powerpoint 2013 level 2 evaluation … · powerpoint 2013 level 2 – introduction . welcome to pcm...

I N S T R U C T O R - L E D C O U R S E W A R E

PowerPoint 2013 – Level 2

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209

Phone: 800-545-2729 http://www.pcmcourseware.com

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I N T R O D U C T I O N

Introduction 2

I N S T R U C T O R - L E D C O U R S E W A R E

PowerPoint 2013 – Level 2

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209

Phone: 800-545-2729 http://www.pcmcourseware.com

COPYRIGHT NOTICE AND LICENSE AGREEMENT

PCM Courseware, LLC. 2007 ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM Courseware, LLC. When you purchase this product, you are entitled unlimited use of purchased product in perpetuity.

This product may be used by instructors only at a single site unless licenses were purchased for more than one site. However, instructors at a site may teach using the courseware at several locations; that is to say, instructors based out of a licensed physical location may travel and teach using the courseware at others locations. The number of sites eligible for use of the course materials will equal the number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files only within the confines of the specific site(s) of the license agreement. You may not under any circumstances, distribute, rent, sell or lease the manual, its documentation, the training files, or any copies thereof, to third parties. If the purchaser has more than one physical training location and wishes to use the courseware at these locations (branches in different cities, for example), then a licensed must be purchased for each additional location that contains instructors.

Courseware may be customized and modified as the purchaser sees fit as long as the copyright information is clearly displayed within all documents. The purchaser may add their own name and logo to the printed manuals as long as the copyright information is present on all printed versions of the courseware.

This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party in any form.

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©2013 PCM Courseware, LLC 3

Only printed copies of the courseware may be made available to students. Under no circumstances may the source Microsoft Word courseware files be made available on a network or the Internet that is accessible by the general public.

It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will in no way be held responsible for inadequate printing facilities at the Purchaser’s site, resulting in the inability to print out the courseware. In such cases that the original source courseware files or training files are corrupted, PCM Courseware, LLC will replace any corrupted training files.

Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC Web site must not be disclosed to any third party in any form. The purchaser may not make available any courseware to those who have not attended a training class at the purchaser’s licensed site. Under no circumstances may printed or electronic copies of our courseware be resold. If purchaser wishes to recoup their costs for copying the manuals, they may increase the price of the course to include manual copying costs. However, students may not be individually charged for the printed manuals. Manuals may not be placed for sale in any public location such as a bookstore or any other retail establishment. Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC Web site must not be disclosed to any third party in any form.

Any student who has attended a training class in which PCM Courseware training materials were used may keep one copy of the printed training manual and any accompanying exercise and lab files for personal use only.

PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time to time in their content without notice.

This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any updates to existing courseware produced within one (1) year of the purchase date via the PCM Courseware, LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate Internet Connection at the purchaser’s location resulting in an inability of download any new courseware.

The purchaser’s remedy for problems or inconveniences encountered from the use of the training manual or its related training files shall be limited to the refund of the price paid for this courseware. PCM Courseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss or damage caused, directly or indirectly, by use of this courseware or the related training files. Please inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials.

While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC. makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error of the manual or the related training files. Data used in this manual and its training files are fictitious. Any reference to actual persons or companies is entirely coincidental.

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Introduction 4

Table of Contents

TABLE OF CONTENTS ..................................................................................................................4

POWERPOINT 2013 LEVEL 2 – INTRODUCTION ...........................................................................7

COURSE REQUIREMENTS ..........................................................................................................7 COMPONENTS OF THE MANUAL ................................................................................................8 TRAINING FILES .......................................................................................................................9 WHAT’S NEW IN POWERPOINT 2013? ..................................................................................... 10

LESSON 1 - CUSTOMIZING A PRESENTATION....................................................................... 11

1.1 APPLYING A THEME TO A PRESENTATION ..................................................................... 12 1.2 MODIFYING THEME COLORS, FONTS AND EFFECTS ....................................................... 16 1.3 CREATING CUSTOM THEME COLORS ............................................................................ 20 1.4 CREATING A CUSTOM THEME ...................................................................................... 23 1.5 ADDING BACKGROUND STYLES AND EFFECTS .............................................................. 25 1.6 ADDING A GRAPHIC TO A SLIDE BACKGROUND ............................................................ 30 1.7 MODIFYING A BACKGROUND IMAGE ............................................................................ 34 1.8 REARRANGING A PRESENTATION IN SLIDE SORTER VIEW ............................................. 39 1.9 REARRANGING A PRESENTATION IN NORMAL VIEW ...................................................... 41 1.10 DUPLICATING SLIDES ............................................................................................... 44 1.11 DELETING SLIDES .................................................................................................... 46 1.12 WORKING WITH THE SLIDE MASTER ......................................................................... 47 LESSON SUMMARY – CUSTOMIZING A PRESENTATION ............................................................. 53 LESSON 1 QUIZ ...................................................................................................................... 55 LAB 1 – ON YOUR OWN ..................................................................................................... 57

LESSON 2 - ANIMATION TECHNIQUES ................................................................................. 58

2.1 APPLYING ANIMATION EFFECTS .................................................................................. 59 2.2 SETTING EFFECT OPTIONS ........................................................................................... 64 2.3 USING THE ANIMATION PAINTER ................................................................................. 68 2.4 USING THE ANIMATION PANE ...................................................................................... 71 2.5 ADDING SLIDE TRANSITIONS ....................................................................................... 75 2.6 USING TRANSITION TRIGGERS ..................................................................................... 80 LESSON SUMMARY – ANIMATION TECHNIQUES....................................................................... 82 LESSON 2 QUIZ ...................................................................................................................... 83 LAB 2 – ON YOUR OWN ..................................................................................................... 85

LESSON 3 - WORKING WITH DATA FROM OTHER SOURCES ................................................ 86

3.1 IMPORTING AN EXCEL DOCUMENT INTO A SLIDE .......................................................... 87

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3.2 MODIFYING AN EMBEDDED EXCEL CHART ................................................................... 92 3.3 INSERTING A WORD DOCUMENT INTO A SLIDE ............................................................. 95 3.4 ADDING AUDIO TO SLIDES ........................................................................................... 99 3.5 ADDING VIDEO TO SLIDES ......................................................................................... 105 3.6 TRIMMING VIDEO ...................................................................................................... 109 3.7 FORMATTING VIDEO ................................................................................................. 113 3.8 EXPORTING A PRESENTATION TO WORD ..................................................................... 119 LESSON SUMMARY – WORKING WITH DATA FROM OTHER SOURCES...................................... 122 LESSON 3 QUIZ .................................................................................................................... 123 LAB 3 – ON YOUR OWN ................................................................................................... 126

