3: Finding Your Way around the PowerPoint Screen . . . . . .37
A Brief Geography Lesson.............................................................................37
Knowing Your Way around the New PowerPoint Interface.......................39
The Office button .................................................................................40
The Quick Access toolbar ...................................................................40
The Ribbon and its tabs ......................................................................41
Context-sensitive tabs .........................................................................42
The anatomy of a tab ...........................................................................43
Live previewing.....................................................................................46
Mini toolbars.........................................................................................47
PowerPoint 2007 for keyboard lovers................................................47
Zooming In, Zooming Out..............................................................................49
Getting a Better View of Your Work .............................................................50
Changing views.....................................................................................51
Normal/Outline view: Fiddling with the text.....................................51
Normal/Slides view: Moving from slide to slide ...............................52
Slide Sorter view: Moving and deleting slides ..................................52
Slide Show view: Giving a presentation.............................................52
Notes Page view: Reading your speaker notes.................................52
Pure Black and White and Grayscale views ......................................53
The Master views .................................................................................53
Hiding and Displaying the Slides Pane and Notes Pane............................53
Displaying, Hiding, and Reading the Ruler..................................................55
Chapter 4: Planning Ahead for a Solid Presentation . . . . . . . . . . . . . .57
Formulating Your Presentation ....................................................................58
Start by writing the text.......................................................................58
Make clear what the presentation is about.......................................58
Start from the conclusion....................................................................58
Personalize the presentation ..............................................................59
Tell a story.............................................................................................59
Assemble the content ..........................................................................59
Designing Your Presentation ........................................................................59
Keep it simple .......................................................................................59
Be consistent from slide to slide ........................................................61
Choose colors that help communicate your message ....................61
When fashioning a design, consider the audience...........................61
Beware the bullet point .......................................................................62
Observe the one-slide-per-minute rule..............................................62
Make like a newspaper ........................................................................63
Use visuals, not only words, to make your point .............................64
Delivering Your Presentation........................................................................65
Rehearse, and rehearse some more...................................................65
Connect with the audience .................................................................65
Anticipate questions from the audience ...........................................65
Know your equipment .........................................................................66
Take control from the start .................................................................67
Play tricks with the PowerPoint screen ............................................67
Book II: Building Your Presentation ..............................69
Chapter 1: Inserting and Handling Slides . . . . . . . . . . . . . . . . . . . . . . . .71
Understanding How Slides Are Constructed ..............................................72
Slide layouts..........................................................................................72
Text frames and content frames.........................................................72
Selecting the right layout ....................................................................74
Creating New Slides for Your Presentation.................................................74
Inserting a new slide ............................................................................74
Creating a duplicate slide....................................................................77
Copying and pasting slides .................................................................78
Stealing slides from other presentations ..........................................79
Conjuring slides from Word document headings.............................81
Selecting a Different Layout for a Slide .......................................................84
Changing the Size and Orientation of Slides...............................................84
Changing the size of slides..................................................................85
Changing the orientation of slides .....................................................85
Displaying Slides So That You Can Manipulate Them...............................86
Selecting, Moving, and Deleting Slides ........................................................87
Selecting slides .....................................................................................87
Moving slides ........................................................................................88
Deleting slides.......................................................................................88
Hidden Slides for All Contingencies.............................................................88
Hiding a slide ........................................................................................89
Showing a hidden slide during a presentation .................................89
Chapter 2: Handling Master Slides and Master Styles . . . . . . . . . . . .91
Using Master Slides and Master Styles for a Consistent Design ..............91
Switching to Slide Master view...........................................................92
Understanding master slides (the Slide Master and layouts) ........93
Understanding how master styles work............................................95
Relationships between the Slide Master, layouts, and slides .........96
Ground Rules for Handling Master Slides ...................................................98
Altering a Master Slide ..................................................................................99
Editing a master style ..........................................................................99
Changing the layout of master slides ..............................................101
Creating Another Slide Master ...................................................................103
Restoring a Redesigned Presentation to Its Original State .....................104
Reconnecting a presentation slide to its original layout...............105
Re-imposing the original design on an entire presentation ..........105
Removing a Background Graphic from a Single Slide..............................106
Chapter 3: Handling Slide Backgrounds . . . . . . . . . . . . . . . . . . . . . . . .109
Looking at Themes and Background Styles..............................................109
A look at themes.................................................................................110
A look at background styles..............................................................110
