introduction The Visua l QuickProject Guide that you hold in your hands offers a unique way to learn about new technologies. Instead of drowning you in theoretical possi bilities and lengthy explanations, this Visual QuickProject Guide uses big , co lo r illustrations coupled with clear, concise step- by-step instructions to show you how to complete one specific project in a matter of hours. Our project in this book is to create a compelling and colorful presentation using Microsoft PowerPoint 2007 for Windows. This is the latest version, and the user interface has changed quite a bit from previous versions of PowerPoint. In some ways, it's like learning a whole new program. We will create a fundraising presentation for a real non-profit organization, Access Healdsburg, which is a community television station located in Sonoma County, California . But because the presentation showcases all the basic tech niques, you'll be able to use what you learn to create your own presentations, whether it be a talk for your annual sales meeting , a lecture for a class you're teach 'MI ing, or a slide show Funding Sources for you r depa rtment -"Ma< , detailing your latest work. I
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Create colorful, attractive diagrams with SmartArt to illustrate your message.
Add Speaker Notes to help keep your presentation on track when you give it.
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Apply slide transitions to give your presentation movement and add visual interest.
Add photographs or other images.
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Change the look and style of te xt on your slides .
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The ti t le of each - + section explains what is covered on that page. Important - - - - ' terms and Web site addresses are shown in orange,
set slide transitions Transitions between slides can enhance your presentation's message and add visual interest to your show. You can add transitions to one or more slides at one time in either the Normal or Slide Sorter View (though I find it's usually easier to use Slide Sorter View). PowerPoint includes dozens of transition effects to choose from, ranging from subtle to the polar opposite of subtle. With slide transitions, as wi t;\1 any animation in PowerPoint, you should live by the principle "less is more" when choosing transitions, because the flashier they are, the more quickly your audience will become tired of them.
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Switch to Slide Sorter View to begin setting the transition; click the Slide Show View button at the bottom of the Power Point window, or choose View> Slide Sorter.
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Select the slides to which you want to apply th'e transitions To select multiple slides, click the first slide, hold down the Shift key, and click the last slide. Those slides and all slides in between are selected.
Num bered steps --+-- El Click the Animations tab on This Slide group: expla i n actions to perform in a specific order,
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The extra bits section at the end of each chapter contains additional tips and tricks that you might like to know- but that aren't absolutely necessary for creating the presentation.
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extra bits
choose a theme .. ,. - - - - , In t he Ofhce 2007 program•• lhemes control the look of the enUre docume nl. When you ch ange a theme., a new ser of col· ors, fonts, and effects are appllC!'d
throug hou t the document. SOme times. lhis can surprise you. For e)(a mp ~, when you change from one t"erne to another, the co lor and style o f charts will change. and t he same gO
The heading for each group of tips matches the section title.
the Design tab of the Ribbon.
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choose a theme
W hen you pi ck a theme, Pow erPo int applie s it to all of th e slides in 1he present ati on, so that they w ill have a co nsistent look. 13egin adding a theme by di splayin g one of the presentati on 's slide s in N o rmal V iew . A ny slide w ill do, but I usually use one of the slid es th at co ntai ns a title and bulleted t ext, because th ose are th e most co mmon in prese nt at ions. (I!
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The current theme appears in the first spot in t he gallery. To ( hange all of th e slides in the presentation to a new theme, hover the mo use pointer over a different theme thumbnail. PowerPoint changes t he (u rrent slide in a li ve previ ew . If you like the new look, <11
32
thum bnails to selec t mu ltiple co nsecu t ive slides, or Ctrl-dic.k
Not happy wl t h the slide t em plat@'S tha t (ome with Powe r Po int ? T hll!:(e are many places to fi nd more templates on the W eb. The fi rst place to look Is M icro-
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useful tools
PowerPoint comes with most of what you need to create a terrific presenta tion, but you can improve the presentation with an image ed itor, which allows you to touch up and resize photos, modify images, and create custom back grounds for your presentation. Many digital cameras and scanners come bundled with some kind of image edi tor, such as Adobe Photoshop Elements. There are also low-cost or even free image editors, such as Windows Paint or the open-source GIMP (GNU Image Manipulation Program; www.g imp.org), as shown.
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the next step
While this Visual QuickProject Guide will walk you through all of the steps required to create a presentation and deliver it to an audience, there's more to learn about PowerPoint . After you complete your QuickProject, consider picking up one of two books, also published by Peach pit Press, as an in-depth, handy reference.
MICROSOFT OFFICE
POWERPOINT
2007
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VISUAL QUICKSTART GUIDl
MICROSOFT To delve deeper into PowerPoint 2007, check out Microsoft Office PowerPoi nt 20 07 for Windows : Visua l Qu ickSta rt Guide, by ... uh ... me.
OFFICE 2007
Working with Attachments
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Both books give you clear examples, concise, step-by-step instructions, and many helpful tips that will help you improve your presentations .
1.
explore powerpoint
Before you get started on your presentation , you need to see the tools that PowerPoint 2007 for Windows gives you. Let 's take a look. Start up PowerPoint. On Windows Vista, click the Start menu , click All Programs, click the Microsoft Office folder, then click Microsoft Office PowerPoint 2007 .
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When PowerPoint starts, it creates a new presentation docu ment. I n this chapter, you'll cre ate your presentation file, set it up for subsequent chapters, and save the file. You'll add text and graphics to this new document as you build the presentation throughout the rest of the book .
look at powerpoint
PowerPoint 2007 has a main document window where you'll write your pre sentation and dress up your slides. In the picture (opposite), the PowerPoint window is in the Normal view . If you've used previous versions of PowerPoint, you'll see that thin~s have changed in a big way in Office 2007. The first thing you'll notice is that the menu bar and toolbars are gone. In their place is the Ribbon , which contains the tools and commands you'll use to build your presentation. The idea behind this big change is a good one. Microsoft was forever being asked to add features to the Office programs . But most of the time, those fea tures were already in the programs; they just couldn't be found in the jumble of menus and toolbars (PowerPoint 2003 had 9 menus and 20 toolbars!). So the big makeover (shared by Word 2007, Excel 2007, and Outlook 2007) is designed to make the program's features more discoverab le; that is, to make them easier to find and use.
mThe Office Butt on replaces the
rH The customizable Quick Access
File menu . This is where you create, open, close, save, and print docu ments. It is also how you access PowerPoint's preferences, now renamed PowerPoint Options .
Toolbar allows you to place frequently used commands just a click away. By default, it contains buttons for Save, Undo, and Redo.
mThe Ribbon has eight tabs, each with groups of buttons and pop-up menus with commands and features. More about the Ribbon in the next section.
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The Normal View Pane has two tabs. The Sl ides tab that is shown here displays thumbnails of the pre sentation's slides, including the slide's graphics. The Outl ine tab shows you just the text on each slide; you'll learn more about how to use this tab in Chapter 2.
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The Slide Pane shows you what the current slide looks like. In this case, the slide is showing placeholders for text that you'll put on the slide later.
61 This is the Task Pane, which only appears in specialized circumstances, and changes its contents depending on what you are dOing. It probably isn't open on your computer; I've opened it here for illustration. If it is open, you don't need to use it at this point in the project, so close it by clicking the X in its upper-right cor ner, or by pressing Control-F1 .
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The Notes Pane is where you can type speaker notes for each slide. These notes will appear on printed handouts, but not in the onscreen presentation.
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The V iew Buttons let you switch between three different ways to look at your presentation.
D The Zoom slider allows you to make your view of the slide bigger or smaller, from 10% to 400% .
3
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The Ribbon is the main new part of the Office 2007 interface, so let's go into some detai I on how it works. The Tabs on the Ribbon are task-oriented. The most common tasks, like adding slides, formatting text, and cutting, copying, and pasting text and graphics, are located on the Home tab. You should be able to figure out which tab to use just by asking yourself "What do I want to do?" and then going to the appropriate tab. So for example, if you wanted to add an animated transition between slides, the Animations tab should be your first stop .
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Commands within a group are usually buttons (as in the Bold and Italic com mands above) or pop-up menus (the Font and Font Size commands) . In this book, when I tell you to use a command in PowerPoint, I'll use the name of the tab, followed by the group, then the command. For example, to make some text bold, I'll say, "Select the text, then choose Home> Font > Bold ."
When you click on some objects to select them, a new tab or tabs may appear on the Ribbon. These context ua l ta bs appear to add additional commands to modify the object you have selected, and go away when you deselect that object. For example, let's say that you've put a table on a slide. When you click on the table, the Table Tools contextual tab appears at the right end of the Rib bon, and it brings along two subtabs: Design and Layout. The idea is that you only get the tools to work with the table while you are modifying it, and when you no longer need them, the table tools are whisked out of your way. Contextual tab
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PowerPo,i nt 2007 has three view buttons . Normal V iew
Slide Show View
)~I r'{ Slide Sorter View You saw the Normal V iew earlier in this chapter. The Slide Sorter V iew allows you to rearrange slides by dragging and dropping them into a different order. Each slide is shown as a thumbnail , along with the slide's number. You'll learn more about this view in Chapter 7.
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Next to the view buttons are the Zoom controls, which control the size of the slide in the Slide Pane. The current zoom magnification is shown. To change it, move the Zoom slider to the left to zoom out, and to the right to zoom in on the slide. To make the slide grow to fill the Slide Pan e, click the Fit slide to cur rent window button.
anatomy of a slide
To make it easier to create your slides, PowerPoint provides placeholders on its slides into which you can put text, graphics, or charts. These placeholders are arranged into preset slide layouts, and every slide in your presentation is based on one of these layouts. Besides the slide layout, each presentation also has a single theme, which provides the visual look of the slide, including things like the background image for the slides and the style and color of the text you put on the slides. You'll learn more about using themes in Chapter 4. The Background is an image that is part of the design template.
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Slide layouts with slots for graphics, charts, or movies come with placeholders
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A Title is included on each slide layout (except for the Blank layout) . The title corresponds to the main heading for each slide in the presen tation's outline . You'll learn more about out lines in Chapter 2. A slide's Body Text is contained in one or more text boxes. The body text ca n be bu 1 leted or numbered lists, a caption for an image, or plain text .
save the presentation Save the presentation file you opened at the beginning of this chapter before you continue to the next chapter. Choose Office Button> Save .
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anatomy of a slide p.7
save the presentation p.8
• Not shown on page 3 are a slide's header or footer . You can have one or both of these on each slide. Headers (at the top of each slide) and footers (at the bot tom) can contain slide numbers, the date and time, a copyright notice, or any other information you want to include.
• Save all ofthe files used in the project in a single folder you cre ate inside your My Documents folder. That way, everything you need for the presentation is in one place. • The Office 2007 programs, by default, use new file formats that are not compatible with previous ve rsions of Microsoft Office for Windows or Macintosh. You can tell the difference between the new file format and the old one by the file extension. The new one for PowerPoint is .pptx, and the old one that is compatible with PowerPoint 97-2003 for Windows and PowerPoint 98 2004 for Mac is .ppt. If you need to share your PowerPoint 2007 files with friends who haven't upgraded , you can choose the older format from the Save as type pop-up menu in the Save As dialog. By doing so, you may lose some aspects of your presenta tion, because the older programs can't accept some of the new features in PowerPoint 2007. Microsoft is also making file format converters available for older versions on both Mac and Windows, so that they can read the newer format.
write your presentation 2.