LESSON 4 - MANAGING AND DELIVERING A PRESENTATION ............................................. 127

4.1 SETTING UP A SLIDE SHOW ....................................................................................... 128 4.2 USING SLIDE SHOW NAVIGATION TOOLS ................................................................... 132 4.3 CREATING ACTION BUTTONS ..................................................................................... 138 4.4 REHEARSING TIMING ................................................................................................. 143 4.5 USING PACKAGE FOR CD .......................................................................................... 146 4.6 DELIVERING A PACKAGE FOR CD PRESENTATION ....................................................... 150 4.7 WORKING WITH EMBEDDED FONTS ............................................................................ 153 4.8 MANAGING FILES AND FOLDERS ................................................................................ 157 4.9 CREATING A CUSTOM SLIDE SHOW ............................................................................ 160 4.10 USING PRESENTER VIEW ........................................................................................ 164 LESSON SUMMARY – MANAGING & DELIVERING PRESENTATIONS......................................... 167 LESSON 4 QUIZ .................................................................................................................... 169 LAB 4 – ON YOUR OWN ................................................................................................... 171

LESSON 5 - PRESENTING ON THE WEB .............................................................................. 172

5.1 USING HYPERLINKS .................................................................................................. 173 5.2 USING ACTIONS FOR NAVIGATION ............................................................................. 177 5.3 SAVING SLIDES AS WEB GRAPHICS ............................................................................ 180 5.4 DELIVERING AN ONLINE PRESENTATION .................................................................... 182 5.5 SAVING A PRESENTATION AS A VIDEO ........................................................................ 186 LESSON SUMMARY – PRESENTING ON THE WEB .................................................................... 190 LESSON 5 QUIZ .................................................................................................................... 191 LAB 5 – ON YOUR OWN ................................................................................................... 193

LESSON 6 - WORKGROUP COLLABORATION ..................................................................... 194

6.1 EMAILING A PRESENTATION ...................................................................................... 195 6.2 ADDING AND REVIEWING COMMENTS ........................................................................ 198 6.3 EDITING AND DELETING COMMENTS .......................................................................... 201 6.4 SETTING A DEFAULT FILE LOCATION ......................................................................... 203 6.5 PASSWORD PROTECTING A PRESENTATION ................................................................. 206 6.6 INSPECTING PRESENTATIONS ..................................................................................... 209 6.7 CHECKING DOCUMENT COMPATIBILITY ..................................................................... 211 6.8 CHECKING DOCUMENT ACCESSIBILITY ...................................................................... 213 6.9 CHANGING PRESENTATION PROPERTIES ..................................................................... 216 LESSON SUMMARY – WORKGROUP COLLABORATION............................................................ 219 LESSON 6 QUIZ .................................................................................................................... 221 LAB 6 – ON YOUR OWN ................................................................................................... 223

CLASS PROJECT – A WEDDING TO REMEMBER....................................................................... 225

INDEX...................................................................................................................................... 226

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Introduction 6

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PowerPoint 2013 Level 2 –

Introduction

Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for an instructor-led environment that facilitates learning via auditory, visual and hands-on experiences by each student. The manual is broken down into several lessons with each lesson subdivided into several sections. Each section covers a particular skill or concept related to the main lesson topic. In each section you will find:

1. A brief introduction to the section topic. 2. Step-by-step “how to” instructions. 3. A hands-on “Let’s Try It” exercise which students perform with the instructor. 4. An independent “On Your Own” activity at the end of each lesson to identify

any problem areas and to ensure that learning has taken place. 5. A chapter summary at the end of the lesson, reviewing major concepts and

topics discussed in the chapter. 6. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, the introductions are brief and easy to understand, illustrated with diagrams, lists, tables and screen shots to aid in comprehension and retention. The step-by-step format of the manual enables for quick scanning by the instructor during teaching time and the ability to pull out the main points quickly without having to filter the desired information from chucks of text.

Course Requirements

It is assumed that the student has a fundamental understanding of the Windows operating system and how to maneuver with a mouse. Students should be familiar with the concepts taught in the PowerPoint 2013 Level 1 course.

A full installation of Microsoft PowerPoint 2013 should be available on each desktop, with a fresh installation strongly encouraged.

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Introduction 8

Components of the Manual

The PowerPoint 2013 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts

Introduction Discussion of manual components, course requirements, courseware philosophy and training lab set.

Lessons The lessons are the manual chapters, each of which is composed of several sections relating to the lesson topic or skill.

Sections Each section begins with a brief introduction to the section topic and is followed by step-by-step instructions on how the student is to accomplish a particular task. The students then perform the task with the instructor in a “Let’s Do It!” exercise. Each step in the Let’s Do It exercise provides the How (step-by-step) and Why (the reason for performing the step) of each phase necessary to accomplish the task.

Lesson Summary The sections concepts are summarized in sequential order in the Lesson Summary section, allowing for quick review.

Labs Each section concludes with an independent “On Your Own” exercise called a Lab. The Lab gives the opportunity for the student to practice what he/she has learned and to discover any problem areas with the topic in the section. Each lab covers the skills taught in that particular lesson (chapter).

Chapter Summary Each section concludes with a “Chapter Summary” which briefly reviews all of the topics discussed in the section.

Chapter Quiz Each section concludes with an independent “Chapter Quiz” to test the level of learning that has taken place. The quiz is in multiple choice and short answer format and can be done in class together or as an end of chapter test.

Class Project The course concludes with an independent “Class Project” to test the level of learning that has taken place. In this project, the student utilizes skills learned throughout the class.

Index Allows students to quickly find desired concepts.

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Training Files

Each PCM Courseware course comes with a set of Lesson Files and Lab Files designed to employ real-world situations and examples. The Lesson Files are designed to be used in the Let’s Do It exercises that the students perform with the instructor. The Lab Files are to be used for the On Your Own exercises at the end of each Lesson. The Lesson Files folder should be located on the student’s Desktop.

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Introduction 10

What’s New in PowerPoint 2013?

What’s New Description of Feature Charts Chart customization is easier with the new Chart Elements,

Chart Styles, and Chart Filters buttons. The button bar appears whenever you click on a chart element.

Eyedropper A new eyedropper helps you to capture the exact color from an object on your screen and apply it to other shapes.

File Sharing Choose File > Share from the menu to share your presentation with others.

Presenter Tools Presenter tools have been improved with new tools. Presenter view no longer requires multiple monitors.

Redesigned Backstage View

Backstage view has been streamlined to make it easier to get started.

Skydrive Allows you to save your workbooks to your Microsoft cloud account.

Smart Guides Smart Guides now appear when your objects are closed to even, helping you to place them evenly.

Theme Variations PowerPoint 2013 includes Theme variations, such as different color palettes, font families as well as widescreen themes.