Design Considerations.................................................................................111
Setting the tone by your color choices ...........................................111
Carefully selecting the background colors .....................................112
Making a Theme for Your Presentation.....................................................114
Selecting a theme ...............................................................................114
Customizing a theme .........................................................................118
Creating Slide Backgrounds on Your Own ................................................121
Using a solid (or transparent) color for the slide background .......121
Selecting a gradient blend of two colors
for the slide background................................................................122
Placing a clip-art image in the slide background ...........................124
Using a graphic for a slide background...........................................126
Using a texture for a slide background............................................127
Changing the Background of a Single or Handful of Slides.....................128
Selecting a different theme for some of the slides.........................129
Creating a different background for some of the slides ................129
Selecting a different theme or background style
for slide layouts ..............................................................................130
Chapter 4: Entering the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133
Entering Text: The Basics............................................................................133
Normal/Outline View for Reading and Editing Text.................................134
Manipulating the Text..................................................................................136
Selecting text on a slide.....................................................................136
Moving, copying, and pasting text ...................................................136
Deleting text ........................................................................................140
Changing the Look of Text ..........................................................................140
Choosing fonts for text ......................................................................141
Finding and replacing fonts throughout a presentation................144
Changing the font size of text ...........................................................146
Applying font styles to text ...............................................................146
Applying text effects to text..............................................................147
Changing the color of text.................................................................150
Quick Ways to Handle Case, or Capitalization .........................................151
Entering Symbols, Foreign Characters, Quote Marks, and Dashes .......153
Entering symbols and characters
with the Symbol dialog box...........................................................154
Handling dashes and quotation marks............................................155
Correcting Typos Automatically with the AutoCorrect Command .......156
Opening the AutoCorrect dialog box ...............................................156
Telling PowerPoint which typos and misspellings to correct ......157
Preventing capitalization errors with AutoCorrect........................157
Finding and Replacing Text.........................................................................158
Finding stray words and text ............................................................158
Conducting a Find-and-Replace operation......................................160
Correcting Your Spelling Errors .................................................................162
Correcting misspellings one at a time .............................................163
Spell checking an entire presentation .............................................164
Fine-tuning the spell checker............................................................165
Researching a Topic inside PowerPoint....................................................170
Using the Research task pane...........................................................171
Choosing your research options ......................................................172
Finding the Right Word with the Thesaurus.............................................174
Working with Text Written in a Foreign Language ...................................176
Telling PowerPoint which languages you will use .........................176
Marking text as foreign language text..............................................177
Translating Foreign-Language Text............................................................178
Smart Tags, Smart Alecks............................................................................179
Chapter 5: Formatting Text on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . .181
Putting a Text Box on a Slide ......................................................................181
Creating a text box .............................................................................182
Rotating a text box .............................................................................184
Establishing a default text box style ................................................185
Using a Shape as a Text Box .......................................................................186
Turning a shape into a text box........................................................186
Turning a text box into a shape........................................................186
Selecting Text Boxes and Text Frames ......................................................187
Changing the Direction of Text...................................................................188
Controlling How Text Fits in Text Frames and Text Boxes .....................189
Choosing how PowerPoint “autofits” text in text frames..............190
Choosing how PowerPoint “autofits” text in text boxes ...............192
Positioning Text in Frames and Text Boxes..............................................193
Aligning text in frames and text boxes ............................................193
Indenting text in text frames and text boxes ..................................194
Formatting a text frame for normal paragraphs,
not indented lists............................................................................199
Aligning text with tab stops ..............................................................200
Handling Bulleted and Numbered Lists.....................................................204
Creating a standard bulleted or numbered list ..............................204
Removing bullets and numbers from lists ......................................205
Choosing a different bullet character, size, and color...................205
Choosing a different list-numbering style, size, and color............207
Making sublists, or nested lists ........................................................208
Fine-Tuning the Text Layout .......................................................................209
Adjusting the space between lines and paragraphs ......................209
Fixing a top-heavy title ......................................................................212
Adjusting the space between characters ........................................212
Changing the internal margins of a text frame or box ...................215
Putting Footers (and Headers) on Slides ..................................................215
Some background on footers and headers .....................................215
Putting a standard footer on all your slides ...................................216
Creating a “nonstandard” footer ......................................................217
Removing a footer from a single slide .............................................218
Book III: Communicating with Tables,
Charts, and Diagrams........219
Chapter 1: Constructing the Perfect Table . . . . . . . . . . . . . . . . . . . . . .221