Now that you've created your presentation file, you need to write the pre sentation. And the best place to write the presentation is not on the slides, but in PowerPoint's Outline View. Now, it's possible that, like many of us, you were scared off of outlines by your sixth grade teacher. You should recon sider, because Outline View is PowerPoint's secret weapon for making better presentations. When you write in the outline, you can focus on the content of your presentation, rather than getting distracted by the look of the presenta tion. Text that you write in the Outline pane will also appear on your slides, and vice versa. We've all seen PowerPoint presentations where the presenter spent more time on the appearance than the message. But that's a backwards approach, because your message is the most important part of your presentation . PowerPoint's big gest trap is seducing you with flashy pictures, distracting you from your message. By writing the presentation in the outline before you even consider the look, you'll avoid that pitfall-and you'll be way ahead of most other presenters . ~ , What is AHTV? j :: AirIng on Com<:ou cnor.ne" 26 & 27 :. PEG
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You don't need to do anything extra to get an outline; every presentation has an outline underneath, so it makes sense to start in the outline, rather than on the slide.
write the out ine
Switch to Outline View by clicking the
Outline tab in the Normal View pane.
When Outline View becomes active, the Outline pane becomes bigger, to make room for you to work, but you can still see a preview of the slide in the Slide pane. If you need even more room in the outline, point at the border between the Outline pane and the Slide pane; when the cursor - -_ _ _ _ _ _ __ becomes a double-headed arrow, drag the border so the pane is as wide as you want.
The first slide is a Tit le slide, which contains the title and subtitle for the presentation . The first line, or heading , in your outline is the title of your presentation. Type it, then press Enter. Hey, what's this? PowerPoint created a new slide, rather than letting you type the subtitle on the first slide.
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.Access Healdsburg
No problem; press the Tab key. [ Slides )f Ou tline"'~_ _ _ _ _ _ _ _--i! That tells PowerPoint that you .Access Healdsburg want to create a subheading, ---...__ Community Te levi sion for Hea ldsburg and which is a heading indented So noma Co unty below an existing heading. You can see from the slide preview that your slide is looking the way that you want .
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You're done for now with the Title slide (we'll dress it up with graphics in later chapters), so click Home> New Slide. PowerPoint creates the new slide, and automatically assigns it the Title and Content layout.
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The flexibility of PowerPoint's Outline View is that it makes it easy to rearrange your ideas as you work on your presentation. Let's look at the outl i ne for the last slide we wrote:
2.
Wha t is AH TV ?
• PEG TV - Public, Edu ca tio nal, Governmen t Televisi on Public - q,mmunl t'f pr odu ce d pragGm s Ed u t:3 ti cna l - Pro gGlT1S prod uc ed by t he sc hool d istr ict. t eache rs . and s tud': l ts Governm ent - Broa dc3 SLS me.:tin,gs of City Cou ncil, .5 on o ma (::> 1 nt"l Sup ervis,c;s,
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It's okay, but it needs better organization. Some headings can move up and others would be better as subheadings . To move headings around, use the Out lin ing shortcut menu . Display it by right-clicking on the heading you want to change. The outline commands in this menu only appear when you are working in the Outline pane.
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Collapse a section to hide (but not delete) all but its main heading; choose Expand to show the sub heads again . In the submenus, the Collapse A ll and Expand A ll co m mands collapse and expa nd a 11 the sections in the entire presentation.
Click anywhere in a heading, then use a button in the Outlining tool bar to move it. After a few strategic moves, the outline is better organized.
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Outline
These headings - { moved up.
What is AHTV7 • A. ri ng on Comcast d1 a n rtf:~ 26 & n • S reaiTIin g ,'ideo 0 po pula r sh ows at v,"I.'w.aht'/.o rg • ~E G - V' - Pu blic, Educa anal. Government e lf: ,,~s! an - Puhlir - 'Ca m mu ni tv pmdu
These headings - { became subheads.
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What is AHTV? • Airing on Comcast chann els 26 & 27 • Strea ming vid eo o f popular sholJVS at www .ahtv.org
• PEG TV - Public, Educat ional, Gove rn m ent Television - Public - Commun ity pr o du ce d p rog rams - Educat iona l - Pr ogra ms pro duce d by th e sc h ool dist ri ct, teac hers, a nd stude ts - Gove rnment - Br oadcasts meetings of City Council, Sonoma Co un ty Sup ervisors
write outline in Word
If you prefer to do your writing in Word , that's no problem; you can create an outline in Word, save it, then import the outline into PowerPoint. In Word 2007, click View > Outline. The Ribbon changes to show the Outlining tab, and the document displays in outline form . You can write the outline in much the same way that you can in PowerPoint . Type the te xt, then use the Enter and Tab keys to create new headings and turn them into subheadings, respectively. Use the Move Up and Move Down buttons to move headings around in the outline, and use the Collapse and Expand buttons to hide and show sections of the outline. Show Outline Levels
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When you're done in Word, you must save the document in a format that PowerPoint can read, called Rich Text Format (RTF). Click Office Button > Save As > Other Formats, then from the Save as type pop-up menu, choose Rich Text Format, and then click Save.
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Back in PowerPoint, click Office Button> Open, select the RTF f'ile, and click Open . PowerPoint converts the file into a presentation.
use the research pane When you're writing a presentation, you often need to look up a bit of infor mation here, check a fact there, or use a thesaurus to find a better word. The Research pane, found in all of the Office 2007 applications, gives you instant access to reference materials, both online and on your machine. Open the Research pane by clicking Review > Research. The Research pane appears to the right of the Slide pane. If you wa nt to look up a word, copy it from your outline or slid e and paste it into the Search for field in the Research pane.
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You can also type a word or phrase in the Search for field and press Enter to start a search.
Click the green Start ~ searching b utton to look up its definition.
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extra bits
write the outline
p.12
• One of the most common mis takes people make when writing and giving a presentation is to put the whole presentation on the slides, and then just read the slides aloud. All you're doing is turning the presentation into your speaker's notes, and it tends to put an audience right to sleep. Instead, use your slides to under score what you're saying. The slides are only one part of the presentation; what you have to say should be the focus of the presentation. Spend the bulk of your time in the writing of your presentation, making sure that the message is strong and that what you're saying tells a compelling story. Then, and only then, you can start working on the look of your presentation. • A big benefit to writing your presentation in the Outline View, rather than on the slides, is that it is considerably faster. You can type your text in the outline without using the mouse, and any time that you can rely on just the keyboard, work tends to get done quicker.
• When you're working in the Out line View, it's a good idea to get in the habit of making the Outline pane as wide as possible.1 often make the outline so wide that it almost entirely crowds out the slide. I don't mind because I want to concentrate on the text, and not be distracted by the styled text and graphics on the slide.
work with outline text p . 14 • If you prefer, you can move headings around with the mouse. When you place the pointer over the icon of a slide or a bullet in the outline, the pointer changes to a four-headed arrow. Click and drag the heading to a new location. You can move headings this way in either PowerPoint or Word.
extra bits
write outline in Word
p . 16
• If you're dealing with a large presentation, you have a large outline . And Word, being a full fledged word processor, has bet ter tools for working with larger outlines. For example, you have more control over the number of heading levels that you show or hide at any given time, which lets you concentrate on the points that are important with out being distracted by support ing information. • In Word, double-click the plus button at the beginning of an outline heading to hide its sub headings; double click it again to show them. This is faster than using the Collapse and Expand buttons on the Ribbon . • You can use earlier versions of Word than Word 2007 to write outlines for PowerPoint 2007. Any version of Word will do, even Word for the Mac. Just remember to save the outline in RTF format before importing it into PowerPoint.
use the research pane p . 18 • To look up words another way, right-click a word in your pre sentation, then choose Look Up from the shortcut menu . The word will be transferred to the Research pane and will be looked up in the reference source you last used. • The Research pane has a Transla tion reference source . You can use it to translate a word or short phrase to and from a very wide variety of languages.
gather image
and sound files
3.
Now that you've written your presentation outline, I'll let you in on a secret: The hardest part of creating your presentation is behind you . From this point, you're adding more elements to the presentation to add impact to the story you're telling and make the slides look good. But before we plunge into the nitty-gritty of changing the look of your slides, there's still one more impor tant bit of planning to do. You need to decide what parts of your presentation will be enhanced with the addition of pictures and media files such as sounds and video. We've all seen PowerPoint presentations where the speaker threw in pictures and sounds seemingly at random, and .3 that tends to turn audiences off. A quick review of your slides helps 5 you avoid this pitfall. In this chapter, we'll figure out where images, sounds, and even video clips could enhance your presentation, find images, and talk a bit about using sound in PowerPoint slideshows.
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revIew you slides
For the first time, we're going to look at material on the slides, rather than in the outline, with an eye to deciding where we want to add images or sounds. You'll need a notepad or scratch paper to take notes as you browse the slides.
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Click the Slides tab, and if needed, drag the border between the Normal View pane and the Slide pane to make the slide thumbnails easier to read.
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If you want more room for the slide, point at the border between the Slide and Notes panes and drag it down to hide the Notes pane .
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Click to add notes Using the Previous Slide and Next Slide buttons (you can also use the Up or Down Arrow keys on your keyboard to move through the presentation), browse through your slides , and as you re- read the contents of each slide, think about what pictures you could add to the slide that would help your audience better grasp your message. Some slides won't need any help from images; others will benefit from an added image. For example, on the slide in my pre sentation about the Training Facility, a picture of the facility would be helpful, because it's a good-looking facility. As you browse, jot down notes with the slide number and what sorts of images, sound files, or even video clips you could add that would enhance the slide. You may even find that you can replace some of the words and bullet points on your slid es with images . Don't be afraid to do this . It's a cliche to say that a picture is worth a thousand words, but in a presentation, a well-chosen picture can easily substitute for bullet points, and make your show more interesting. In any event, do make sure to add visual appeal to your slides with clip art, photographs, or drawings . Nothing is duller than the average PowerPoint deck that's nothing but slide after slide of bulleted text.
view slide layouts
Now that you know what sorts of images you might want to use, it's time to start thinking about how those images will appear on your slides. You'll do this by looking at the slide layouts PowerPoint provides for slides that contain images or images and text.
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The slide layouts that are avail able in the presentation's theme (you'll find out more about themes in Chapter 4) appear in the menu, labelled with the layout type. The thumbnails also give you a pre view of what the layout looks like, in terms of the background and arrangement of text and content boxes on the layout.
As you browse through the slide layouts, you can see how a slide will look with that layout applied by selecting the slide you want in the Normal View pane (this displays it full size in the Slide pane), then clicking on the thumb nail of a layout . The slide will change to the new layout, reformatting the slide's text if necessary.
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find images
Images you use in your presentations can come from many possible sources : digital pictures you take yourself; scanned photographs or drawings; stock photography that you purchase online; or clip art.