Timelines Filter PivotTable data with the new Timelines feature.

Touch Mode New touch view suited especially for tablets and smartphones.

Video & Audio Improvements

PowerPoint now supports more multimedia formats and now includes a Play in Background feature to play music while displaying your presentation.

Widescreen Layout There’s new a 16:9 layout to take advantage of widescreen monitors or TVs.

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L E S S O N 1 – C U S T O M I Z I N G A P R E S E N T A T I O N

© 2013 PCM Courseware 11

Lesson 1 - Customizing a

Presentation

Lesson Topics:

1.1 Applying Themes to a Presentation

1.2 Modifying Theme Colors, Fonts & Effects

1.3 Creating Custom Theme Colors

1.4 Creating a Custom Theme

1.5 Adding Background Styles & Effects

1.6 Adding a Graphic to a Slide Background

1.7 Modifying a Background Image

1.8 Rearranging a Presentation in Slide Sorter View

1.9 Rearranging a Presentation in Normal View

1.10 Duplicating Slides

1.11 Deleting Slides

1.12 Working with the Slide Master

Lesson

1

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PowerPoint 2013 Level 2 12

1.1 Applying a Theme to a Presentation

In this lesson, you will learn how to apply a theme to your presentation.

hemes are a quick way to apply preconfigured formatting to your presentation. Themes consist of theme colors, theme fonts and theme effects that give your presentation a professional and polished look. You can add themes from the Design tab on the Ribbon. PowerPoint comes with many installed themes that

you can use. You can download additional themes from Microsoft Office Online.

As you move your mouse pointer over each theme in the gallery, your presentation changes to reflect what it would look like if you apply the theme. This is an example of Microsoft Office’s Live Preview feature.

You can apply a theme to your entire presentation or to selected slides.

To Apply a Theme to Your Entire Presentation

1. Click the Design tab on the Ribbon. 2. Move your mouse pointer over any of the theme thumbnails in the Themes

group to preview a particular theme. 3. Click the theme thumbnail for the theme you want to apply.

To Apply a Theme to Selected Slides

1. Select the slides to which you want to apply a theme. 2. Click the Design tab on the Ribbon. 3. Right-click the theme you want to apply and choose Apply to Selected Slides

from the contextual menu.

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Tip: To set a theme as the default theme for all new PowerPoint documents, right-click the theme thumbnail and choose Set as Default Theme.

Let’s Try It!

What Why

1. Open the Microsoft PowerPoint application.

Launches Microsoft PowerPoint and displays the blank new slide.

2. Click Open Other Presentations in the left pane.

Displays the Open pane.

3. Click Computer in the center pane. Displays the contents of the Computer pane.

4. Click the Browse icon in the right pane.

Displays the Open dialog box.

5. Click Desktop on the left side of your screen.

Displays the My Documents folder.

6. Double-click the Lesson Files folder.

Opens the Lesson Files folder and displays the files in that folder.

7. Select the Lesson1 file and then click Open.

Opens the Lesson1 presentation file.

8. Click the Design tab on the Ribbon.

Switches to Design commands and tools.

9. Click the More button on the Themes gallery as shown below.

Displays all available themes.

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What Why

10. Move your mouse pointer over the Ion theme (1st row, 4th column under the Built-In category) as shown below.

Displays a live preview of the Opulent theme.

11. Click the Ion theme thumbnail. Applies the theme to the entire presentation.

12. In the Slides Pane select Slide 2. Makes slide 2 the active slide.

13. Hold down the Ctrl key and then select Slide 4.

Selects slides 2 and 4. Holding down the Ctrl key allows you to select non-adjacent slides.

14. Click the More button on the Themes gallery.

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What Why

15. Right-click on the sixth theme from the left (the Organic theme) and choose Apply to Selected Slides from the contextual menu.

Applies the Aspect theme to slides 2 and 4.

16. Click the Save button on the Quick Access toolbar.

Saves our changes.

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1.2 Modifying Theme Colors, Fonts

and Effects

In this lesson, you will learn how to modify the colors, fonts and effects of a theme.

nce you have applied a theme to your presentation, you can customize it further by modifying the theme colors, font, effects or backgrounds from the Variants group on the Ribbon. The Variants group displays several thumbnails that are a variant of the selected theme. Click on any of the

thumbnails to change the current theme to the variant theme. To modify additional effects, click the More button to display Colors, Fonts, Effects and Background Options.

The Variants Group

The Colors Option allows you to apply various schemes of colors to the current theme. Click the More button, point to the Colors drop-down arrow and move your mouse pointer over any of the color schemes to view a live preview.

Likewise, the Fonts button and the Effects button allow you to apply a set of theme font and theme effects to your presentation. To display a Screen Tip that tells you the curent theme colors, fonts or effect, move your mouse pointer over the respective button on the Ribbon.

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To Apply a Theme Color Scheme, Font or Effect to a

Presentation

1. Select the slides to which you want to apply a theme. 2. Click the Design tab on the Ribbon. 3. To apply a different variation of the current theme to your slides, click the

desired thumbnail on the Variants group of the Ribbon. 4. To apply a color scheme, click the More button on the Variants group of the

Ribbon, point to Colors and click the color scheme you want to apply. 5. To change the theme font, click the More button on the Variants group of the

Ribbon, point to Fonts and click the theme font you want to apply. 6. To apply a theme effect, click the More button on the Variants group of the

Ribbon, point to Effects and click the effect you want to apply. 7. To change the theme background, click the More button on the Variants group

of the Ribbon, point to Background Styles and choose the style you want to apply.

Let’s Try It!

What Why

1. In the Slides Pane select Slide 2. Selects the slide whose theme we want to modify.

2. Click the second thumbnail from the left in the Variants gallery as shown below.

Modifies the current theme.

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What Why

3. Click the More button on the Variants group of the Ribbon.

Displays additional theme effects that you can add.

4. Move your mouse pointer over the Colors button on the Themes group on the Ribbon.

Displays a Screen Tip that informs us that the current theme color scheme is Aspect.

5. Move your mouse pointer over the Red color scheme as shown.

Displays a live preview of the Red color scheme.

6. Click the Red color scheme. Applies the color scheme to all slides using the current theme – in this case, slides 2 and 4. EVALU

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What Why

7. Click the More button on the Variants group of the Ribbon and move your mouse pointer over Fonts in the menu..

Displays a list of fonts that you can use in the theme.

8. Move your mouse pointer over the Corbel font scheme.

Displays a live preview of the Corbel font scheme.

9. Right-click the Franklin Gothic font scheme and click Apply to All Slides.

Applies the new font scheme to all slides in the presentation.

10. Click the Save button on the Quick Access Toolbar.

Saves our changes.

