Transcript Expanding on Powerpoint Basics

INTRODUCTORY MICROSOFT
POWERPOINT
Lesson 4 – Expanding on PowerPoint
Basics
Microsoft Office XP:
Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Objectives
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Integrate PowerPoint with other Office programs.
Work with multiple presentations.
Replace text fonts in an entire presentation.
Use the Format Painter.
Deliver a presentation.
Change the output format.
Publish a presentation to the Web.
Send a presentation via e-mail.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Terms Used in This Lesson
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Embed
Format Painter
Grid settings
Guide settings
Pack and Go
Snap to
Route
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Integrating PowerPoint with Other
Office Programs
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You can enhance your PowerPoint presentation by
importing and embedding text and worksheets from
other Office programs.
Text and Worksheets
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Import Text
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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 and each
heading level is translated into a corresponding
level of text in PowerPoint.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Embedding Data
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When you move data among applications by cutting
or copying and pasting, Office changes the format of
the information you are moving so that it can be
used in the destination file.
When it is easier to edit the information using the
original application, you can embed the information
as an object by accessing the Insert Object dialog
box. The embedded information becomes part of the
new file, but as a separate object that can be edited
using the application that created it.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
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, the
application in which the file was created,
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.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Import Excel Charts into a
Presentation
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You can create a chart by importing data
from an existing Excel worksheet just as you
can with a Word document.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Insert Word Tables on Slides
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You can also insert tables from Word. When
you insert a Word table, a Word menu and
Word buttons appear, incorporated with
PowerPoint menus so that you can edit the
table.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Send a Presentation to Word
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You can send a presentation to Word to use
as a handout or create other documents
using the text and slides from the
presentation.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Working with Multiple Presentations
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PowerPoint can combine presentations or
add slides from another presentation. This
saves time if you need to include information
from one presentation in a different one.
You can also add a slide to your new
presentation by copying it from another
presentation.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Formatting Text and Objects
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Microsoft Office XP: Introductory Course
t
i n g
Pasewark & Pasewark
Unit 5 – Lesson 4
Replace Text Fonts
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You can change a font throughout your
presentation by choosing Replace Fonts on
the Format menu.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Use the Format Painter
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If you format an object with certain attributes,
such as fill color and line color, then want to
format another object the same way, use the
Format Painter feature.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Aligning Text and Pictures
Unit 5 – Lesson 4
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Presentations that contain out-of-alignment text or pictures can
distract from the point of the presentation.
To align a text box or picture, you can use gridlines and picture
guides as reference points. Choose Grid and Guides from the
View menu.
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Snap to will move an object to the closest gridline on a slide.
Grid settings sets the spacing between the intersections of the
gridlines.
Guide settings display a set of crosshairs on the screen to help
you align an object in the center, left, right, top, or bottom of the
slide.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Delivering a Presentation
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Running the Slide Show
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To start a presentation, click the Slide Show
view button. You can start the slide show on
any slide by displaying or selecting the slide
you want to begin with before clicking the
Slide Show view button.
There are on-screen navigation tools you can
use to control a presentation while
presenting it.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Set Up a Slide Show
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There are several options for delivering a
presentation.
A presentation can be set up as a self-running
presentation or you can view a presentation over a
company intranet or on the Web. However, the most
common method is to run a presentation with a
speaker who directs the show.
To set up the slide show, choose Set Up Show from
the Slide Show menu.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Rehearse Timing
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PowerPoint can automatically advance the
slides in your presentation at preset time
intervals.
To rehearse timing for a presentation, choose
Rehearse Timings from the Slide Show
menu. The slide show automatically starts,
and the Rehearsal toolbar with a timer for the
slide and a timer for the presentation
appears on the screen.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Embedding Fonts
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Not all computers have every font style
installed on them. If you are giving your
presentation on a computer other than your
own, your presentation text might not look
exactly as it did when you created it.
PowerPoint can embed fonts in your
presentation so that your text appears
exactly as you originally created it.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Use Pack and Go
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If you are giving your presentation on
another computer, you can use the Pack and
Go Wizard to compact all your presentation
files into a single, compressed file that fits on
a floppy disk.
PowerPoint will unpack the files when you
reach your destination computer.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Publishing Presentations to the Web
Unit 5 – Lesson 4
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PowerPoint will create Web documents, either by creating a
new presentation for that purpose, or converting an existing
presentation.
If you are creating a new presentation for the Web, you can use
the AutoContent Wizard.
If you are converting an existing presentation to a Web page,
choose Save as Web Page from the File menu.
To preview a presentation in your browser, choose Web Page
Preview from the File menu. The browser opens and displays
your presentation as a Web page.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Scheduling and Delivering Web
Broadcasts
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PowerPoint allows you to broadcast your
presentation over the Internet or an intranet,
to an audience as close as the next room or
in a city across the country.
You can include narration with your
presentation so that the audience can see
and hear you as if you were presenting in the
same room.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Sending a Presentation via E-mail
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You can use e-mail in conjunction with
PowerPoint by sending the presentation as
an e-mail attachment or to a recipient for
review.
To route a presentation is to send it via email for others to review which allows the
recipient to make changes to the
presentation. A routed presentation is sent as
an e-mail attachment.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Review Presentations
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You might want to send your presentation to
another person so they can make corrections
or additions.
PowerPoint has a feature that allows another
person to make corrections and marks the
changes so the original author can easily
identify them.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Creating Output
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You can alter the output format of your
presentation by choosing Page Setup from
the File menu. In the Slides sized for box you
can choose the type of output you want for
your presentation.
You can choose to print a slide to fit a certain
size paper, or you can choose an output for
overhead transparencies, 35mm slides, or a
banner.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Summary
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You can create a new presentation from existing
slides and you can copy a slide from one
presentation into another.
You can replace fonts throughout an entire
presentation, by choosing Replace Fonts from the
Format menu. You can change the formatting of an
object or text by clicking the Format Painter button.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Summary
Unit 5 – Lesson 4
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When delivering a presentation, you can start the
slide show on any slide. To navigate through a
presentation while it is running, click the triangle in
the corner of the screen and choose from the menu.
You can use your pointer as a pen to draw or write
on a slide while running a presentation. To change
the color of the pen, choose Pen Color from the
Pointer Options menu and choose a color.
You can e-mail a copy of a presentation as an
attachment or route a presentation for others to
review.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Summary
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You can create a presentation for the Web using the
AutoContent Wizard. To convert any presentation to
a Web page, choose Save as Web Page from the
File menu.
You can import text from Word to create a new
presentation or add slides. It is easiest for
PowerPoint to convert the text to slides when the
Word document is in outline form.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark
Unit 5 – Lesson 4
Summary
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Embedding is another way to integrate data between
applications. Information is embedded as an object
so that it can be edited using the original application.
To make changes to an embedded object, doubleclick it to open the application that created it.
Changes made when editing are reflected in the
destination file.
Microsoft Office XP: Introductory Course
Pasewark & Pasewark