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You'll add images to your slides in Chapter 6 . For now, look through the available images in the clip art collections to find images that you may want to use. If you're not happy with the selection of clip art that comes with the pro gram, there's a lot more available for free at Microsoft Office Online, at http ://office.M ic ro soft. comic Ii pa rt/ . ~ Clip Art and Media Ho mepage - Microso ft OHice Onlinc ~ Windows Internet E>:plorer
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choose sounds
Finding sounds is a bit trickier than finding images. To find sounds, restrict your search to just sounds in the Results should be pop-up menu in the Clip Art pane. Results should be: Selected media file types
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If you need to play the sound again, click the Play button. You'll add sounds to slides in Chapter 6. For now, make note of the sounds that would work with your presentation.
eta bits
view slide layouts
p.24
• You can choose between 9 preset slide layouts. If you used previ ous versions of PowerPoint, you may remember that there used to be many more available layouts. PowerPoint 2007 allows for either bulleted text or other content to be in a content box, dramatically reducing the num ber of layouts needed .
find images p . 26 • Images you use in your presen tations should be royalty free, meaning they can be used with out additional payments to the image's producer. • Clip art and other media found at the Microsoft Office Online site are subject to certain restrictions, which are listed at the site. At the bottom of the clip art page, you'll find a link called "Legal." Click it, and be prepared to be stunned into submission by legaleze. • There are many places online to find images for your presenta tions. Do a Google search on all of the following search terms: " images" "roya lty-free" "clip art". You'll get a wealth of choices, some offering free stock photos and illustrations, some offering images for a fee. In the not-free
but-not-too-expensive category, I'm a fan of iStockphoto ( www. istockphoto.com) and Dreams time ( www .dreamstime.com).ln the free category, try stock.xchng ( www.sxc.hu) and morgueFile ( www.morguefile.com). • For a great list of public-domain images, go to http://en.wikipedia. org/wi ki/Pu bl ic_doma in_i mage_ resources. • Besides online resources, you can find many excellent clip art pack ages on the market. These come on CD or DVD, and are usually roy alty free . Some good ones are from Hemera ( www.hemera .com). in their Photo-Object collections, and Nova Development's Art Explo sion ( www.novadevelopment. com). Digital Juice ( www .digital juice.com) has the Presenters Toolkit package, which contains thousands of images, video clips, animations, and backgrounds.
choose sounds p . 28 • You can find many Web sites that sell royalty-free sound col lections, such as Sound Rangers ( www.soundrangers.com). These sites sell individual sounds for as little as ~1.50. You'll find more sites with a Google search on "sounds" "royalty-free" .
4.
choose a theme
With your presentation's content set, it's time to start dressing up your slides. You'll do that in this chapter by selecting a theme for your presentation. A theme provides the visual look of the slides-the slide design -throughout the whole presentation, including elements like a background image for the slides, the color palette, and the style and !=olor of the text you put on the slides. In Office 2007, themes are shared between PowerPoint, Word, Excel, and Outlook, making it easy to apply a consistent look to documents produced by any of these programs . You'll also apply a slide layout to each slide in your presentation, matching the layout to the content of the slide. For example, you'll apply the Title Slide layout to the first slide, and add one of the layouts that contains image place holders for slides where you will add pictures.
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Display
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choose a theme
When you pick a theme, PowerPoint applies it to all of the sl ides in the presentation, so that they will have a consistent look. Begin adding a theme by displaying one of the presentation's slides in Normal View. Any slide will do, but I usually use one of the slides that contains a title and bulleted text, because those are the most common in presentations. Click the Design tab of the Ribbon . The Themes group conta ins PowerPoint's built-in themes in a gallery. Each theme appears as a thumbnail image.
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Theme Gallery
More button
The current theme appears in the first spot in the gallery. To change all of the slides in the presentation to a new theme, hover the mouse pointer over a different theme thumbnail. PowerPoint changes the current slide in a live preview. If you like the new look, click the theme thumbnail, and PowerPoint applies it to the whole presentation . To see all of the built-in themes at once, click the More button. The gallery expands:
liThemes · this P,esentOUon
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~ Save Current Theme ".
Browse through the designs until you find one that you like. Click the thumb nail of the theme, and PowerPoint applies it to your slide.
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Office Theme
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Broadcast Facilities
Foundry Theme
Digital video seIVer automatically schedules programs for playback DBS and C-band satellite dishes Playback of DVD, MiniDV, and S-VHS formats Pioneer DVD recorder Infonet video community bulletin board serving Channel 27
You can see how applying the theme has changed the font and styles of the text on the slide; the positioning of the text on the slide; the slide's background image; and the style of the bullets used on the slide (from dots to dots with circles).
apply slide layouts
Now it's time to go through all of your slides and apply the proper slide layout to each one. Click the Home tab, then in the Slides group, click the Layout pop-up menu. Scroll to the first slide in your presentation, which is the title slide. The slide should be using the Title Slide or Title Only layout. If it is not (it usually isn't if you imported the slide outline from Word, for example), click the layout you want. The slide changes to the new layout. This layout works for most slides with a title and bulleted text, or content such as tables, pictures, charts, or diagrams. You'll probably use this layout the most .
Use this layout for your title slides .
This layout acco m modates
two columns
of text or other
content.
Two Content
Compilriso n
Blank
Co ntent with Capti on
TItre Only
This is a good layout when you need just a picture with a caption on your slide.
Use the Next Slide button (at the right edge of the PowerPoint window) to move through your slides, applying the appropriate layout to each one. This is where the notes you took in Chapter 3 will come in handy; because you've already figured out where images will go in your presentation, you can apply picture layouts where it is appropriate.
Slide with Title and Content layout If you're doing a presentation that includes charts, diagrams, pictures, or media clips, apply one of the layouts that has the content placeholders.
Slide with Title Slide layout
Click to add title • Click to add text
Previous Slide Next Slide
customize background Let's say you like the font and bullet styles of a theme, but not the background image-you can choose the theme, then change just the background to one more appropriate for your presentation. Of course if you're happy with the background, you can skip this step.
For my presentation for Access Healdsburg, I found a theme (in a third-party template) that was pretty good, but it had a wildly inappropriate back ground image for a community television station.
Community Television for Healdsburg and Sonoma County Tom Negrino. Vice Choir ...-!.-.
50 I replaced that image with an image of the organization's logo that I prepared in Adobe Photoshop.
Access Hea'dsburg Communrty elr vision for Healdsburpand Sono a County Tom Negrino. 'lice Chair
To use your own background image, choose Design > Background>
Background Styles, then at the bottom of the pop-up menu, choose
Format Background, which brings up the Format Background dialog.
Click the Fill tab.
l 'Y li iEiil'
F
I......:::' - - - I Fill In the Fill section , click the Picture U :iolid fill Picture or texture fill button. ____
Since you want t o replace the theme backg round with your own im age, click - - - Hide background graphics. Under I nsert from , click the File button . The Insert Pictu re dialog appears. Find the image file you want to use as the backg rou nd, sele ct it, and click Insert. You'll retu rn to the Format Backgrou nd dialog.
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You want the new background to appear on all your slides, so click Apply to All. Behind the dialog , your slides take on the new background image. Click the Close button to dis miss the Format Background dialog.
adjust text location
After applying the slide design and possibly customizing the background, you may find that some of the text on your slides isn't quite where you want it. For example, the title slide of my presentation had the two placeholders containing the title and subtitle covering the organization's logo. The text on the slide is in place holders, and you can move the placeholders as you like.
Text placeholders
Access Heoldsburg Community elevision for Heal slj rg and Son ma County m Negrino Vice Cna ir
Move the pOinter towards the text on a slide. As you get near the text, the pointer will change to a four-headed arrow.
Four-headed arrow
A.c
When the pointer changes, click the mouse button. The text placeholder will be selected , showing a thick dotted border. You can drag the placeholder from any spot on the border. Click and drag any of the placeholder's selection handles to resize the placeholder.
Selection handles
-fr~ cce . r.~
Four-headed arrow with text box selected
After the placeholders are moved around, the logo is mostly uncovered, and the slide looks much better.
Access Healdsburg Com munity Tele vision for Healdsburg a nd Sono m a Co unty Tom Negrino Vice Cha ir
extra bits
choose a theme p.32
apply slide layouts p . 34
• In the Office 2007 programs, themes control the look of the entire document. When you change a theme, a new set of col ors, fonts, and effects are applied throughout the document. Some times, this can surprise you. For example, when you change from one theme to another, the color and style of charts will change, and the same goes for diagrams done as SmartArt (for more about SmartArt, see Chapter 6).
• You can have more than one theme in a presentation, and you can apply a theme to just selected sl ides. You can select each slide one by one and apply a theme to it, but there's an easier way. To apply an alternate theme to more than one slide at once, switch to Slide Sorter View, and select the slides you want to change. You can Shift-click slide thumbnails to select multiple consecutive slides, or Ctrl-click multiple nonconsecutive slides . Then click the alternate theme in the Design tab of the Ribbon.
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• You can change the color palette for the theme with just a click, by choosing it from the Colors pop-up menu in the Themes group. The Fonts pop-up menu similarly allows you to modify the fonts used throughout the presentation.
• Not happy with the slide tem plates that come with Power Point? There are many places to find more templates on the Web. The first place to look is Micro soft Office Online, at http:// office. m icrosoft.com/tem plates/. Click the PowerPoint link to display additional design tem plates, background slides, and useful templates for things like calendars, charts and diagrams, and awards and certificates. All of these templates are free. • There are many online sites that sell additional templates . Search for "PowerPoint templates" using Google or another search engine.
customize background p.36 • PowerPoint can use just about any graphic file (in a standard format such as JPEG, TIFF, or PNG) as a slide background. To make a new background, you'll need a graphic editing program, such as Adobe Photos hop or Macromedia Fireworks. Those prog ra ms a re terrific, but they're not cheap, and you can get by with less expensive alternatives. Windows Paint, which comes with Windows, can do the job of creating a background. • Just as there are sites that sell slide templates, others sell slide backgrounds. One of my favor ites is PowerPoint Art ( www. powerpointart.com ), which sells a subscription that allows you to use any of their thousands of backgrounds. Again, a Google search will turn up many others.
adjust text location
p . 38
• You can often make your slides look even better by changing the font size or text alignment. You'll see how to do that in Chapter 5.
5.
work with text
Even though you did most of the writing of your presentation in the outline, now that you see the text on the slides with your preferred slide design, you probably want to make some changes on the slides themselves. In this chapter, you'll learn how to edit and format text on the slides, add hyperlinks, and even add extra text to a slide for special purposes like adding captions to images. Finally, you'll learn how to avoid a major presentation embarrassment: misspellings on your slides .
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edit slide text
If you want to add text to a slide, move the mouse pointer over the text. The cursor wi ll change into an I-beam. This indicates that you can click to set the insertion point where you wish to begin typing .
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1 GHzI • Choice of Final Cut Ex Click the mouse button, and .add or delete text. You can also use the I-beam cursor to select text inside a text placeholder. Click and drag over the text you want to select. Once it is selected , you can type to replace the selected text.
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Selected text
The most common reason to edit text on a slide is to make the text work better with your slide design, which usually means getting a line of text to break in a different spot. A line break is the point on a line at which the text wraps down to the next line.
For example, let's look again at the title slide of my presen tation. For this first slide, it would look better if none of the text in the subhead or my name covered up any of the organization's logo. To change the text so that it wraps more attractively, we'll add manual line breaks to the text. Cl ick to set the insertion point before the word where you want the break to happen . You can't just press Enter, because PowerPoint will think that you want to create a new paragraph, which on slides with bulleted text would result in a new bullet point. Instead, press Shift-Enter, which adds a line break without adding a paragraph break. On the next line, I deleted the comma and the space after my name and . added a manual line break. The result is considerably more pleasing to the eye.
,
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format slide text
Another way to change the text on your slides is to change its formatting, includ ing the size and look of the text, alignment, and spacing between the lines. Most text changes are done in much the same way that you would do them in Word: Select the text, then make a choice from the Font or Paragraph groups of the Ribbon's Home tab.