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1.3 Creating Custom Theme Colors

In this lesson, you will learn how to create a custom color scheme.

f you don’t like some of the colors in a particular color theme, you can modify the theme’s colors and save your changes as a new color theme which you can then add to your collection of color themes. The Create New Theme Colors dialog box allows you to choose a new color from the color palettte for various presentation

elements. If you know the RGB values of the particular color you want to add, click More Colors in the color palette and enter the RGB values in the Custom tab of the Colors dialog box.

To Create a New Color Theme

1. Click the Design tab on the Ribbon. 2. Click the More button on the Variants group of the Ribbon. 3. Point to Colors on the More menu and click Customize Colors. 4. Click the arrow next to the presentation element you want to change. 5. Click the color you want from the color palette. 6. For additional color options, click More Colors and select a color from the

Custom tab or the Standard tab. Click OK when finished.

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7. Click the Reset button to return all color changes to the original colors. 8. Type a name for your new color theme in the Name box. 9. Click Save.

Let’s Try It!

What Why

1. Click the More button on the Variants group of the Ribbon.

Displays additional theme effects that you can add.

2. Point to Colors and then click Customize Colors.

Displays the Create New Theme Colors dialog box.

3. Click the Accent 1 drop-down arrow and click the Red color swatch in the color palette as shown below.

Sets the Accent 1 color to Red.

4. Click the Text Background – Light 1 arrow and click the Orange color swatch in the color palette.

Sets the Text Background – Light 1 theme color to orange.

5. Triple-click in the Name box and type: Company.

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What Why

6. Click Save. Saves the new color scheme and applies the changes to the selected slides.

7. Click the More button on the Variants group of the Ribbon and point to Colors.

Displays the available color themes. Notice that our new color theme is listed under the Custom category.

8. Press the Esc key. Closes the Color gallery.


Saves our changes.

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1.4 Creating a Custom Theme

In this lesson, you will learn how to create a custom theme.

nce you have modified theme colors, fonts or effects, you can then save your changes to a custom theme as a theme file (.thmx) which you can then reuse in other presentations. Any custom themes that you create are then stored in the Document Themes subfolder under the Templates folder.

To apply a custom theme to a presentation, click the More button on the Themes gallery and click your custom theme.

To Create a Custom Theme

1. Click the Design tab on the Ribbon. 2. Customize the current theme by modifying theme fonts, theme colors and

theme effects. 3. Click the More button on the Themes gallery. 4. Click Save Current Theme. 5. Type a name for your new theme in the File name box. 6. Click Save.

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Let’s Try It!

What Why


Displays a gallery of available themes.

2. Click Save Current Theme. Displays the Save Current Theme dialog box. The default save folder is Document Themes.

3. Click in the File Name box and type: Marketing.

Enters a name for the new theme.

4. Click Save. Saves our custom theme. It is now available for reuse from the Themes gallery.

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1.5 Adding Background Styles and

Effects

In this lesson, you will learn how to add colors and fill effects to a slide background.

ou can change the background color or background design of your slides, your notes and your handouts. Each theme has its own set of background schemes. These background schemes can be applied to a template or to a blank presentation. Additionally, you can choose whether to change the background

of the current slide or every slide in your presentation.

Besides changing the background, you can add shading, a pattern, a texture or a picture. Care should be used when changing slide backgrounds. It is not recommended to use too many different backgrounds on the various slides in your presentation as consistency is important in any presentation.

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To Add Colors and Background Effects

1. Click the Design tab on the Ribbon. 2. Click the More button on the Variants group of the Ribbon. 3. Point to the Background Styles on the More menu. 4. Point to a style in the gallery to view a live preview of the style. 5. To apply the background to all slides, click the thumbnail you want. 6. To apply the background to selected slides, right-click the style thumbnail and

choose Apply to Selected Slides or Apply to Matching Slides. 7. For additional options, click Format Background in the Background Styles

menu to display the Format Background pane on the right side of your screen. 8. To apply a solid color, click the Solid Fill radio button and choose the color

and transparency from below. 9. To apply a Gradient, click the Gradient Fill radio button and choose any

gradient options (color, type, direction, etc.) from below. 10. To apply a Texture, click the Picture or Texture Fill radio button and click

the pattern you want. Choose any other texture options from below. 11. To apply a Pattern, click the Pattern Fill radio button and click the Texture

arrow to choose the texture you want. Choose any other desired foreground or background color options from below.

12. Click Apply to All to apply your changes to all slides in the presentation.

Tip: You can also display the Format Background pane by clicking on the Format Background button on the Customize group of the Ribbon. We will use this button in the next lesson.

Let’s Try It!

What Why


Displays a gallery of all available themes.

2. Right-click the Facet theme (2nd theme in the first row) and select Apply to All Slides.

Sets the theme of all slides in the presentation to the Facet theme.

3. Select Slide 2 in the Slides pane. Makes Slide 2 the active slide.

4. Click the More button on the Variants gallery.

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What Why

5. Point to Background Styles. Displays a list of available background styles.

6. Click the Style 3 background thumbnail in the 1st row, third column as shown.

Applies the background to all slides in the presentation.

7. Click the More button on the Variants gallery and point to Background Styles.

Displays available Background Styles.

8. Click Format Background on the bottom of the Background Styles gallery.

Displays the Format Background pane on the right side of your screen.

9. Click the radio button next to Gradient Fill.

Sets gradient (a gradual progression from one color to another) as the background fill type and applies it to the selected slide.

10. Click the Preset Gradients arrow and choose the 2nd gradient in the last row (Radial Gradient – Accent 2) as shown below.

Sets the colors for the gradient and applies it to the selected slide.

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What Why

11. With the Format Background dialog box still open, select Slide 3 in the Slides pane.

Makes Slide 3 the active slide.

12. Click the radio button next to Picture or texture fill.

Selects texture or picture as the gradient fill type.

13. Click the Texture arrow and click the texture thumbnail in the 3rd row, 4th column (Recycled Paper) as shown below.

Selects the texture to apply to our slide background.

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What Why

14. Click Apply to All. Applies the texture changes to all slides in the presentation.

15. Click the Close button on top of the Format Background pane.

Closes the Format Background pane.

16. Click the File tab and then click Close from the menu. Save any changes.

Saves and Closes the active presentation.

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1.6 Adding a Graphic to a Slide

Background

In this lesson, you will learn how to add a picture to the background of your slides.

dding a picture to the background of your slides can create an interesting effect to your presentation. PowerPoint allows you to set a variety of graphic files as slide backgrounds – .jpg, .gif, .png, .bmp, etc. These can be images that you have created in another program such as Photoshop, images that you have

uploaded from a digital camera or images that have been purchased.