Talking Table Jargon ....................................................................................222
Creating a Table............................................................................................222
Entering the Text and Numbers .................................................................224
Selecting Different Parts of a Table............................................................225
Aligning Text in Columns and Rows ..........................................................226
Merging and Splitting Cells .........................................................................227
Laying Out Your Table .................................................................................228
Changing the size of a table, columns, and rows ...........................228
Inserting and deleting columns and rows.......................................230
Moving columns and rows ................................................................230
Changing the size of cell margins.....................................................231
Formatting Your Table.................................................................................231
Designing a table with a table style .................................................232
Calling attention to different rows and columns............................233
Decorating your table with borders and colors .............................234
Neat Table Tricks .........................................................................................236
Changing the direction of header row text .....................................236
Using a picture as the table background.........................................237
Drawing diagonal lines on tables .....................................................239
Drawing on a table .............................................................................239
Wrapping slide text around a table..................................................240
Chapter 2: Putting a Chart on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . .241
A Mercifully Brief Anatomy Lesson ...........................................................241
The Basics: Creating a Chart ......................................................................244
Choosing the Right Chart............................................................................245
Ground rules for choosing a chart ...................................................246
Examining the different kinds of charts ..........................................247
Providing the Raw Data for Your Chart .....................................................262
Entering data in an Excel worksheet................................................263
Updating a chart with new data .......................................................267
Changing a Chart’s Appearance .................................................................267
Changing the chart type ....................................................................268
Changing the shape of a chart ..........................................................269
Relying on a Chart Style to change appearances...........................269
Changing the layout of a chart .........................................................270
Handling the gridlines........................................................................273
Changing a chart element’s color, font, or other particular .........275
Saving a Chart as a Template so You Can Use It Again ...........................277
Saving a chart as a template .............................................................277
Creating a chart from a template .....................................................277
Chart Tricks for the Daring and Heroic.....................................................278
Decorating a chart with a picture ....................................................278
Annotating a chart..............................................................................279
Displaying the raw data alongside the chart ..................................280
Animating a chart ...............................................................................281
Creating an overlay chart..................................................................282
Converting Old Charts to PowerPoint 2007 Charts .................................283
Troubleshooting a Chart .............................................................................285
Chapter 3: Putting Diagrams on Slides . . . . . . . . . . . . . . . . . . . . . . . . .287
The Basics: Creating SmartArt Diagrams..................................................287
Creating the Initial Diagram ........................................................................289
Creating a diagram .............................................................................290
Swapping one diagram for another..................................................291
Changing the Size and Position of a Diagram ...........................................291
Laying Out the Diagram Shapes .................................................................292
Selecting a diagram shape.................................................................292
Removing a shape from a diagram...................................................293
Adding shapes to diagrams apart from hierarchy diagrams........293
Adding shapes to hierarchy diagrams.............................................295
Promoting and demoting shapes in hierarchy diagrams ..............300
Handling the Text on Diagram Shapes ......................................................300
Entering text on a shape....................................................................301
Entering text in a diagram shape you added ..................................302
Entering bulleted lists on diagram shapes......................................302
Changing a Diagram’s Direction .................................................................303
Choosing a Look for Your Diagram ............................................................304
Changing the Appearance of Diagram Shapes .........................................305
Changing the size of a diagram shape .............................................305
Exchanging one shape for another ..................................................306
Changing a shape’s color, fill, or outline .........................................307
Changing fonts and font sizes on shapes ........................................308
Creating a Diagram from Scratch ...............................................................309
Writing Equations with the Equation Editor.............................................310
Launching the Equation Editor.........................................................310
Templates and slots ...........................................................................311
Drawing equations .............................................................................311
Book IV: Embellishing Your Slides
with Graphics and Shapes..........................................313
Chapter 1: Drawing Shapes, Lines, and Other Objects . . . . . . . . . . . .315
The Basics: Drawing Lines and Shapes .....................................................316
Drawing Lines and Arrows..........................................................................317
Drawing a straight line (or arrow)....................................................318
Changing a line’s length and position..............................................318
Changing a line’s appearance ...........................................................319
Attaching and handling arrowheads................................................321
Drawing and editing arcs and curved lines.....................................322
Freeform and scribble drawing ........................................................325
Connecting Shapes with Connectors.........................................................326
Making a connection..........................................................................327
Attaching a connector to a different shape ....................................328