Decrease Font Size Increase Font Size Font Font Size
L-~ -
-
Fo t
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Bold Italic Underline Strikethrough
Font Color Change Case
Text Shadow Character Spacing
Justify Align Right Align Center Align Left
For example, let's say that you 0 -- - ---------0----- ------- 0 I I want to emphasize some text ,.l,[U Q on one of your slides. First, click __- m OW I and drag to select the text. & - ------- --- 0 ----- - -- --- -6
Y
ou
Then click the Italic button in the Font group on the Home tab.
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0 - ----- ---- --0- ------- -- --0 I
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& ----- - -- --- 0 --- --- --- -- -6 Changes applied with buttons (like the Italic button mentioned above) take effect after you click the button . But with controls that give you r:nultiple choices, like the Font, Font Size or Font Color (shown below) menus in the Font group, PowerPoint shows you a live preview of the effect as you mouse over the choices. This is a big improvement over older versions of PowerPoint, because you can instantly see if you like a change, without having to lock it in . If you don't like the look when you pick a menu choice, just move on to the next choice until you find the one you want.
Shapes
When you pick a color from the palette ...
s Heal Community Television ... the selected text for Healdsburg IU - _ " , , - _ instantly changes color to match . Sonoma County Tom Negrino Board Member
align slide text
When you're working with graphics, you may want to change text alignment in text boxes so that it works better with the image. Or you may decide that left-aligned or right-aligned text looks better on your title slide instead of the center alignment that is the setting on most design templates.
Production Services
• Full ENG capability • Multiple-camera productions • Staff producers and ready shoot your commercial, music video, or industrial
For example, this left-aligned text overlaps the graphic, so the solution is to right-align it. Select the text, then click one of the text alignment buttons in the Paragraph group.
Production Services
• Full ENG capability • Multiple-camera productions • Staff producers and crews ready to shoot your commercial, music video, or industrial
change line spacing
You can spread the line spacing on a slide if it is too tight for the content, or reduce the line spacing if you need to get a little more text on the slide.
What is AHTV? • Airing on Comcast channels 26 & 27 • PEG TV - Public. Educational. Govemment Television
On this slide, the indented text would be easier to read if the lines were a bit further apart.
• Public - Community produced $grams
Select all of the lines of indented text, then choose the Line Spacing menu in the Paragraph group. This menu has some default choices, but we want a bit more control, so choose Line Spacing Options. The Paragraph dialog appears.
This changes the line spacing.
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Use this to change the amount of space before each paragraph. This adjusts the amount of space after each paragraph.
Indentation
Befo[e text:
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labs...
Use the spacing controls, then click 01<. The slide text changes to reflect your new line spacing.
• PEG TV - Public. Educational. Government Television grams
by the
use numbered lists
Bulleted lists are standard in presentations, but sometimes you want to show a process with a clear beginning and end. For that, a numbered list is better. You can easily change the bulleted list that PowerPoint gives you into a num bered list, and customize the numbering as you wish.
y - -------- --- --o------------- 1
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1
First, select the bulleted text ..
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Click the Numbered List button in the Paragraph group of the Ribbon's Home tab.
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6
If you want a different numbering system (maybe you would prefer letters ratherthan numbers, e.g ., A, B, c. .. ), with the text still selected, click the down arrow next to the Numbered List button. From the resulting pop-up menu, choose a numbering system.
1. -
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-
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3.
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..
add hyperlinks
You're already familiar with hyperlinks; they're the underlined text that you click in a Web browser to take you to another Web page. You can use two kinds of hyperlinks in your PowerPoint presentations. The first kind, when clicked during your presentation, leaves PowerPoint, opens the Web browser on your machine, and brings you to the hyperlink's destination. The other kind of hyperlink makes PowerPointjump to a different slide in your presentation. Either kind of hyperlink only works while you are actually presenting; you don't have to worry about accidentally opening your Web browser while you are working on your presentation. If you type a Web address into the outline or a PowerPoint slide-such as www.peachpit.com -PowerPoint is smart enough to automatically turn it into a hyperlink. In many instances, that's all you'll need, because the link shows your audience the Web address you want them to use and also allows you to click it to display the site.
. Join at our Website www.ahtv.org
If you want text on your slide to be the link instead, follow these steps:
11 Select the text that you want to make into a hyperlink.
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Choose Insert> Hyperlink, or press CtrH<. The Insert Hyperlink dialog appears.
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hat HyperinIc
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In the Address field, type the full Web address for the hyperlink. If the address starts with www. , PowerPoint will auto matically add the http:// before the address. If it does not, as in office .microsoft.com , you must add the http:// manually .
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Cancel
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Click 01<. The text is colored and underlined, indicating that it has become a hyperlink.
add byperlinks
(cont.)
To make the other kind of hyperlink-the kind that jumps to a different slide in
your presentation-follow these steps:
11 Select the text you want to use as the hyperlink and choose
Insert> Hyperlink.
El
In the Link to section of the Insert Hyperlink dialog, click
Place in This Document. The dialog changes to reflect your choice .
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2. What is AHTV? Broadcast Faciitie5
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In the scrolling list, choose the slide that you want to jump to . A preview will appear on the right side of the dialog.
ID
Click 01<.
cancel
I
add text boxes
There are many reasons why you might want text on your slides that isn't part of the outline, but most often you'll want to add text to use as a label or caption for a picture. To add this text, you'll first need to add a text box to the slide . Choose Insert> Text Box. The cursor changes into - -the Insert Text Box cursor .
Click and drag where you want the new text box in order to define the shape of the new text box. When you release the mouse button, the text box appears with a blinking insertion pOint. Type the text you want in the new text box.
sit the Media Center at
After you create the text box, you can apply any formatting you like to the text it contains, or adjust the position of the text box on the slide.
check your spelling
Aside from those dreams that you had when you were a kid that you were naked in front of your geometry class (uh, maybe that was just me), there's nothing much more embarrassing than doing a presentation with a misspelled word. Your mistake is there for everyone to see, and it's projected 10 feet wide, to boot! Avoid this nightmare by using PowerPoint's spelling tools. The nice thing is that PowerPoint is always watching you like a hawk as you write, looking for spelling mis takes. If it finds one, it puts a wavy red underline under the suspected mistake. To fix it, right-click the .word. You'll get a shortcut menu with one or more suggested corrections . Choose the correction you want from the menu, and PowerPoint replaces the misspelling.
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add notes
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You can also check spelling throughout your whole presentation. Choose Tools > Spelling. The Spelling dialog appears, and finds the first questionable word. In the Suggestions list, click the correct spelling, Not in Dictionary~ then click the Change I [ I!JlOI'e AI I Suggestions: button. If the word Qlange I I Olange ~ I is correct (just not in I Add II ~ I PowerPoint's dictionary), I [ lwtDCo(rect I [ Close I I~... I click Ignore. If you know the word is used more than once in your presentation, you can click the Change All or Ignore All but ton, which fixes or ignores all occurrences of the word. When the spelling check is complete, the Spelling dialog closes automatically, and PowerPoint displays an alert box, telling you that it is done.
extra b-ts
format slide text p.46 • When you want to emphasize text, use italic rather than under line. People tend to interpret underlined text as a Web link. • If you have applied multiple for matting changes to text and you want to make the same changes to other text, you don't have to do all those formatting steps again. Instead, use the Format Painter in the Clipboard group of the Home tab, which cop ies text formatting . First, select the text that has the formatting you want Paste .I...........to copy. Then click the Clipboard r. Format Painter button . Click the text you want the formatting copied to, and that text changes to match the first text formatting. If you want to use the Format Painter to apply formatting to more than one text selection, double-click the Format Painter button. This locks the tool on, and whatever text you select will take on the copied formatting. When you're finished applying formatting, click the Format Painter button once to turn it off.
• If you want to change the fonts throughout your presentation, choose Home> Editing> Replace Fonts. Replace Font R"I!Iace:
~~AliaI ':tr ~·~~"~-~_l Lncode · MS ':tr Baskervle Old Face
':trBatang
':tr 8.otangChe
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I·n the Replace Font dialog, pick the font you want to replace from the Replace pop-up menu, and the new font that you want to use from the With pop-up menu. This is a much faster way to change fonts throughout your presentation, rather than format ting text in individual text boxes.
align slide text p . 48 • Sometime it's better to move a text placeholder on the slide, rather than mess with text align ment. See "adjust text location" in Chapter 4 for more information.
extra bits
use numbered lists
p.50
• At the bottom of the pop-up menu, you can choose to open the Bullets and Numbering dialog. In this dialog, you can change the starting number of the list, which is handy when you're continuing a list from a previous slide. You can also change the size of the number relative to the text, and chang~ the number's color.
--_....
~~
1.
2. -
None
3 -
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-
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-
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• When you choose a numbering system, pick one that matches the flavor of your presentation. For example, in a formal presen tation, you might want to con sider using Roman numerals as the numbering system. But that would probably be inappropri ate (not to mention pompous) in a presentation about softball teams. Whatever you choose,
be consistent from slide to slide; you don't want to use numbers (1,2,3 ... ) on one slide and letters (A, B, c. ..) on the next.
add byperlinks p.52 • To remove a hyperlink, select the link, open the Insert Hyperlink dialog, and click the Remove Link button. The text of the link will remain, but it will no longer be a hyperlink.
illustrate your presentation
6.
Images add an important spice to any presentation. Some information is better presented in a graphic form , and often you'll find that your audience will better grasp your message with graphical help. Your presentation can include many different kinds of information that isn't text, such as pictures, charts, diagrams, tables, clip art, sound effects, or video clips. Very few, if any, presentations include all of these elements, but you'll probably want to add at least some of them to every presentation. This chapter is where you'll use the images and other media files that you gath ered in Chapter 3. If you made a list of files and where they go, find and refer to it as you work through the chapter. In this chapter, you'll learn how to add images and media clips to your presen tation; use PowerPoint's drawing tools to add interest to your slides; and add tables, diagrams, and charts to your presentation .
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add im$ges from disk You can add pictures to your PowerPoint presentation by using files on your hard disk or on a CD and inserting them in the presentation. Display the slide that you want the image on. It should already have a slide layout with a placeholder ready toaccept the image . If it doesn't, apply such a layout using the instruc tions in Chapter 4.
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If you used one of the Content layouts in PowerPoint 2007, click the Insert Picture from File icon in the Content box .
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The Insert Picture dialog appears. Navigate to the picture you want, then click Insert. PowerPoint automatica lIy sca les the image to fit inside the placeholder, and the image appears on your slide.
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If you don't like the position and size of the image, click on the image and drag it to where you want it to be. Then click one of the selection handles on the image and drag to resize it. As you drag, you 'll see a ghostly version of the picture, indicat ing how large the picture will be when you release the mouse button.
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When you selected a picture to resize it, you may have noticed that a new con textual tab, Picture Tools, appeared on the Ribbon, with a Format tab below it. If you don't see this, click on a picture to select it and make the Format tab· · appear, then click the Format tab to display the tools you can use to modify and customize your images. Use the Size group to crop an image, or resize it numerically, rather than by dragging the image's handles.
The Adjust group allows you to change things like the image's brightness, con trast, or add color effects like sepia. PresentationZ - Microsoft PowerPoint H
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There are many things you can do with this tab, but we'll only discuss two of the most useful features, cropping a picture and framing it. You crop a picture to remove unwanted areas of the picture and focus on its important area. Begin your crop by selecting the image, then choose Format > Crop . Crop handles appear at the picture's edges.