You can add a picture to the background of your presentation from the Format Background pane which we worked with in the last section.

To Add a Graphic to a Slide Background

1. If you want to add a picture to the background of a single slide, display the desired slide.


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3. Click the Background Styles button on the Background group on the Ribbon.

4. Click the Format Background button on the Customize group in the Ribbon.

5. Click the radio button next to Picture or texture fill. 6. Click the File button under the Insert From area. To insert a Clip Art picture,

click the Clip Art button and choose the picture you want to insert. 7. Navigate to the folder that contains the desired picture file. Click the picture

and then click Insert. 8. Click Apply to All to add the graphic background to all slides in your

presentation Or Click Close to add the graphic background only to the active slide.

Let’s Try It!

What Why

1. Click the File tab and then click Open.


2. Click Computer in the center pane. Displays the contents of the Computer pane.

3. Click the Browse icon in the right pane.



Displays the My Documents folder.



6. Select the Lesson1b file and then click Open.

Opens the Lesson1b presentation file.


Switches to Design commands and tools. EVALU

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What Why

8. Click the Format Background button on the Customize group in the Ribbon.

Displays the Format Background pane on the right side of your screen.

9. Click the radio button next to Picture or Texture fill.

Sets the option to add a picture or texture background to the selected slide.

10. Click the File button. Opens the Insert Picture dialog box, allowing you to navigate to the folder that contains the picture file you wish to insert.


Lists folders and files under the Desktop folder.

12. Double-click on the Lesson Files folder.

Lists folders and files under the Lesson Files folder.

13. Click once on the file named Fallen Man as shown below.

Selects the picture file to be applied as the slide background.

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What Why

14. Click the Insert button. Sets the picture as the slide background.

15. In the Format Background pane, click in the Offset Top box and type 0 as shown below.

Sets the top offset to 0, bringing the top portion of the picture back onto our slide.

16. Press Tab and type 0 in the Bottom box as shown above.

Sets the bottom offset to 0, bringing the bottom portion of the picture back onto our slide.

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1.7 Modifying a Background Image

In this lesson, you will learn how modify a background image.

fter you have added a background picture, you can apply various effects and corrections to it from the Format Background pane. We have already worked with the fill button, where we learned how to apply various fills to our background image. The Format Background pane also includes two additional

panes containing background image enhancement options: the Picture pane, from where you apply picture corrections and modify the color of your image and the Effects pane from where you can apply artistic effects to your images.

From the Picture Corrections area of the Picture pane you can change the brightness and contrast of an image, as well as apply softening or sharpening to it. The Picture Color area contains options to adjust the saturation, color tone or to recolor the image.

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From the Effects pane, you can apply some very interesting Artistic effects to your background images.

To Add a Graphic to a Slide Background

1. Click the Design tab on the Ribbon. 2. Click the Background Styles button on the Background group on the

Ribbon. 3. Click Format Background button on the Customize group of the Ribbon to

display the Format Background dialog box. 4. To apply picture corrections such as brightness, contrast, softening or

sharpening, click the Picture button (the rightmost button on top of the pane) in and make your desired selections under the Picture Corrections area.

5. To modify the picture saturation, tone or to recolor the image, click the Picture button (the rightmost button on top of the pane) and make your desired selections under the Picture Color area.

6. To apply an artistic effect to the background image, click Artistic Effects in the left pane, click the Artistic Effects drop-down arrow and then choose the desired effect from the gallery.

Let’s Try It!

What Why

1. Click the Picture button on top of the Format Background pane as shown below.

Displays Picture options.

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What Why

2. If necessary, click on the word Picture Corrections to expand that section

Expands the Picture Corrections area.

3. Under the Picture Corrections area, drag the Brightness slider to the right to about 14% as shown below.

Increases the brightness of the image by 14%.

4. Drag the Contrast slider to the right to about 12%.

Increases the contrast of the image by 12%.

5. Under the Brightness and Contrast area, click the Presets drop-down arrow and choose the Brightness: +20, Contrast:-20% preset (2nd row, 4th column) as shown below.

Applies a preset setting to our image.

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What Why

6. If necessary, click on the word Picture Color to expand that section

Expands the Picture Color area.

7. Under the Picture Color area, double-click in the Saturation box and type: 60% as shown below.

Reduces the color saturation by 60%.

8. Click Effects button (the center button) on top of the pane.

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What Why

9. Click the Artistic Effects drop-down arrow and choose the Crisscross Etching effect (4th row, 3rd column) as shown below.

Applies the Crisscross Etching effect to the background image.

10. Click the Close button on the top right corner of the Format Background pane.

Closes the Format Background pane.

11. Click the File tab on the Ribbon and click Close. Save any changes.

Saves and closes the presentation.

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1.8 Rearranging a Presentation in

Slide Sorter View

In this lesson, you will learn how to move slides in your presentation in Slide Sorter View.

ou can change the order of the slides in your presentation at any time. While there are several different methods that you can use to accomplish this, the easiest way is to click and drag your slide(s) to the desired new location in Slide Sorter View. You can also click and drag slides to a different location in

Normal view using either the Outline Pane or the Slides Pane.

To Move a Slide to a New Location in Slide Sorter

View

1. Switch to Slide Sorter View. 2. Click on the slide that you want to move. 3. Click and hold down your left mouse button. 4. Drag the slide to a new location (as you drag, the other slides will move out of

the way, allowing you to drop the slides in a new location). 5. When the slide is in the desired new location, release the mouse button.

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Let’s Try It!

What Why


Displays the Open pane.

2. Click Computer in the left pane. Displays the Computer pane.

3. Click Lesson Files under the Recent Folders area in the right pane.


4. Select the Lesson1c file in the Lesson Files folder and then click Open.

Opens the Lesson1c presentation file.

5. Click the Slide Sorter View button (the 2nd button from the left on the lower right corner of your screen).

Displays the presentation in Slide Sorter View.

6. Click on Slide 5. Makes Slide 5 the active slide.

7. Click with your left mouse button and drag it to the left of Slide 4.

Positions the slide at the new location - to the left of Slide 4.

8. Release the mouse button. Completes the move process.

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1.9 Rearranging a Presentation in

Normal View

In this lesson, you will learn how to move slides in your presentation in Normal View.

he process for moving slides in Normal View is the same as moving slides in Slide Sorter View. Select the slides you wish to move and then drag them to the new location. You can accomplish this using the Slides Pane, in either Normal view or Outline view. When moving slides in Outline View, a horizontal line

appears as you drag, indicating the new location.

