Transcript kjjhghgff

PowerPoint Lesson 4
Expanding on PowerPoint Basics
Microsoft Office 2007:
Introductory
1
Pasewark & Pasewark
Objectives
PowerPoint – Lesson 4
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Integrate PowerPoint with other Office
programs.
Create a new master.
Create new layout masters.
Format text and objects.
Align text and pictures.
Insert comments.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Objectives (continued)
PowerPoint – Lesson 4
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Set up a slide show.
Package a presentation.
Save a presentation to view on the Web.
Send a presentation via e-mail.
Create output.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Vocabulary
PowerPoint – Lesson 4
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Action button
Comment
Custom show
Destination file
Document Inspector
Document properties
Embed
Format Painter
Pasewark & Pasewark
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Grid
Guides
Link
Linked object
Package for CD
Snap to
Source file
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs
PowerPoint – Lesson 4
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As you work with different computer
applications, you will begin to develop
preferences for using certain programs for
various tasks.
You may create charts in a spreadsheet
program or written text using a word
processor.
You do not have to recreate that work to use
it in a presentation.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs (continued)
PowerPoint – Lesson 4
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6
Inserting Text from a Word Outline
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You can import text from Word to create a new presentation
or add slides to an existing presentation.
A Word outline is the easiest kind of document to import
because it is formatted with styles.
Applying a Design Theme
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When an outline is inserted into a new blank presentation,
the Office theme is applied to the presentation by default.
Once you have the text in the slides, you can begin to work
on the design and graphics to enhance the presentation.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs (continued)
PowerPoint – Lesson 4
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7
Understanding Embedding, Linking, and Paste
Special
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Destination File: Since you are creating a presentation in
PowerPoint, the presentation file is the destination file.
Source File: The source file is where you have the
information you want to bring into the presentation.
Embedding: When it is easier to edit the information using
the original application, you can embed the data as an
object, using the Insert Object dialog box. For example, if a
table from a Word document is embedded into a
PowerPoint presentation, PowerPoint enables the table to
be edited using Word.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs (continued)
PowerPoint – Lesson 4
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8
Understanding Embedding, Linking, and Paste
Special
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Linking: If you insert an object from a file, you can choose to
link the object, and a connection is retained between the
source and destination files. With a linked object, if you
update the source file, the data in the destination file is also
updated.
Paste Special: The Paste Special command has several
options that provide you with flexibility in how you copy data
from a source file to a destination file. Options include
HTML Format, Picture, and Formatted Text (RTF).
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs (continued)
PowerPoint – Lesson 4
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9
Editing Embedded Data
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To make changes to the Word file embedded in the
PowerPoint presentation, double-click the text you want to
edit. Word opens so that you can edit the text.
When you finish and return to PowerPoint, the presentation
includes the changes you made to the text.
Importing an Excel Worksheet into a Presentation
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You learned how to build and modify a chart on a slide and
use Excel to edit and change the chart and data. You can
also import data from an existing Excel worksheet.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Integrating PowerPoint with Other
Office Programs (continued)
PowerPoint – Lesson 4
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10
Reusing Slides from Other Presentations
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You can copy and paste slides from one
presentation to another.
You can also use a Slide Library to store favorite
slides that you want to reuse again and again.
Sending a Presentation to Word
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The options in the Send To Microsoft Office Word
dialog box can send your presentation to Word in
several different formats.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating New Masters
PowerPoint – Lesson 4
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PowerPoint will allow you to apply more than one
slide master to a presentation. There are several
ways that you can create a new master.
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Display the slide masters by clicking the View tab on the
Ribbon, and then clicking the Slide Master button.
In the Edit Master group, click the Insert Slide Master
button.
Another way to create a slide master is to apply a new
theme. Each theme will generate a new slide master and
the corresponding layout masters.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating New Layout Masters
PowerPoint – Lesson 4
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PowerPoint will allow you to create a new layout
master for any theme or slide master.
When you click the New Slide button, you are
presented with a series of layouts for that slide
master.
There may be times when the existing masters do
not quite work for you. PowerPoint allows you to
create a custom slide layout and then add the
placeholders as needed.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Formatting Text and Objects
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Replacing Text Fonts
PowerPoint – Lesson 4
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You can change a font throughout your presentation. On the
Home tab on the Ribbon, click the Replace list arrow, then
click Replace Fonts. The Replace Font dialog box opens.