Adjusting a connector........................................................................328
Drawing Rectangles, Ovals, Stars, and Other Shapes..............................329
Drawing a shape .................................................................................329
Changing a shape’s symmetry..........................................................330
Exchanging One Shape for Another...........................................................331
Using a Shape as a Text Box .......................................................................332
WordArt for Bending, Spindling, and Mutilating Text .............................333
Creating a WordArt image .................................................................333
Editing a WordArt image....................................................................334
Chapter 2: Managing and Manipulating Objects . . . . . . . . . . . . . . . . .335
The Basics: Manipulating Lines, Shapes, Art,
Text Boxes, and Other Objects ...............................................................336
Selecting Objects So That You Can Manipulate Them ............................338
Laying Out Objects with the Grid, Drawing Guides, and Rulers ............339
Displaying the grid and drawing guides ..........................................340
Telling PowerPoint how tight to make the grid ..............................340
Creating and moving drawing guides ..............................................341
Displaying and hiding the rulers ......................................................342
Changing an Object’s Size ...........................................................................342
“Eye-balling it” with the selection handles .....................................343
Entering Height and Width measurements .....................................344
Changing an Object’s Proportions .............................................................344
Positioning Objects on a Slide....................................................................345
Dragging to move objects..................................................................345
Positioning objects by way of the dialog box.................................345
Copying Objects ...........................................................................................348
When Objects Overlap: Choosing Which Appears
above the Other........................................................................................348
Rotating and Flipping Objects ....................................................................350
Tricks for Aligning and Distributing Objects............................................351
Aligning objects ..................................................................................351
Distributing objects so that they are equidistant ..........................352
Changing an Object’s Color, Outline Color, and Transparency..............354
Filling an object with a color, picture, or texture ...........................355
Making a color transparent...............................................................356
Putting the outline around an object...............................................357
Using a shape effect ...........................................................................358
Putting a Third Dimension on an Object...................................................359
Letting PowerPoint do the work.......................................................360
Building the third dimension on your own .....................................360
Putting a Shadow on an Object ..................................................................361
Grouping Objects to Make Working with Them Easier ...........................363
Grouping objects ................................................................................363
Ungrouping and regrouping ..............................................................364
Chapter 3: Decorating Slides with Graphics and Photographs . . . .365
All about Picture File Formats ....................................................................366
Bitmap and vector graphics..............................................................366
Resolution ...........................................................................................367
Compression .......................................................................................367
Color depth .........................................................................................368
Choosing File Formats for Graphics ..........................................................368
The All-Important Copyright Issue ............................................................369
Inserting a Graphic on a Slide.....................................................................370
Touching Up a Graphic................................................................................371
Changing a graphic’s brightness and contrast ...............................371
“Recoloring” a graphic.......................................................................372
Cropping off part of a graphic ..........................................................373
Compressing Graphics to Save Disk Space...............................................374
Using Graphics as Backgrounds.................................................................376
Using a picture in the background...................................................376
Using a graphic as background for text...........................................378
Putting Together a Photo Album................................................................380
Creating your photo album...............................................................380
Putting on the final touches..............................................................383
Editing your photo album .................................................................383
Using Microsoft Office Picture Manager ...................................................383
Mapping the graphic files on your computer .................................384
Displaying the graphic file you want to work with ........................385
Editing a picture .................................................................................386
Chapter 4: Decorating Slides with Clip Art . . . . . . . . . . . . . . . . . . . . . .391
What Is Clip Art?...........................................................................................391
Inserting a Clip-Art Image in a Slide...........................................................392
Tinkering with Clip Art’s Appearance .......................................................393
Handling Media Files with the Clip Organizer ..........................................394
Knowing your way around the Clip Organizer................................395
Locating the media file you need .....................................................395
Inserting a media file into a PowerPoint slide ................................398
Storing your own files in the My Collections folders.....................399
Book V: Flash and Dash .............................................403
Chapter 1: Taking Advantage of Transitions and Animations . . . . . .405
Comparing Transitions and Animations ...................................................405
Showing Transitions between Slides .........................................................406
Assigning transitions to slides..........................................................407
Troubleshooting transitions .............................................................408
A Short but Sweet Animation Primer.........................................................409
Uses for animations ...........................................................................409
Choosing which slide elements to animate ....................................411
Effects for defining an animation......................................................412
Defining the order of animations......................................................413
Deciding when elements are animated............................................414