To Move a Slide to a New Location in Normal View

1. Switch to either the Normal view tab or the Outline view tab. 2. Click on the slide that you want to move (in outline view, click on the slide

icon to the right of the slide number). 3. Click and hold down your left mouse button. 4. Drag the slide up or down to the new location (In Outline view, a horizontal

line appears as you drag, indicating where the slide would be placed if you release the mouse button).

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5. When the horizontal line appears in the desired new location, release the mouse button.

Let’s Try It!

What Why

1. Click the View tab on the Ribbon. Displays View commands and tools.

2. Click the Outline View button on the Presentation Views group of the Ribbon.

Displays the presentation in outline format.

3. Click on the Slide Icon for Slide 5 as shown below.

Selects Slide 5.

Select the Slide

Icon to select the

slide

Select the Slide

Icon to select the

slide

4. Click with your left mouse button and drag up until the horizontal line is before Slide 4.

Positions the insertion point of the new location before Slide 4.


6. Click the Normal button on the Presentation Views group of the Ribbon.

Displays the presentation in Normal view.

7. Click on the thumbnail for Slide 7. Selects Slide 7.

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What Why

8. Click with your left mouse button and drag up until the slide thumbnail is before Slide 6.

Positions the insertion point of the new location before Slide 6.



Saves the active presentation.

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1.10 Duplicating Slides

In this lesson, you will learn how to create a duplicate of an existing slide.

t times, you may wish to create a new slide that is similar to an existing slide. Rather than create the new slide from scratch, it might be easier to create a copy of an existing slide and then modify its content. To duplicate slides, use the Duplicate Selected Slides command on the New Slide button menu on the

Home Ribbon.

Another technique for duplicating slides is using the drag-and-drop method in either Outline View or in Slide Sorter View. To make a copy of a slide using drag-and-drop, hold down the Ctrl key as you drag. This will make a copy of the selected slide rather than moving the slide. Alternately, you can use the copy and paste commands.

To Duplicate a Slide

1. Select the slide that you want to duplicate. 2. Click the Home tab on the Ribbon. 3. Click the New Slide button arrow and then click Duplicate Selected Slides.

The new slide will appear directly below the selected slide. Or 1. Select the slide, hold down the Ctrl key and then drag it to the new location.

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Let’s Try It!

What Why

1. Click on Slide 8 in the Slides Pane. Selects Slide 8.

2. Click the Home tab on the Ribbon. Displays the Home Ribbon.

3. Click the arrow on the New Slide button on the Slides group and click Duplicate Selected Slides.

Creates a copy of Slide 8 and inserts it after the selected slide.

4. Click on the Slide Sorter View button on the bottom right of your screen (2nd button from the left).

Switches to Slide Sorter View. Notice that Slide 8 and Slide 9 are the same.

5. Click on Slide 7. Makes Slide 7 the active slide.

6. Press and hold down the Ctrl key and then click and drag to the right until the slide thumbnail is situated to the right of Slide 9.

Creates a copy of Slide 7 and inserts it as the last slide in the presentation.

7. Release the Mouse button key and then the Ctrl key.

Completes the copy process.

8. Click the Normal button on the lower right corner of your screen.

Switches back to Normal view.



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1.11 Deleting Slides

In this lesson, you will learn how to remove an existing slide from your presentation.

eleting a slide will physically remove that slide from your presentation. Unlike the Cut command, the Delete command does not allow you to Paste the deleted slide in another location – once you delete it, it’s gone! To permanently remove a slide from your presentation, select the slide you want to delete and

then press the Delete key, or click the Delete button on the Slides group of the Home Ribbon.

To Delete a Slide

1. Select the slide that you want to delete. 2. Press the Delete key. Or Right-click the slide you want to delete and click Delete Slide from the

contextual menu.

Let’s Try It!

What Why

1. Click on Slide 9 in the Slides Pane. Selects Slide 9.

2. Press the Delete key on your keyboard.

Removes Slide 9 from the presentation.

3. Right-click on Slide 7 in the Slides Pane and choose Delete Slide from the contextual menu.

Removes Slide 7 from the presentation.

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1.12 Working with the Slide Master

In this lesson, you will learn how to make global changes by modifying the master slide.

he Slide Master contains all default formatting for your slides. The function of the Slide Master is to allow you to make global changes to your presentation, such as changing the font size or font type. Any changes you make to the Slide Master will apply to all existing slides and to any new slides that you

subsequently add to your presentation.

The Slide Master allows you to modify:

Font Styles

Background Style

Presentation Theme

Background items (such as a company logo)

Size and position of placeholders

Bullet styles

Color Schemes

Header and Footer formatting

To view the slide master, click the Slide Master button on the Master Views group on the View Ribbon. You can then make any desired changes to the Slide Master. Remember though, that the text on the master is only for styling; actual slide text, such as titles, lists, headers and footers should be typed on the slide in Normal view.

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To Make Global Changes using the Slide Master

1. Click the View button on the Ribbon. 2. Click the Slide Master button on the Master Views group on the Ribbon. The

contextual Slide Master tab becomes the active tab. 3. Select the placeholder whose contents you wish to modify and then apply

desired formatting options such as font typeface, size, bold, etc. 4. Apply any desired themes, theme colors, theme effects, theme fonts or

background styles. 5. Highlight the bullets in a placeholder and then make any desired changes to

bullets or numbering. 6. Delete or add any additional placeholders. 7. If desired, insert a graphic such as a company logo. 8. Highlight the fields in any of the footer boxes and then apply any desired

formatting changes (font, etc.) 9. Move or resize placeholders to desired location/size. 10. Modify any desired Page Setup or Slide Orientation options. 11. Click the Close Master View button when finished.

Tip: To change the master for Notes or Handouts, click the View and on the Ribbon and choose either Handout Master or Notes Master from the Master Views group on the Ribbon.

Let’s Try It!

What Why

1. Click the View tab on the Ribbon. Displays the View Ribbon.

2. Click the Slide Master button on the Master Views group on the Ribbon and then click on Slide 1.

Switches to the Slide Master. The contextual Slide Master tab becomes the active tab.

3. Select the border of the Master Title placeholder as shown below.

Selects the placeholder which contains the slide’s title.

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What Why

Click the border of

the Master Title

placeholder


5. From the Font Size drop-down list, choose 32.

Changes the font size of the Slide Title to 32 pt.

6. From the font type drop-down list, choose Times New Roman.

Chooses Times New Roman as the font type.

7. Click inside of the Master Text Styles placeholder and select the words: Second Level

Selects the second level bullet style.

Click to modify

Second Level text

style

8. Click the arrow on the Bullets button on the Paragraph group.

Displays the Bullets gallery. EVALUATIO

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What Why

9. Select the Arrow bullet style (3rd row, 1st column) as shown below.

Selects an arrow style of bullets.

10. Click on the Master Text Styles sentence as shown below.

Selects the first level Master Text Style.