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Placing a frame around an image sets it off from the rest of the slide, and makes it stand out. PowerPoint has 28 preset frame styles, or you can create your own with the controls in the Picture Styles group. Alllimabons
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To apply a frame to an image, first select the image, then click one of the frame presets in the Picture Styles group . Click the More button to pop up the gallery of all the frame choices. As you hover over a preset with the mouse pointer, the frame effect is applied to the image as a preview. Click the preset you want to use to lock it in. You're not limited to the preset choices, how ever. After you pick a preset that is closest to what you wa nt, use the Picture Shape, Picture Border, and Picture Effects pop-up menus in the Picture Styles group to further modify the frame to fit the style of your presentation.
add clip art
Another way to add images to your presentation is by using clip art, graph ics that Microsoft provides to spice up your presentations. These are availabJe in the Clip Organizer. First, display the slide that you want the image on. If it doesn't already have a sl ide layout with a placeholder ready to accept the image, apply such a layout using the instructions in Chapter 4 . Click the Insert Clip Art icon in the Content box. SearcHor: The Clip Art task pane appears, which contains !money the Clip Organizer. Type a search term into the ~~~ch!. .i-n:---=::::r-l::::i~.LL- Search for text field and click the Go button. The sear IAlICDllections first time you do this, PowerPoint will pop up a Resultsshoutdbe: . dialog asking you if you want to include search results from Microsoft's huge online repository of All media file types ... clip art. Assuming you have an always-on Internet connection, click Yes; you'll get a better, more diverse range of results.
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Scroll through the search results until you find the one that you want. When you find the clip art that you like, double-click it. The clip art appears on your slide. If needed, you can resize it, or make any of the other image modifications discussed in this chapter.
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add WordArt
You might want to add a bit more flash to headline or caption text on your slides . As a fancier alternative to the regular text tools in the Font group on the Home tab, consider formatting with WordArt instead. WordArt is text that already has a variety of special effects applied to it. For example, let's say that you wanted to wrap some text around a logo; WordArt can do that and much more . Here, it has also produced the colored and outlined text. Begin by displaying the slide where you want the WordArt. Click Insert> WordArt, which pops up a gallery with style samples matched by color to your presentation's design. Choose a style, and a text box with sample text appears on the slide, with the text selected. Type your text. Chances are you won't like the default WordArt font, so select the text and right-click to bring up the contextual formatting toolbar. Use this to make changes in the text's font, size, and style. For more extensive changes to the look of the WordArt, use the Drawing Tools> Format contex tual tab, which appears whenever WordArt is selected. The Text Effects menu in the WordArt Styles group gives you an almost endless range of customizations, including 3-D rotations and transformations that distort the shape of the text (that's how I - got the text wrapped around the logo above) . As you choose your effects, PowerPoint shows you a live preview, as shown here.
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Choose Insert> Shapes, then click the shape that you want from the pop-up menu. As you can see, the shapes are broken into categories in the menu. The cursor becomes a cross. Cl ick and d rag on the si ide to d raw the sha pe object as large as you wish. Here, I'm using a Cloud callout shape, which serves as a thought bubble for a photo.
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Position the drawn shape where you want it, and resize it as needed. By default, PowerPoint gives the shape a colored fill, which isn't what we want for a thought balloon. Here's how to change that. When the shape is selected, the Drawing Tools contextual tab appears in the Ribbon, with a Format tab beneath it. Click the Format tab to display the tools.
I n the Shape Styles group, choose the style you want for your shape from the gallery. To see more styles, click the More button.
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For the thought bubble, I chose a style with a colored outline, but no colored fill. Next, I wanted to make the shape pop a bit more, so I added an inner shadow from the Shape Effects menu. To add text inside the shape, right-click and choose Edit Text from the contextual menu. An insertion point appears in the center of the shape. Type your text, then format it as you want (font, size, and so on) by selecting the text, right-clicking, and using the style controls in the contextual formatting tool bar.
add sound files
Usually, there's no quicker way to annoy your audience than by adding sounds to your slides. It's a big tip-off of novice PowerPo intjockeys. But there are cer tainly valid reasons for using sounds in presentations. For example, a presenta tion about music might use brief clips, or anthropologists could include snippets of a language they are studying. To use a sound , you'll need the sound files to be on your hard disk in a format that your computer can play. Choose Insert > Sound . The Insert Sounddialog appears. Navigate to the sound file you want, select it, and click Open. PowerPoint asks if you want the sound to start automatically when you switch to the slide, or only when you click a button on the slide. Make your choice.
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Sound icon The sound icon appears on the sl ide (it's not visi ble to the audience during the presentation). Move it to where you want it. To pre view the sound, double-click the sound icon. During the presentation, you will need to click the icon to play the sound, unless you previously told PowerPoint to start the sound automatically .
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use video clips
Video clips can be very effective in a presentation. You could include a video quote from your product manager, or show a brief tutorial. In the presenta tion for Access Healdsburg , I used a video clip to take audiences on a tour of the television station's stud ios. Video clips must be on your hard disk in a format that your computer can play. Choose Insert> Movie. The Insert Movie dialog appears . Navigate to the movie file you want, select it, and click Open. PowerPoint asks if you want the movie to start automatically when you switch to the slide, or only when you click the movie. Decide which you want. The movie appears on your slide . You might have to reposition and resize it. To play the movie to preview it, select it, and the Movie Tools> Options contextual tab appears on the Ribbon. Click Preview in the Play group. You can also double-click the movie to start the preview; clicking it again stops playback. When you give the presentation, click the movie to play it, unless you told Pow erPoint to automatically play it when you switched to the slide. You can apply further controls over playback with the choices in the Movie Options group. AHTV Presentation.pptx - Microsoft PowerPoint
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PowerPoint lets you easily add diagrams, called SmartArt, to your slides. You have your choice of converting bulleted text into a SmartArt diagram, or simply inserting SmartArt into a slide and adding text to it. In this example, I've converted a bulleted list into a radial Funding Sourc. s diagram to show the funding sources for 0------------- ----- 0----- -------------1 Access Healdsburg. Of course, you should :. AH!TV I , I customize the diagram for your needs. : -domcast : Start by typing a bulletedlist, then click : - City of Heald sburg , ,: 6 -M embers I ~ anywhere in the list to select it. In the , - County of Sonoma ,, Paragraph group of the Home tab, click -Fundraising the Convert to SmartArt Graphic button. ,, ,
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Select the SmartArt graphic you want; when you select it, an explanation of the graphic type appears at the right of the dialog. Click 01<, and the graphic appears on the slide, and the SmartArt Tools contextual tab also appears, with two subtabs, Design and Format.
Using tools in these two subtabs, adjust the look of the graphic, changing the number of elements as necessary. For example, the initial SmartArt was a bit dull-looking:
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I changed the coloring, thickened up the radial lines, and added a 3-D look. I also adjusted the size of the text in some of the circles. The resulting diagram gets the message across.
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You can easily change the text inside the SmartArt by typing it in the list next to the graphic. This is also how you add text to SmartArt that you insert, rather than converting it from an existing bulleted list. To insert such a graphic, choose Insert> SmartArt, then choose the style you want from the resulting Choose a SmartArt Graphic dialog.
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add charts
Many slide presentations include a set of numbers of some kind-for example, projected fundraising for next year, or a look back at last year's budget versus actual numbers. It's difficult for an audience to understand long columns of numbers, especially in the short time they would be on the screen during your presentation. A chart offers a much better way to let people quickly grasp the relationship between numbers and helps them spot trends. To add a chart to one of your slides, start by click ing the 1nsert Cha rt button in the Content box on one of your slides. The Insert Chart dialog appears, with a list of chart types. Click to select the type you wa nt to use, then click 01<. If Excel 2007 is installed on your machine, it starts up, creating a new worksheet populated with sample data. Change the sample data in the worksheet one cell at a time, enter ing your own data. As you change the worksheet, the chart automatically updates in PowerPoint. When you are done entering the data, close the Excel window; the data is automatically saved and the worksheet is embedded into the PowerPoint presentation fi le.
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add tables
Tables are a great way to show relationships between groups of data, and to get a lot of information into your presentation in an easy-to-understand fash ion. Tables can contain words, numbers, or both . In the Content box on one of your slides, click Insert Table. The Insert Table dialog appears. Enter the number of rows and columns that you need in your table, then click 01<. A blank table is inserted into the current slide, with a default color format and style that matches your presentation's design.
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To modify the table's structure, you need to use the Layout subtab. The Rows & Columns group lets you insert and delete rows or columns; just select one or more rows or columns, then click the appropriate button. You can change the cell structure by selecting rows or columns, then clicking either Merge Cells or Split Cells.
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• You can also add an image to a slide by dragging and dropping it from the deskt op onto you r slide. Sometimes t his is faster than navigating through the Insert Picture dialog, but the disadvantage to dragging and dropping (as opposed to using a placeholder to insert the image)
• Oddly, Microsoft Word 2007 has a completely different ver sion of WordArt in it, one that is considerably more limited than PowerPoint's implementa tion, but also provides effects that PowerPoint can't produce. You can use WordArt created in either program by copying and pasting it between programs.
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use the drawing tools p . 66 add clip art p . 64 • Here's a handy tip: add graph ics that you use often, such as a company logo, to the Clip Orga nizer so that it's easy to use and reuse. Click t he Organize cl ips link at the bottom of the Clip Art task bar, which launches the Clip Orga nizer as a separate program. From the Clip Organi zer's File menu, choose Add Clips to Organizer > On My Own. Th is brings up an Open dialog. Navi gate to the cli p you w ant, select it, and click the Add button . The cl ip will th en be available in the Clip Art task bar. • You can also store photog raphs and media clips, not just line art, in the Cli p Organ izer.
• You can layer text and graphics, so another way to, for example, put text inside a callout shape is to insert a Text Box over the callout shape. • You can change the line weight, line style, and line color of a shape by choosing Drawing Tools> Format> Shape Outline, then choosing what you want from the menu . If your shape is a line, you can use the same menu to turn it into an arrow; there are a number of arrow styles available. • If you need to precisely line up objects, you'll find alignment and distribution commands in the Arrange group of the Drawing Tools> Format tab.
add sound files
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• PowerPoint can use the follow ing kinds of sound files : AI FF, AU, MIDI, MP3, Windows Audio file (WAV), and Windows Media Audio file (WMA).
• PowerPoint can use the follow ing kinds of video files: Windows Media file (ASF), Windows Video file (AVI), MPEG, and Windows Media Video files (WMV).
• Depending on your presenta tion setting, it can be effective to attach a music file to the first and last slides of your presentation, which helps introduce and end the show.
• To use a QuickTime movie in a PowerPoint presentation, you must either create a hyperlink to the QuickTime file, which will then launch the QuickTime Player, or you must convert the movie to a supported format.
• You'll find addit ional sound effects in the Clip Organizer.
7.
make it move
Your presentation is nearly complete. You've written the content, chosen a design , set the layout of each slide, and added images and media files . The last major task before you give the presentation is to give it some movement, by adding slide transitions and slide effects. Slide transitions are the animated effects the audience sees when you switch from one slide to the next in the presentation . PowerPoint provides many different transition effects, and you've probably seen them all (even the really tasteless ones). Slide effects are animations that occur within a slide. For example, you can have each bullet point fade onto the screen as you get to it, and then dim to gray text as you move to the next point. Or you can have an image, graph, or diagram glide onto the screen. In this chapter, you'll rearrange the order of your slides in the Slide Sorter View and then set slide transitions and effects. •
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As you've been developing your presentation, you've seen how the topic of one
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Transitions between slides can enhance your presentation's message and add visual interest to your show. You can add transitions to one or more slides at one time in either the Normal or Slide Sorter View (though I find it's usually easier to use Slide Sorter View). PowerPoint includes dozens of transition effects to choose from, ranging from subtle to the polar opposite of subtle. With slide transitions, as with any animation in PowerPoint, you should live by the principle "less is more" when choosing transitions, because the flashier they are, the more quickly your audience will become tired of them.
o Switch to Slide Sorter View to begin setting the transition; click the Slide Show View button at the bottom of the PowerPoint window, or choose View> Slide Sorter.