Using the Format Painter
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If you format an object, and want to format another object
the same way, use the Format Painter. Select the object
whose attributes you want to copy, click the Format Painter
button, and then click the object you want to format.
To copy attributes to more than one object or text selection,
select the item whose attributes you want to copy, doubleclick the Format Painter button, and then click each of the
items. Click the Format Painter button to finish.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Aligning Text and Pictures
PowerPoint – Lesson 4
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Out-of-alignment text or pictures can be distracting.
To align a text box or picture, you can add grid lines
and picture guides.
Click the View tab on the Ribbon, and then, in the
Show/Hide group, click the Gridlines check box to
turn on the grid or you can right-click any blank area
of a slide and click Grid and Guides.
The Grids and Guides Dialog box options:
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Snap objects to grid moves an object to the closest gridline on a
slide and snaps it to the line.
Grid settings sets the spacing between the intersections of the
gridlines.
Guide settings displays crosshairs on the screen to help you align
an object in the center, left, right, top, or bottom of the slide.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Inserting Comments
PowerPoint – Lesson 4
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Working with friends or coworkers on a project is a
way to collaborate to get the best presentation.
You can insert comments in the slide for others to
see. You use the Comment features in the Review
tab on the Ribbon, in the Comments group. You can
insert, review, and edit comments.
Each user’s comment will have a different color or
initial, so you can identify who originated each
comment.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
PowerPoint – Lesson 4
Delivering a Presentation
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To start a slide show, click the Slide Show
button on the status bar.
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Creating Custom Shows
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If you want a particular slide to be hidden when you run
your presentation, click the Hide Slide button.
A custom show is a way to limit the slides shown in a slide
show. Click the Slide Show tab on the Ribbon, click the
Custom Slide Show button in the Start Slide Show group,
and then click Custom Shows.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Delivering a Presentation (continued)
PowerPoint – Lesson 4
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Using On-Screen Tools
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There are on-screen navigation tools you can use to control
a presentation while presenting it.
When you run the presentation, a navigational toolbar
appears in the lower-left corner of the screen. Click the
rectangle button and a Slide show menu is displayed.
When you click the mouse, the slides advance in order. You
can choose the Previous or Next button to display the slide
before or after the current one.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Delivering a Presentation (continued)
PowerPoint – Lesson 4
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Creating Action Buttons
– Action buttons are buttons that are inserted on a
slide. They enable you to jump from slide to slide,
even to slides in another slide show.
– Action buttons are assigned hyperlinks to direct
the actions.
Hiding Slides
– If you need to limit the number of slides you are
showing to an audience, you can quickly hide
slides. This is faster than creating a custom show.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Delivering a Presentation (continued)
PowerPoint – Lesson 4
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Annotating a Show: As you are presenting, you can
use the on-screen annotation tools to emphasize
specific text or graphics on a slide. Pointer options
include:
– Automatic: Displays the arrow as you move it
around a slide.
– Visible: Displays the arrow all of the time.
– Hidden: Hides the arrow during a presentation.
The Pen and Highlighter tools allow you to write or
highlight features on the screen.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Setting Up a Slide Show
PowerPoint – Lesson 4
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PowerPoint has many features to help you make a
presentation interesting and effective.
A presentation can be set up to be self-running, for
viewing at a trade show booth.
An individual can view a presentation over a
company intranet or on the Web.
The most common method is to run a presentation
with a speaker who directs the show.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Setting Up a Slide Show (continued)
PowerPoint – Lesson 4
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Rehearsing Timing
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PowerPoint can automatically advance the slides in your
presentation at preset time intervals.
To rehearse timing for a presentation, in the Slide Show tab
in the Set Up group, click the Rehearse Timings button.
When you think enough time has passed for a slide to
appear on the screen, click the Next button.
To view rehearsal times for each slide, view the
presentation in Slide Sorter view. The time allotted to each
slide is listed at the lower-left corner of each slide.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Inspecting a Document and Viewing
Document Properties
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Document Inspector
PowerPoint – Lesson 4
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Before you send a presentation out for review, it is a good idea to
inspect the document for personal information.
To use the Document Inspector, click the Microsoft Office button,
point to Prepare, and then click Inspect Document.