The Quick Way to Animate a Slide .............................................................415
Advanced Techniques for Animating Slides .............................................416
Planning ahead ...................................................................................417
Using and reading the Custom Animation task pane.....................417
Applying an animation effect ............................................................422
Changing and scrapping animation effects.....................................423
Modifying an animation.....................................................................424
Animating text frames and text boxes.............................................428
Hiding elements and changing their color after animation ..........432
Motion paths for moving elements across a slide .........................433
Playing choreographer with animations .........................................439
Starting an animation with a trigger ................................................444
Playing Sounds along with Animations .....................................................447
Suggestions for Animating Slides...............................................................448
Animating bulleted and numbered lists ..........................................448
Changing elements’ size as they move ............................................448
Building a slide one element at a time.............................................449
Animating different parts of a chart ................................................450
Chapter 2: Making Video Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .451
Looking before You Leap.............................................................................451
Storing video files correctly..............................................................452
Understanding how video files strain your computer...................453
Understanding video file formats.....................................................453
Placing Videos on Slides..............................................................................455
Inserting a video on a slide ...............................................................455
Inserting a video that isn’t compatible with PowerPoint..............457
Starting and Pausing a Video during a Presentation ...............................459
Fine-Tuning a Video Presentation ..............................................................459
Adding Spice to Your Video Presentation.................................................462
Adjusting the size of the video screen.............................................462
Putting a border around a video ......................................................463
Chapter 3: Making Sound and Music a Part of a Presentation . . . . .465
Ways to Include Sound in a Presentation..................................................465
A Word about Sound File Formats .............................................................466
Using Sounds: A Precautionary Tale..........................................................467
Finding Sound Files on the Internet...........................................................468
Marking Slide Transitions with Sound.......................................................469
Assigning a transition sound to a slide ...........................................470
Fine-tuning transition sounds ...........................................................471
Inserting Sound Files in Presentations ......................................................471
Inserting a sound file in a slide.........................................................472
Playing sound after a few seconds have elapsed...........................473
Playing a sound file as several slides appear .................................475
Getting the sound from a CD.............................................................476
Playing a string of sound files...........................................................479
Telling PowerPoint When and How to Play a Sound File ........................482
Starting, Pausing, and Resuming a Sound File..........................................483
Recording a Voice Narration for PowerPoint ...........................................484
Testing your computer’s microphone .............................................484
Recording the narration in PowerPoint...........................................486
Recording a voice narration with Sound Recorder........................490
Book VI: Giving a Presentation...................................493
Chapter 1: Giving an In-Person Presentation . . . . . . . . . . . . . . . . . . . .495
Rehearsing and Timing Your Presentation ...............................................495
Putting on the Finishing Touches ..............................................................498
Showing Your Presentation.........................................................................498
Starting and ending a presentation..................................................499
Going from slide to slide....................................................................500
Switching to another program during a presentation ...................502
Drawing on Slides.........................................................................................502
Wielding a pen or highlighter in a presentation.............................502
Erasing pen and highlighter drawings.............................................503
Pointing with the Arrow..............................................................................504
Making Use of Blank Screens ......................................................................505
Customizing Shows for Particular Audiences ..........................................505
Assembling slides for a custom show .............................................506
Editing a custom show.......................................................................507
Presenting a custom show ................................................................507
Chapter 2: Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . .511
What Are Notes and Handouts? .................................................................511
All about Notes.............................................................................................512
Entering a note....................................................................................512
Editing your notes in Notes Page view ............................................513
The Notes Master for formatting notes pages................................514
Providing Handouts for Your Audience.....................................................517
Printing an Outline Version of Your Presentation....................................519
Printing Slides, Handouts, and Notes Pages.............................................520
Examining the Print options .............................................................521
Getting around in the Print Preview window..................................523
Chapter 3: Creating a Self-Running Presentation . . . . . . . . . . . . . . . .525
Good Uses for Self-Running Presentations ...............................................525
Challenges of a Self-Running Presentation................................................526
Deciding How Long to Keep Slides On-Screen..........................................527
Entering time periods yourself .........................................................528
“Rehearsing” slide times ...................................................................529
Telling PowerPoint that Your Presentation Is Self-Running....................530
Starting and Ending a Self-Running Presentation.....................................531
Chapter 4: Creating a User-Run Presentation . . . . . . . . . . . . . . . . . . . .533
What Is a User-Run Presentation?..............................................................533
Uses for User-Run Presentations ...............................................................535
Challenges of a User-Run Presentation .....................................................535
Helping viewers understand how to run the presentation ...........535