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Select the slides to which you want to apply the transitions. To select multiple slides, click the first slide, hold down the Shift key, and click the last slide. Those slides and all slides in between are selected.
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Click the Animations tab on the Ribbon. Let's look at the Transition to This Slide group: Transition sound
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mChoose the speed of the transition by selec~ing it from the Transition Speed pop-up menu. Your choices are Slow, Medium, and Fast. mIf you want, choose a sound from the Transition Sound pop-up menu. This sound will play between each of the selected slides. Use this sparingly; many audiences hate sound effects in presentations.
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By default, the transition you chose is applied only to the slides you selected in Step 2. Click the Apply To All button to add the transition to the enti re presentation.
set slide effects
You've seen slide effects in most presentations; these are the effects that are responsible for titles, bulleted text, charts, or diagrams that fade, wipe, or ani mate onto the screen when the presenter clicks the mouse button. PowerPoint for Windows has two ways to apply animation to objects on your slides. The first way is to use animation schemes, which are preset animations that are easy to apply. The other way is to create a custom animation , where you're in complete control of each of the elements on the slide. To apply an animation scheme, first switch to Normal View, then display the slide to which you want to apply the animation scheme. Next, click the Animations tab on the Ribbon. On your slide, click and select the object you want to animate. Then make a choice from the Animate pop-up menu in the Animations group on the Ribbon, which may have a different appearance than shown here, depending on what you have selected. The Slide pane shows you a live preview of the animation as you hover over each choice. To play the preview again, just move the mouse to another menu choice, then back to your original one. When you're happy with the effect, choose it from the menu. In the menu, All At Once makes the entire selected object appear on the slide. By 1 st Level Paragraphs applies the effect a bulleted group at a time. For example, in this picture, the first group and its subtopics will appear first, then the second group and its subtopics will appear.
First group
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add custom animation Sometimes animation schemes don't really do the trick; you need more control over moving items on or off the screen, or you want to apply an animated effect to a particular part of the slide. For example, in the Access Healdsburg presenta tion, the Funding Sources slide contains a diagram that can be enhanced with a little animation. PowerPoint 2007 has a terrific custom animation capability . I've begun with one of the Cycle SmartArt diagrams (see Chapter 6 for more about SmartArt). Because I'm going to talk about each of the funding sources, I'll build up the diagram a bubble at a time, starting with the green center bubble (which will appear on the screen first), then adding each of the source bubbles, beginning at the top and moving clockwise. Each bubble will appear after I click the mouse. Custom Animttion
1,* Add Effect ·1l'"
Begin by choosing Animations > Custom Animation, which opens the Custom Animation Task Pane.
On the slide, select the first element you want to animate; I chose the center bubble in the diagram.
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rearrange slides p.80
set slide effects
• If you want to move a group of slides at one time, in Slide Sorter View, click the first slide, hold down the Shift key, and click the last slide. Those two slides and all slides in between will be selected, and you can drag and drop them as a group.
• If you're having problems con trolling when images on your slides appear, it's probably because the image is using an image placeholder. The place holder is part of the slide's mas ter, and it can't be changed with the animation controls. The solution is to select the image, then choose Edit> Cut. The picture will disappear, and the placeholder will appear. Select the placeholder, then press Backspace (Delete) to get rid of it. Finally, choose Edit> Paste to bring back the picture. Now the picture is in the same layer as the rest of the slide elements, and it will respond to the animation controls.
• You can also select multiple slides in the Slide Sorter by clicking in a blank space between slides, then dragging over the slides you want.
set slide transitions
p.82
• By default, PowerPoint is set so that the transition is triggered when you click the mouse during your presentation. But you can use the settings in the Advance Slide section of the Transition to This Slide group to set the slide to automatically change to the next slide after a given number of seconds.
p. 84
add custom animation p . 85 • Usually when you bring up a dialog in PowerPoint, it has the name of the command you used to get there. For example, when you choose Save As, the Save As dialog appears. Makes sense, right? So when you right-click on an item in the animation list and choose Effect Options, you would expect that the Effect Options dialog will appear. That's what happens, but the name at the top of the dialog will be the name of the effect that you're modifying. That's why the Spinner dialog appears in the example. Ifthe effect had been Wipe, that would have been the dialog name. • The choices in the Effect Options dialog will be different, depend ing on what you have selected. For example, if you're animating bu lIeted text, there wi 11 be a Text Animation tab in the dialog.
• You can change the timing for each element in the animation list separately. The orange bar in the list is the length of the ani mation for that element.
To change the length of the element's animation, point at the orange bar. The cursor will change to a double-headed arrow. Click and drag the bar to the desired length.
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8.
prepare to present
!\Jow that you've finished putting together your presentation, there are some things you can do to make it better before you step on stage. The easiest way to improve your talk is familiar to anyone who has done any kind of perfor mance: Rehearse it before you get in front of your audience . You can also send your presentation to co-workers for their comments; it's amazing how often other people will suggest a great point that you missed. To help you give the presentation, you can create and print speaker notes, and to help the audience, you can print handouts containing your slides . In this chapter, you'll see how a little final preparation can help make your presentation a smashing success.
attached docume nt and get back to me with any suggestions.
get colleague review
One easy way to improve your presentation is to show it to other people for their comments. You'll often gain valuable insights into your presentation by getting this feedback. I've had some co-workers suggest areas that I should have mentioned, and others AHTV give me some great images that Send a
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PowerPoint allows you to send your presentation file to col leagues as an email attachment. To do this, open the presenta tion. Then click the Office Button. From the menu, choose Send> E-mail. !lA Pow.,Point Option.
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rehearse your show
Rehearsals are key to any production, whether it is a Broadway play, a concert, or your slide show. When you rehearse your presentation, you get a better feel for what you want to say to accompany the slides, and it helps you make sure that you stay within your allotted time. Being able to do the whole presenta tion at your own pace is infinitely preferable to trying to stretch if you run short, or worse, getting the hook if you run too long. Unless you have a lot of experience presenting, rehearsal is the best way to find out how long your presentation really is. If you feel silly rehearsing a presentation out loud to an empty room, join the club; we all do. But try it anyway. You'll be sure to improve your presenttion. In fact, I suggest that you consider rehearsing at least once in front of a mirror, or set up a video camera and record your rehearsal. It may feel a bit excruciat ing the first time, but you'll get a much better idea of your facial expressions and mannerisms, and it will help you get your timing right, too. PowerPoint has a built-in rehearsal feature that can tell you how long you spend on each slide, and when you're done, it will tell you the total time for the presentation. Click the Slide Show tab, then in the Set Up group, click Rehearse Timings. The slide show appears full-screen, covering up everything else on your monitor. The Rehearsal toolbar appears.
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Slide time
rehearse your show (cont.) Give the presentation for each slide, as you would in front of an audience. To trigger the next slide effect or to advance to the next slide, click the mouse button or press the right arrow key on the keyboard. When you are done with the presentation , PowerPoint displays a dialog asking if you are happy with the slide timings, and if you want it to store them for future use. If you want, PowerPoint can use these timings to advance your presentation automatically when you give it, rather than you advancing it manually. Microsoft OfficI! PowerPoint "The total time for the slide show was 0:01:22. Do you want to keep the new side timings to use when you view the slide show?
Yes
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If you click yes, PowerPoint drops you into Slide Sorter mode, where you can review the timing for each slide. You can see a variety of information about each slide in the Slide Sorter. This is a good time to check that the slides you want to have transition effects actually have them applied. x
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create speaker notes
Speaker Notes are printed notes that you'll use to help keep you on track while you're giving the presentation. As you saw way back in Chapter 1, PowerPoint has an area in Normal view where you can type in your notes for each slide. These notes don't appear on the presentation screen, but if you're using a laptop to present with an external projector or monitor, the notes will appear Comeas! provided seed money for equipment. on the laptop screen, so you City of Healdsburg provides operating funds from franchise fees. can see them, but your audi ence can't. Speaker Notes
If you prefer, you can also print Speaker Notes (let's say that you won't be operating the computer yourself) so that you can refer to notes without being tethered to your computer. When PowerPoint prints Speaker Notes, they appear one slide to a page, with your notes underneath.
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print slides lE handouts You can print slides and handouts for your use (or for the audience) in color (with a color printer, of course), grayscale, or black and white. When you print slides, just the slide appears on the page, filling the page, in landscape format (meaning the slide is rotated so that the wide side of the slide is aligned with the length of the printed page). For handouts, PowerPoint gives you a choice of 1, 2, 3, 4,6, or 9 slides per printed page, shrinking the slides to fit. If you want your audience to be able to take notes easily, I suggest that you use the 3-slides-per-page option; it's the only one that provides lines next to the slides for audience notes, and the slides are a good size for easy readability. To print slides, click the Office Button, choose Print, and then choose Print again from the menu. In the Print dialog, choose Slides from the Print what pop-up menu. From the Color/grayscale pop-up menu, decide how you want the page to print. If you choose Grayscale or Pure Black and White, the background of the slide will not print. Click 01< to print the slides. Print ~hat: ISlides CoIor Igrayscale: Color
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print slides lE hand'Guts (cont.) To print handouts, click the Office Button, choose Print, and then choose Print again from the menu. In the Print dialog, choose Handouts from the Print what pop-up menu . The handouts section of the Print dialog will become active. Handouts Choose the number of slides you want DJSlides pe[ page: U1 per handout page Ca preview icon gives Order: @ Hori~ontal y'er tical 01 you an idea what the layout will look like). Make a choice from the Color/ I grayscale pop-up menu, then click 01< Preview icon to print the handouts.
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get colleague review p.92 • If your co-worker doesn't have PowerPoint installed on his or her machine, you have a few options. You could, for example, print the presentation, then send your colleague the paper. But if you want to send a file via email, you need to get the file into a format that can be easily read , such as PDF (Portable Document Format), which can be read by the free Adobe Reader on most operating systems, and also by Preview on the Mac. Office 2007 doesn't ship with a built-in way to create PDFs, but there is a PDF converter readily available on the Microsoft Web site. Go to http://office. microsoft.com/, then in that page's Search box, enter PDF and click the Search button. From the search results, look for the Microsoft Save as PDF Add in. If you want to print to PDF (and it's really useful to do so), I suggest that you down load the converter and install it. • PowerPoint has a better (but more complex) way to get and incorporate reviewer's comments from other PowerPoint users. You begin by sending the presentation to others via email.