Document Properties pane
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This pane stores information about the document. Document
properties include the author name, document title, subject,
keywords, category, and status. You may choose to remove this
information before you pass a file along.
To view the Document Properties pane, click the Microsoft Office
Button, point to Prepare, and then click Properties.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Inspecting a Document and Viewing
Document Properties (continued)
PowerPoint – Lesson 4
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Embedding Fonts
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Not all computers have every font style installed
on them. You can embed fonts so that your text
appears exactly as you originally created it.
To embed fonts in your presentation, click the
Microsoft Office button, and then click PowerPoint
Options to open the PowerPoint Options dialog
box. Click Save in the left pane. The Customize
how documents are saved pane appears.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Using Package for CD and Copying
Presentations to Folders
PowerPoint – Lesson 4
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If you are giving your presentation on another
computer, you can use Package for CD to compact
all your presentation files into a single, compressed
file that fits on a CD.
You can then unpack the files when you reach your
destination computer.
To use this feature, click the Microsoft Office button,
point to Publish, and then click Package for CD.
If the computer on which you are giving your
presentation does not have PowerPoint installed,
you can download a PowerPoint Viewer.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Saving Presentations to View on the
Web
PowerPoint – Lesson 4
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PowerPoint helps you easily create Web documents,
by either creating a new presentation or converting
an existing presentation.
Click the Microsoft Office button, point to Save As,
and then click Other Formats. If you are converting
an existing presentation to a Web page, click the
Save as type list arrow, and then click Web Page in
the Save As dialog box.
Making a presentation available on the Web is also
known as “publishing a presentation.”
You can preview a presentation in your browser.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Sending a Presentation via E-mail
PowerPoint – Lesson 4
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You can send a presentation as an e-mail
attachment or e-mail it to a recipient for
review.
Open the presentation you want to send,
click the Office Button, point to Send, and
then click E-mail.
PowerPoint automatically opens your e-mail
editor, and the presentation is inserted into
the e-mail as an attachment.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating Output
PowerPoint – Lesson 4
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You can alter the output format of your
presentation by working in the Page Setup
dialog box.
The Print Preview window is an excellent
feature to give you a preview of what you are
printing before you print and waste paper.
You can change the orientation of your slides
or notes, handouts, and outline.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary
PowerPoint – Lesson 4
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You can embed or link data from other applications
such as Microsoft Excel and Microsoft Word into
PowerPoint. Embedded information can be edited
using the original application.
Text can be imported from Word. It is easiest for
PowerPoint to convert the text to slides when the Word
document is in outline form.
Slides can be copied and pasted from one presentation
to another. You can also use a Slide Library to store
favorite slides that you want to reuse again.
You can also save a presentation as a Word document
to use as a handout, or create other documents using
the text and slides from the presentation.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
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PowerPoint – Lesson 4
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29
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You can apply multiple slide masters to a presentation.
PowerPoint allows you to create a new layout master
for any theme or slide master.
You can also create custom slide layouts and then add
the placeholders as needed.
To replace fonts throughout an entire presentation, use
the Replace Font dialog box.
You can copy the formatting of an object or text by
clicking the Format Painter button. Use the Format
Painter to apply the same format to another object or
text.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
PowerPoint – Lesson 4
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30
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To align a text box or picture, you can add grid lines
and picture guides to slides.
Comments can be inserted in a slide for others to see.
A custom show can be created to limit the slides
displayed in any slide show for particular audiences.
Action buttons are the buttons inserted on a slide that
enable you to jump from slide to slide, even to slides in
another slide show, or to other documents.
When presenting a slide show, you can use on-screen
annotation tools to emphasize specific text or graphics
on a slide. The Ball Point Pen, Felt Tip Pen, and
Highlighter tools allow you to write on the screen.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)

PowerPoint – Lesson 4
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31
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A presentation can be set up to be self-running.
You can inspect a presentation for personal information
using the Document Inspector.
You can use Package for CD to compact all your
presentation files into a single, compressed file that fits
on a CD. You can then unpack the files when you
reach your destination computer.
PowerPoint helps you easily create Web documents,
either by creating a new presentation or by converting
an existing presentation. Making a presentation
available on the Web is also known as “publishing a
presentation.”
Pasewark & Pasewark
Microsoft Office 2007: Introductory