Click the Master

Text Styles

placeholder

11. From the Font Size drop-down list, choose 28 on the Home Ribbon.

Changes the font size of the first level text style to 28.

12. From the font type drop-down list, choose Times New Roman.

Chooses Times New Roman as the font type.

13. Click the Date Area placeholder on the bottom left of your screen.

Selects the Date/Time field in the Date area footer.

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What Why

14. From the Font Size drop-down list, choose 12.

Changes the font size of the Date/Time footer to 12 pt.

15. Click the Slide Master tab on the Ribbon (on the left side of your screen, to the right of the File tab).

Displays the contextual Slide Master tab.

16. Click the Background Styles button and click Style 5 in the 1st column, 2nd row of the gallery.

Applies the Style 5 background style to the slide master.

17. Click the Close Master View button on the Ribbon.

Closes Master View and returns us to Normal View.

18. Select Slide 2 in the Slides Pane. Switches to Slide 2. Notice the change in font size and type.

19. Click in inside of the text placeholder and select the line that contains Who’s Who.

Activates the second sentence in the text placeholder.


21. Click the Increase List Level button on the Paragraph group on the Ribbon as shown below.

Sets a second level of bullets. Notice the format of the second level of bullets is the Arrow style as we designated in the Slide Master.

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What Why

22. Click the File tab and click Close from the File Options menu. Click Yes when asked to save your changes.

Saves and closes the active file.

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Lesson Summary – Customizing a

Presentation

In this lesson, you learned that Themes are a quick way to apply pre-configured formatting to your presentation. Themes consist of theme colors, theme fonts and theme effects that give your presentation a professional and polished look. You can add themes from the Themes group on the Design Ribbon.

Next, you learned that after have applied a theme to your presentation, you can customize it further by modifying the theme colors, font, background or effects. Click the More button on the Variants group of the Ribbon, point to Colors, Fonts, Effects or Background Styles and make your selections.

Then, you learned how to create a new color theme by modifying the colors of an existing theme. Click the More button on the Variants group of the Ribbon, point to Colors button, click Customize Colors, click the arrow next to the presentation element you want to change and then click the color you want from the color palette.

Then, you learned how to save your theme changes as a custom theme by clicking the More button on the Themes gallery, clicking Save Current Theme and then typing in a name for your new theme. The custom theme will then be available in the Themes gallery.

Then, you learned how to change the background color or background design of your slides, your notes and your handouts using the Format Background panefrom the Background Styles button menu. You learned how to apply background colors, textures and gradients.

Then, you learned how to add a graphic to a slide background from the Format Background dialog box. You learned that you can use a graphic file you have on your hard drive or can use a Microsoft Clip Art graphic.

Then, you learned how to apply various effects and corrections to a background image from the Format Background pane. From the Format Background pane, you worked with the three panes from where you can modify your background images: Fill, Picture and Effects.

Next, you learned how to rearrange a presentation in Slide Sorter view by clicking and dragging the slide that you want to move to its new location.

Next, you learned how to rearrange a presentation in Outline view and Normal View by clicking the slide that you want to move in the Slides Pane and dragging it to its new location.

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Next, you learned how to create a copy of an existing slide by using the Duplicate Selected Slide command on the New Slide button menu on the Home Ribbon.

Next, you learned how to permanently remove a slide from your presentation by selecting the slide you want to delete and then pressing the Delete key, or by right-clicking the slide you want to remove and then choosing Delete Slide from the contextual menu.

Lastly, you worked with the Slide Master by clicking the Slide Master button on the View Ribbon. You learned that the function of the Slide Master is to allow you to make global changes to your presentation such as changing the font size or type, background design, presentation theme, bullet styles, color schemes, etc. You also learned that any changes you make in the Slide Master will apply to all existing slides and to any new slides that you subsequently add to your presentation.

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Lesson 1 Quiz

1. What background effects can you add to your slides (select all that apply)? A. Background Color B. Background Picture C. Text Size D. Gradient

2. What command button allows you to change the background of your slides? A. The Background button on the Design Ribbon. B. The Background Theme button on the Design Ribbon. C. The Colors button on the Design Ribbon. D. The Format Background button on the Design Ribbon.

3. Background effects can only be applied to your entire presentation – not to individual slides.

A. True B. False

4. What are four theme effects that you can apply from the More button menu of the Variants group of the Design Ribbon?

A. Colors, Fonts, Effects and Background Styles B. Gradient, Texture, Artistic Effects and Picture C. Colors, Theme type, Fill and Gradient D. Gradient, Brightness, Pattern and Picture

5. What type of graphics can you use as background images (select all that apply)? A. .GIF .JPG, .PNG, .BMP, etc. B. Only ClipArt that comes with PowerPoint C. Only images that are created with Photoshop D. Most image files except for digital camera pictures

6. How can you save your theme changes as a Custom Theme? 7. In which Views can you rearrange your slides (select all that apply)? A. Slide Show View B. Outline View C. Normal View D. Slide Sorter View

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8. You want to move Slide 7 before Slide 3. How can you accomplish this? 9. Rather than create a new slide from scratch, you want to instead make a copy of

Slide 11 and then modify its content. To do this you would: A. Select Slide 11 and click the Insert button on the Home Ribbon. B. Select Slide 11 and click the Copy button on the Home Ribbon. C. Select Slide 11, click the New Slide button arrow and click Duplicate Selected

Slides. D. Select Slide 11, click the Insert button arrow and click Duplicate Selected Slides.

10. What are two ways that you can delete a slide from your presentation? 11. On what Ribbon can you find the Slide Master button? A. The Themes Ribbon B. The Design Ribbon C. The View Ribbon D. The Tools Ribbon

12. What is the purpose of the Slide Master (select all that apply)? A. Displays all hidden slides. B. Allows you to make global changes to your slides. C. A place to add your actual text, headers and footers D. A place to modify fonts, styles, background design, bullet & number styles, and

color schemes of all of the slides in your presentation.

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LAB 1 – ON YOUR OWN

1. Open the Lab1 presentation file.

2. Apply a dark purple color to all slides in your presentation from the Format Background pane (Hint: use the Solid Fill option).