Backtracking .......................................................................................537
Fitting action buttons on slides........................................................537
Preventing a presentation from stalling ..........................................538
Making Yours a User-Run Presentation .....................................................538
Action Buttons vs. Hyperlinks....................................................................539
Action Buttons for Going from Slide to Slide............................................541
Drawing an action button hyperlink ................................................542
Repairing, removing, and reshaping action buttons......................544
Creating your own action button .....................................................544
Placing action buttons on a master slide ........................................546
Creating Hyperlinks .....................................................................................546
Creating a hyperlink to a slide..........................................................547
Creating a hyperlink to a Web page .................................................548
Hyperlinking to a file in another program.......................................549
Creating an e-mail hyperlink .............................................................550
Repairing and removing hyperlinks.................................................552
Making Sure That Your Presentation Doesn’t Stall ..................................552
Chapter 5: Alternative Ways to Distribute Presentations . . . . . . . . .555
Putting On the Finishing Touches..............................................................555
Sending Your Presentation in an E-Mail Message ....................................557
Packaging Your Presentation on a CD .......................................................557
Packaging a presentation on a CD....................................................558
Packaging more than one presentation on a CD ............................559
Using the Package command to assemble sound
and video files .................................................................................561
Playing a presentation from a CD in PowerPoint Viewer ..............562
Distributing Your Presentation to People
Who Don’t Have PowerPoint...................................................................563
Saving Your Presentation as a Web Page ..................................................564
Turning a presentation into a Web page .........................................565
Opening a PowerPoint Web page in your browser ........................566
Fine-tuning your Web page................................................................566
Book VII: PowerPoint for Power Users.........................569
Chapter 1: Customizing PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . .571
Customizing the Quick Access Toolbar ....................................................571
Adding buttons to the Quick Access toolbar..................................572
Changing the order of buttons on the Quick Access toolbar .......573
Removing buttons from the Quick Access toolbar ........................574
Placing the Quick Access toolbar above or below the Ribbon ....574
Customizing the Status Bar.........................................................................575
Changing Color Schemes.............................................................................576
Chapter 2: Creating a Presentation Design for Your Company . . . . .579
Creating a Template for Your Presentation Designs................................580
Making Your Company Colors Part of the Design....................................581
Finding out a color’s RGB or HSL setting ........................................581
Employing a company color in a PowerPoint design ....................584
Making Your Company’s Fonts Part of the Design...................................585
Designing Your Template ............................................................................586
Creating Slide Layouts for Your Template ................................................587
Creating a new slide layout ...............................................................587
Deleting slide layouts.........................................................................588
Including Boilerplate Content in the Slide Design ...................................589
Telling Co-Workers How to Use Your Template........................................590
Loading a template on a computer ..................................................590
Creating a presentation from a template.........................................591
Chapter 3: Collaborating with Others on a Presentation . . . . . . . . . .593
Comments for Critiquing Others’ Work.....................................................593
Writing and editing a comment ........................................................594
Reading and reviewing comments ...................................................595
Cleaning comments from a presentation ........................................595
Locking a Presentation with a Password ..................................................597
Password-protecting a presentation................................................597
Opening a presentation that requires a password.........................598
Removing a password from a presentation ....................................599
Sharing Slides in a Slide Library.................................................................599
Depositing slides in a slide library...................................................600
Reusing slides from a slide library...................................................601
Collaborating with Others Using SharePoint Services............................602
Getting equipped to use SharePoint Services ................................603
Visiting a SharePoint Services Web site ..........................................603
Getting from place to place in the Web site ....................................603
Handling and managing files .............................................................604
Other ways to collaborate at a SharePoint Services Web site ........607
Chapter 4: Linking and Embedding for Compound Presentations . .609
What Is OLE, Anyway?.................................................................................609
Linking and embedding .....................................................................610
Uses for object linking .......................................................................611
Uses for object embedding ...............................................................612
Pitfalls of object linking and embedding .........................................612
Embedding Data from Other Programs on a PowerPoint Slide..............613
Embedding an object .........................................................................613
Editing an embedded object .............................................................615
Linking a PowerPoint Slide to Data in Another File .................................616
Establishing the link...........................................................................616
Updating a link....................................................................................617
Chapter 5: Automating Tasks with Macros . . . . . . . . . . . . . . . . . . . . . .619
What Is a Macro? ..........................................................................................619
Displaying the Developer Tab ....................................................................620
Managing the Macro Security Problem .....................................................620
Running a Macro ..........................................................................................622
Running a Macro from a Button on the Quick Access Toolbar ..............623
Installing Add-Ins..........................................................................................623
Index........................................................................625
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