They can then make changes to the file, add comments in the form of sticky notes to your slides, and email it back to you. When you open it, you can merge their changes with your original presentation file. Detailing this review process is beyond the scope of this book; to learn how to do it, click the Help button, then search for "add comments." Click the topic "Add, change or delete a comment in a presentation ." • If a colleague using PowerPoint 2003 or earlier sends you a pre sentation for review, you can add comments in PowerPoint 2007, but when you send the file back, they will not be able to merge your comments with their origi nal file, because the PowerPoint 2007 file format has changed .
rehearse your show p.93 • When you're rehearsing timings, it's a good idea to speak your nar ration just as you would during the presentation. Stand or sit up straight, breathe normally, and speak clearly without rushing.
extra bits
print slides &: handouts p.97 • You can use the Print range part of the Print dialog to print all slides, just the current slide, the selected slides, or a range of slides, when printing either slides or handouts. • If your slides have dark back grounds, they won't print very legibly on black and white printers. PowerPoint automati cally changes dark slide back grounds and slide objects to white or grayscale to make them look best on non-color printers. PowerPoint 2007 is smart enough to recognize when you're using a color printer, and will print in color by default.
deliver your presentation
9.
Finally, you're ready to give your presentation. You've arrived at the room where you'll give the talk, and perhaps the audience is beginning to arrive. You need to connect your notebook computer to the projector, set up your computer so that it recognizes the two displays (the notebook screen and the projector), and run the show. If you don't have a notebook, and you know that the presentation venue will have a computer and projector waiting for you, you can burn your presenta tion to a CD and just bring that. See Chapter 10 for how to burn a CD of your presentation. During the presentation, you can use PowerPoint's Presenter Tools, which allow you to control your show and to display your Speaker Notes as you pres ent, using an interface that only you see. You can also annotate your slides and make additional notes during the presentation.
Studio Facilities
set up the projector
You'll typically want to deliver a presentation with a notebook computer con nected to a projector or large monitor. Your computer must support multiple monitors. To use multiple monitors on Windows, you must be running Windows Vista, Windows XP, or Windows 2000 SP3. Your notebook must also have a VGA video output (most do). You'll view the presentation on your notebook screen, and your audience will view the projected screen. Hook the projector (if you don't have a projector, you can use another external display, such as a monitor) up to the notebook. Most PC notebooks have a VGA port, but some require an adapter; check the documentation for your notebook. The notebook should recog.nize the existence of a second display. To configure your computer for multiple monitors in Windows Vista, right-click the desktop, then choose Personalize from the shortcut menu . The Personalize control panel appears. Click Display Settings, and the Display Settings dialog opens. If you're using Windows XP, right-click the desktop, and choose Properties. The Display Properties dialog appears. Click the Settings tab. The two monitors will appear as icons in the dialog. The notebook screen is always the primary moni tor (labeled with a 1), by default. If the projector or second display isn't recognized, turn off the projec tor and computer, then start the projector first, then the computer, then open Display Settings. You usually don't have to do this, espe cia Ily with Vista, but this solves most issues .
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low 0 top onto this monitor,") and then 1024 by 768 pix.1s click Apply. The second monitor should now show your desktop wallpaper. Using the Resolution slider, choose the screen resolu tion that matches the resolution of the projector. It will typically be either 800 X 600 or 1024 X 768. Click 01< to save your settings. Now that you are set up for multiple monitors, you need to tell PowerPoint that you'll be using a projector. Open your presentation in PowerPoint, then click the Slide Show tab. In the Monitors group, choose the projector from the " • Resolution: Use Current Resolution "S h ow Presentation On pop-up menu. ~
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prepare yourself
50 now you have created a terrific presentation, your notebook and the projec tor are set up, and your audience is beginning to drift into the room, eager for the show. But what about you ? What about your needs? If you're like most people, you're feeling a little stage fright at this point. Dealing with your butter flies is what this section is about. Here are some tips that can help you keep your presentation running smoothly, before and after you get up on the stage. • Before the presentation, get a friend or coworker to read through your presentation. You'll be sur prised how often.they'll find a typo or awkward grammar that you missed. • Things do go wrong; your note book could die before you give your show, or it could have video problems with the venue's projec tors. Make sure that you keep a backup copy of your presentation file on something other than your notebook. I prepare two backup copies of important presentations; one on a U5B drive, and another on either an i Pod or burned to a CD . That way, if I get to the venue and my notebook goes south, I can borrow a computer and still go on with the show.
• If you can, get to the presentation venue early. Sit or stand where you will be speaking, and make sure that your seating (or the podium) is adjusted the way that you want it. Take a moment to adjust the microphone (if any) and work with the venue's audio technician to get the levels right before the audi ence arrives. Make sure you have a spot to place a cup of water. Get ting comfortable with the physical space and facilities helps a lot. • If you have the opportunity to greet some of the audience mem bers as they enter the room, you should do so. It's easier to speak to people you know, even if all you've done is said hello. • If you are speaking at a conference and you are wearing a conference badge or pass around your neck, take it off before you begin your talk. It will often reflect stage lights back at the audience, which can be distracting.
•
Before you begin, visualize your self giving a successful presenta tion. Imagine that you've spoken very well, and hear your audience's applause. Picture audience mem bers coming up to congratulate you after the show. It sounds a bit silly, but visualizing success works.
•
Concentrate on you r message, not on the audience. If you focus on what you're saying, you will dis tract yourself from being nervous.
•
If you are nervous, never apologize for it. Except in extreme cases, most audiences don't notice that speakers are nervous, and it doesn't help your case to point it out.
• Always keep in mind that your audience wants you to succeed. People don't go to a presentation thinking, "I sure hope this guy gives a lousy talk and wastes my time." They want to get something out of your presentation as much as you do. •
Unless you are a professional comedian, keep the jokes to a minimum, or skip them altogether. A joke that falls flat isn't a good way to start a show.
•
Never read straight from a script. Very few people can read from a script without putting their audi ence to sleep; we call those few people actors.
•
Don't read your slides aloud word for word. Your slides should be signposts and reminders of what you want to say. Using your slides as a teleprompter is another way to lose audience interest. If you need prompting for your topics, use your Speaker Notes (see Chapter 8 for how to enter Speaker Notes) .
•
It's a good idea to put a summary slide at the end of your presenta tion. It brings your talk to a natu ral close, and it helps to once again drive your argument home to your audience.
• After the presentation is over, than~ your audience and make yourself available for questions. Make sure to get feedback from them so that you can improve your next show.
run the presentation
To run the presentation, click the Slide Show button at the bottom of the PowerPoint window, or click the Slide Show tab and click From Beginning or From Current Slide. You can also press F5 on your keyboard. Slide Show button
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The presentation appear.s on the screen. If you are using a projector or external monitor, the presentation appears on whichever screen you selected during setup. During the presentation, if you're not using the Presenter View, PowerPoint provides some onscreen tools that you can use to control your show. They include ways to move to the previous and next slides, a menu that allows you to jump to any slide or custom show in your presentation, and a way to pause your presentation or turn the screen black for a moment. These controls appear at the bottom-left corner of the screen when you move the pointer over them. They are unobtrusive icons, so as not to attract too much audience attention. Ink tool Previous slide -
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Control m enu
Clicking the Control Menu icon brings up the pop-up menu. Of particular note in this menu is the Go to Slide choice, which has a submenu listing all of the slides in your presentation, allowing you to instantly jump to any point in your show. Another useful menu is Screen, which lets you turn the screen Black or White; you might want to do that to pause your presentation to handle a question from the audience, for example.
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To advance to the next slide or slide effect, click the mouse button, or press the Right Arrow key on the keyboard. To return to a previous slide, press the Left Arrow key. The Ink tool allows you to annotate your presentation while you are giving it; you can use three different types of on-screen pens (ballpoint, felt tip, or high lighter), and your choice of colors. You can use the mouse or trackpad for these annotations, or if you are presenting from a Tablet PC, you can use the stylus . ~rrow
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At the end of the show, by default PowerPoint will go to a black screen; click the mouse button to leave Slide Show mode and go back to the PowerPoint window . To end the slide show manually, press the Esc key on your keyboard .
use presenter view
Presenter View is a feature that gives you more control over the presentation as you are giving it. It gives you a control panel that you see on your note book's screen, while the audience sees the regular slide show on the projector. This mode is only available when you are using multiple monitors. In Presenter View, you get a scrolling list of your slide thumbnails, a large view of the current slide, buttons for Previous Slide and l\lext Slide, your Speaker Notes, and best of all, an onscreen timer that tells you the elapsed time of your presentation. This timer is a great tool to help you stay on track; by knowing how long you have been talking, you can speed up or slow down to keep within your allotted speaking time. Current slide
Speaker Notes
Studio Facilities B based around 2 Sony robotic cameras, controlled by talent. studio Is best used small Interviews.
Control
menu
Ink tool
Slide thumbnails
Go to previous slide or animation
Go to next slide or animation Show elapsed time
Speaker Notes zoom buttons
To jump ahead to any slide in your presentation, scroll the list of slide thumb nails, then click the slide you want . If there is a slide transition associated with the slide you clicked, it will trigger and the slide will appear on the projector. During the presentation, you can also get some additional features from the keyboard.
shortcut
what it does
N, Enter, Page Down, Right Arrow, Down Arrow, Spacebar
Go to the next slide or next animation
P, Page Up, Left Arr~ Up Arrow, or Backspace
Go to the previous slide or next animation
B or Period (.)
Pause presentation and display a black screen
W or Comma (,)
Pause presentation and display a white screen
E
Erase on-screen annotations
number + Enter
Go to slide number
create custom shows
Have you ever needed to show part of a presentation, but not all of it, for a particular audience? For example, let's say that you have a presentation about a new product that includes slides with commission rates for the sales depart ment. When you give the presentation to the marketing department, you can Custom Shows I ·- ~ 1II£1II omit the commission slides by creating Custom shows: I ttew··· I a custom show . This is a subset of the [ Edit ... I presentation that includes just the slides I Remove I you want. To create a custom show, open I CDP l I your presentation, then choose Slide ..... Show> Custom Slide Show> Custom ~ [ gose I I Show I Shows. The Custom Shows ·dialog appears
...-
Click the New button , and in the Define Custom Show dial og, name the custom show, then select slides from the list on the left, and cl ick the Add button in the middle of the dialog to add them to th e list on the right.
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Click 01<, and then, back in the Custom Shows dialog, click Close. To run the custom show, choose Slide Show > Custom Slide Show. In the resulting pop-up menu , choose the show you want. The custom show will run.
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OK
II
Canal
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extra bits
set up the projector p.102
run the presentation p . 106
• If you're not sure which monitor is which, click the Identify Monitors button in the Display Settings dialog. Large numbers will appear on each monitor.
• I usually use the spacebar to advance slides or slide anima tions when I present, because it's the biggest and easiest to find by touch while I'm talking.
prepare yourself p. 104 • If you want to become a better presenter, there are some terrific online resources. I'm a fan of the Beyond Bullets weblog (www. beyondbullets .com), written by Cliff Atkinson. It's full of practi cal tips and information that will help you think about using PowerPoint in a different way. • The best PowerPoint presenta tion I've ever seen didn't use a single bullet point. It was per formed by Scott McCloud, who wrote Understanding Comics (1993, Perennial Currents), a brilliant, essential book that will help you understand all forms of visual communications, including PowerPoint. And it's mostly done as comics! Trust me on this one.
• There are a few great hardware accessories that can help almost any presentation. The first is an inexpensive laser pointer. These are essential for drawing your audience's attention to a part of your slide. I have a fancy (and pricey) laser pointer with a bright green beam, but that's because I'm a presentation geek. You can find the standard models with red beams for as little as ~10. You can also benefit from a remote control for your com puter, because they allow you to wirelessly roam anywhere on the stage, rather than being tied to your notebook. These units usu ally consist of a hand held control and a receiver that connects to your notebook via the USB port. Some of them, such as units from Keyspan (www.keyspan .com) and Targus ( www.targus.com). have a built-in laser pointer. (continued on next page)
extra bits
run the pl'esentation
p.106
(continued)
• You may already have a perfectly good remote control for your PC without even knowing it: it's your mobile phone or PDA. Yes, that's right. If your supported phone or PDA and laptop both have Bluetooth, you can control PowerPoint with it, as long as you pick up a software package called Sailing Clicker, from Sailing Soft ware ( www.salling.com).Clicker breaks the shackles that tie you to your laptop; you can roam up to 30 feet away, still control the laptop, and for most hand held devices, even have your speaker's notes on the hand held's screen. Clicker controls a wide range of programs on your PC, including PowerPoint, iTunes, Windows Media Player, and more.
use pl'esentel' view p . 108 • Use the Speaker Notes zoom but tons to make the notes larger or smaller, so they are more com fortable to read. • You can't type new notes or change your Speaker Notes dur ing the show, even though you ca n click in the Speaker Notes field and get an insertion point. This may be a bug that wi'll be fixed in the futu re . • Those Previous Slide and Next Slide buttons in Presenter View are nice, but I find that it's easier to click on the much bigger cur rent slide to move forward , or to keep a finger on the spacebar or Right Arrow key on the keyboard.
10.
present everywhere
Given the smashing success of your presentation, chances are good that you'll be asked to provide it to others, or take it on the road. As usual, PowerPoint is up to the task. You can turn your presentation into a self-contained file or a CD that you can send anywhere, print it as a PDF file, or you can even save the show as Web pages that can be viewed by anyone with a Web browser.
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save to CD
PowerPoint 2007 allows you to turn your presentation into a package, which is a folder or a CD that contains all of the files associated with your presenta tion, including graphics, the PowerPoint file, fonts, external movies that are linked to the presentation, and sounds. The package will also contain a copy of the PowerPoint Viewer program, so the recipients of the CD don't even have to have PowerPoint installed to admire your work. The reason why you want to create a package, rather than just copy the pre sentation file to a CD, is that you need to make sure that all of the elements of your presentation come along with the file. To be efficient and to make sure the PowerPoint presentation file doesn't get too big, PowerPoint will invisibly link large external files (especially video files) into the presentation, but will not copy those files into the presentation file. Similarly, fonts that you have on your system may not be available on another computer, and creating a PowerPoint package will copy the fonts used in the presentation for use by the PowerPoint Viewer. With your presentation open, choose Office Button> Publish> Package for CD. In the result ing dialog, if you don't like the default name of PresentationCD, you can change it.
Package for CD Copy presentations ID a CD that will play on computers running Microsoft WIndows 2000 or later, even without PowerPoint.
~me the co: ~ I ~I!!I!!C==:=J Ales ID be copied: - - - - -- - -- -
[ Add Files. ..
AHTV Presentation.ppt
You're not limited to copying only one presentation file to the package; if you want to add additional presentations, click the Add Files button, then use the resulting Add Files dialog to choose the presentation files.
I
Linked files and the PowerPoint Viewer are [ Qplions... induded by default. To mange this, dick Options.
[ Copy ID folder...
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Close
By default, the PowerPoint Viewer and linked external files will be included in the package, and all of the presentations in the package will play automatically when the CD is inserted . To change this, click Options.
If you don't want to include the PowerPoint Viewer, choose Archive Package, rather than the default Viewer Package choice. If you want to change how the presentations play in the viewer, select one of the choices in the pop-up menu. If you don't want to include linked files or embed fonts in the pack age, clea r those checkboxes. Finally, you can optionally enter passwords that will be required to either open or mod ify the presen tation files included in the pack age. When you're done setting options, click 01(. You will return to the Package for CD dialog .
Options Package
type - -- - -- -- - -- -
Select how presentations
will play in the viewer:
Play aY presentations automaticaly in the speafied order
•
Archive Package (do not update file furmats) Include these files - -- - -- -- - -- (These files will not display in the Fdes to be copied list)
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bird<ed files
El ~mbedded TrueType funts
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OK
Cancel
:;!elect how presentations wiI play in the viewer: Play all presentations automatically in the
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Play only the first presentation automatically let the user select which presentation to vie.... Don·t a the CD automaticall
To burn the package to a CD, click Copy to CD . If there isn't a CD already in the drive, PowerPoint will ask you to insert a blank CD. Do so, then click the Retry button. The CD will be burned. PowerPoint will ask if you want to make addi tional CDs. Make your selection. . To save the package as a folder on your hard drive (which you can copy to a networked server, or even burn to a CD later), click Copy to Folder in the Package for CD dialog. I n the resulting dialog, give the folder ____ Copy to Folder l TL~ a name and browse to the loca~ anewfolderwithanameandlocationyouspedfy, tion on your hard drive where you Folder name: I wa nt to save it, bocation: I C: VJsers\Tom'4)oClJlTlents\ I '[-!¥-ow-se-,-,,--' OK
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save as a web site
You can make your presentation available to the widest audience by convert ing it into a Web site and placing it on a Web server, either on the Internet or on your company's intranet. The presentation will be readable in one form or another by anyone with a Web browser on any major computing platform (Windows, Mac, Linux, and others). Unfortunately, Microsoft adds propri etary code to the Web page that makes the presentation look best in Internet Explorer. If you need to have the presentation appear exactly as it does on screen, consider saving it as a PDF file, as discussed later in this chapter. Presentations turned into Web sites resemble Normal View, with the outline on the left, a large area for the slide, and a space for Speaker Notes. Slide outline
Current slide
Speaker Notes
Three Sony high-definition cameras Video Toaster system for control, switching, and titles Portable lighting and Ruggedized cases
Expand/collapse outline
Show/hide Speaker Notes
Change slides
Fu II-screen slide show
To convert your presentation into a Web page, choose Office Button> Save As > Other Formats. In the Save As dialog, choose Web Page from the Save as type pop-up menu . PowerPoint automati cally fills in the file name and the Web page's title with the name of the presentation. You can edit the file name by changing it in the Save As dialog, and edit the page title by clicking the Change Title button. If you want to save the Web page with PowerPoint's default settings, click Save.
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But you will probably want to make adjustments to PowerPoint' S default settings for Web pages, so click Publish. The Publish as Web Page dialog appears, where you can choose whether or not to display your Speaker Notes on the Web. More advanced settings are available by clicking Web Options
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To make these advanced adjustments, click Web Options. In the resulting dialog, you can make a variety of useful changes to the look of the exported Web page. It's a good idea to make the files on a Web site smaller, and you can do that by telling PowerPoint to make the Web page for a modern version of Internet Explorer. Click the Browsers tab, then choose Microsoft Internet Explorer 6 or later from the People who view this Web page will be using pop-up menu . It's a good bet, since lE 6 was in wide use, and lE 7 is the current version as of this writing.
.
Web Options
Target Browsers ~eopIe
who view this Web page ",;11 be using:
IMicrosof\® lnl2rnet Expiorer® 6 or lal2r
Each chok:e above gives smaller Web pages than the choice before Qptions Alow PNG as a graphcs format o ~ Relv on VMl for displaying gra~ in browsers
[[J Save an additional vefsion of the presentation for older browsers
rtl Save new Web pages as Single Rle Web Pages
When you're done setting the options, click 01< to leave the Web Options dialog, which returns you to the Publish as Web Page dialog. Click the Publish button. PowerPoint converts the presentation to a Web page. The saved Web page will consist of two parts. One is the HTML file, and the other is a companion folder with the files that make up the presentation (text, graphics, etc.).
Q(
II
Cancel
ahtv.htm
You need to copy the Web page and the companion folder to a Web server for it to be viewable by others. If you don't know how to do that, ask your Web site's administrator.
save as PDF
New to Microsoft Office 2007 is the ability to save documents as PDF (Por table Document Format) files. PDF is a commonly used file format created by Adobe. PDF files can be read by the free Adobe Reader program, available for many computing platforms, including all flavors of Windows since Windows 95, Mac OS X, Linux and other versions of Unix, and for mobile devices using Palm OS and Windows Mobile. Most modern Web browsers can display PDFs, too, either natively, or with a plug-in installed by Adobe Reader. By saving your presentation as a PDF file, you can email it to colleagues who don't have PowerPoint, or upload it to a server for later download. Because of legal wrangling between Microsoft and Adobe, you must down load and install a plug-in to add the PDF capabilities. Go to www.microsoft. com/downloads/ in Internet Explorer (you must use Internet Explorer, because Microsoft uses it to validate your installation of Office before it will allow the PDF plug-in download). Once you are at the main Downloads page, enter PDF in the Search box and click the Go button. In the results list, click 2007 Micro soft Office Add- in: Microsoft Save as PDF or XPS . From the resulting page, download the plug-in to your hard disk, then double-click it to install it. AHTV Presentati
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Save the presMtatlon in the defautt file format.
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Back in PowerPoint, open your presentation, then choose Office Button> Save As> PDF or XPS. The Publish as PDF or XPS dialog appears. Give the PDF document a name, navigate to where you want to save it, then click the Publish button. re!
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save to CD p.114
save as a web site p . 116
• If PowerPoint tells you that it isn't able to burn the CD, it may be because your computer has CD burning software that is incompatible with direct burning from PowerPoint. That doesn't mean that you can't burn a CD with your presentation. The workaround is to save the pack age as a folder on your hard disk, then use your CD-burning pro gram to copy the folder to a CD.
• If your users are running Windows XP Service Pack 2 or Windows Vista, they will discover that Internet Explorer objects to viewing your exported PowerPoint presentation . That's because the presentation uses scripting and ActiveX controls to enhance the viewing experi ence. Internet Explorer will show the Information Bar, letting you know that the content you are trying to load may be unsafe.
• Before you save the presenta tion to a CD, make sure that the presentation's settings are as you want them, especially if you have created Custom Shows. The show selected in Slide Show> Set Up Show will be the one that plays in the PowerPoint Viewer. • Always preview the contents of the CD before you send it off! • The PowerPoint Viewer program works only on Windows. If you want to share your presentation with a Mac user, save the pack age as an Archive Package on your hard disk, then copy the resulting folder to a hard drive, USB thumb drive, or burn it to a CD.
r:i) To help protect \'our ."curity, lnt"n",t Explor thM could access your computer, Click here for options .. ,
Of course, your presentation content is 01<, so click the word options and choose Allow Blocked Content from the pop-up menu. Your presentation will appear in the Internet Explorer window. 'er has: iestricted this hie from showing acti
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Information Bar Help
• If you choose to put your Speaker Notes on the Web site, make sure that you review them first. Since Speaker Notes aren't normally seen by the audience, you might have notes that make sense to you but not to your audience. Or you might even have notes that you would rather not share with the audience.
save as PDF
p.119
• In case you were wondering, XPS, which stands for XML Paper Specification, is a Microsoft invented format that is intended to compete with PDF . Like PDF, XPS is an "electronic paper" format that displays the docu ment's content on-screen as it would appear if printed. Though Windows Vista and Office 2007 support XPS, it does not appear that other developers are rushing to embrace the new format. • After you install the Microsoft Save as PDF or XPS plug-in, you get two new commands that allow you to email your document in PDF or XPS for mat. You'll find them under Office Button> Send. The two commands are E-mail as PDF Atachment and E-mail as XPS Attachment. Choosing either command creates the attachment in the format you chose, then switches to your e-mail program, creating a new message with the file enclosed as an attachment.