3. Apply the Light gradient fill style (third style in the first row) to Slide 1 in your presentation.

4. Apply the Main Event theme only to Slide 4.

5. Apply the Garamond font theme to all slides in your presentation.

6. In the Slides Pane, move Slide 7 before Slide 5.

7. Make a duplicate of Slide 15.

8. Switch to Master Slide View and change the font of the Master Title to Times New Roman, Bold, 40 pt.

9. In Master Slide view, change the font size of all three fields in the Footer area to 10 pt.

10. Close Slide Master view.

11. Save and close the presentation.

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L E S S O N 2 – A N I M A T I O N T E C H N I Q U E S


Lesson 2 - Animation Techniques

Lesson Topics:

2.1 Applying Animation Effects

2.2 Setting Effect Options

2.3 Using the Animation Painter

2.4 Using the Animation Pane

2.5 Adding Slide Transitions

2.6 Using Transition Triggers

Lesson

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© 2013 PCM Courseware, LLC 59

2.1 Applying Animation Effects

In this lesson, you will learn how to apply Animation Schemes to your slides.

n exciting visual effect that you can add to your slides is Animation, which allows you to control how your information appears on the slide during a slide show. For instance, you can have your words fly onto the screen one at a time or slowly fade in. With animation, you can control how and when you want an

item to appear on your screen. This is especially helpful if you want to deliver the information on a slide a little at a time. Using animation in your presentation can help you focus on important points and manage the flow of information – as well as add exciting effects to your slide show.

You can apply animation from the Animation gallery on the Animation tab on the Ribbon or click the Add Animation button and then choose the desired animation from the gallery. As you move your mouse pointer over each animation scheme in the gallery, your presentation changes to reflect what it would look like if you applied the animation. This is another an example of Microsoft Office’s Live Preview feature.

PowerPoint contains several preset visual effects that will help you get started with animation, including:

Entrance – controls the appearance of an object as it enters the slide.

Emphasis – applies animation to an object already on a slide.

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Exit - controls the appearance of an object as it exits the slide.

Motion Gallery – allows you to customize the direction or path that an object follows.

While the Animation Gallery displays a nice selection of animation effects, there are too many to display in one gallery. To view all of the effects for a specific category, select the type of animation from the More link on the bottom of the gallery to display all available animation effects for that category.

You can apply an animation scheme to a single object or to a group of selected objects.

To Apply an Animation Scheme

1. Select the object or text placeholder to which you want to apply animation. 2. Click the Animations tab on the Ribbon. 3. Point to an Animation Effect on the Animation group to display a live

preview Or

Click the Add Animation button on the Advanced Animation group on the Ribbon.

4. Click the Animation Scheme you want to apply.

Let’s Try It!

What Why

1. If necessary, open the Microsoft PowerPoint application.

Launches Microsoft PowerPoint and displays the blank new slide.



3. Click Computer in the center pane. Displays the Computer pane.

4. Click the Browse button in the right pane.



Displays the Desktop folder. EVALUATIO

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What Why



7. Click on the Lesson2a file Selects the Lesson2a file.

8. Click the Open button. Opens the Lesson2a presentation file.

9. In the Slides Pane select Slide 1. Ensures that the first slide is the active slide.

10. Click the Animations tab on the Ribbon.

Displays the Animations Ribbon.

11. On Slide 1, click the Rodney’s Video, Inc. placeholder.

Selects the object to which we want to apply animation.

12. Click the Add Animation button on the Advanced Animation group on the Ribbon as shown below.

Displays list of Animation effects.

13. Click the More Entrance Effects link on the bottom of your screen.

Displays a gallery of all available Entrance effects.

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What Why

14. Click Fly In under the Basic area as shown

Displays a preview of the Fly In animation effect.

15. Click OK. Closes the Add Entrance Effect dialog box and applies and applies the effect to the selected placeholder.

16. In the Slides Pane select Slide 2. Activates the second slide in the presentation.

17. Click the placeholder that contains the bulleted list.

Selects the placeholder to which we want to apply animation.

18. Click the Add Animation button on the Advanced Animation group on the Ribbon and click the More Entrance Effects link on the bottom of your screen.

Displays a gallery of all available Entrance effects.

19. Scroll down and click the Pinwheel effect under the Exciting area as shown below.

Displays a preview of the Pinwheel animation effect.

20. Click OK. Closes the Add Entrance Effect dialog box and applies the effect to the selected placeholder.

21. Select Slide 1 in the Slides pane. Actives the first slide in the presentation. EVALU

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What Why

22. Press the F5 key. Enters Slide Show view.

23. Click your left mouse button or press the spacebar.

Moves to the next step in the animation.

Click or press the space

bar to navigate through

the animation scheme

24. Click your left mouse button or press the spacebar again.

Moves to the next slide in the presentation.

25. Click your left mouse button or press the spacebar again 6 more times.

Moves through each step of the animation for slide 2.

26. Press the Esc key. Returns to normal view.



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2.2 Setting Effect Options

In this lesson, you will learn how to apply Custom Animation to objects in your presentation.

ost of the animation effects have additional options that you can set from the Effect Options dialog box on the Animation group of the Ribbon. Clicking on the button displays a gallery of effects available for the selected object. For example, you can specify from what side of the screen the object enters

or leaves – or even set all objects to come in at the same time. The options available depend on the type of object. As you move your mouse pointer over the objects in the gallery, PowerPoint displays a live preview of the effect.

Note that not all options are found under the Effect Options button. To see additional settings, click the dialog box launcher on the Animation group on the Ribbon to display a dialog box from where you can set many additional options.

To Set Effect Options

1. Select the object whose animation effect options you wish to modify. 2. Click the Effect Options button on the Animation group on the Ribbon. 3. Select the desired options from the list.

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4. To display additional effect options, click the dialog box launcher on the Animation group on the Ribbon.

Let’s Try It!

What Why

1. In the Slides Pane select Slide 3. Ensures that the third slide is the active slide.

2. Click on the Title placeholder on Slide 3.

Selects the object that we want to animate.

3. Click the Add Animation button and choose Fly In under the Entrance area of the gallery.

Applies the Fly In animation effect to the selected placeholder.

4. Click the Effect Options button on the Animation group of the Ribbon as shown.

Displays a gallery of effect options that you can apply to the animation.

5. Click the From Bottom-Right effect from the gallery.

Specifies that the placeholder will enter from the bottom-right area of the screen.

6. Select the placeholder that contains the 5 lines of text.

Selects the bulleted list placeholder.

7. Click the Add Animation button and choose Grow & Turn under the Entrance area of the gallery.

Applies the Grow and Turn animation effect to the placeholder. EVALU

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What Why

8. Click the dialog box launcher on the lower right-hand corner of the Animation group as shown below.

Launches the Grow & Turn dialog box from where you can set additional animation options.

9. Click the Animate text drop-down arrow and choose By word as shown below.

Sets the option to animate each word individually.

10. Click the Timing tab on the Grow & Turn dialog box.

Displays timing options. EVALUATIO

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What Why

11. Click the Duration drop-down list and choose 1 seconds (Fast) from the list as shown below.

Sets a duration of 1 second for each animation.

12. Click OK. Closes the Grow & Turn dialog box.

13. Press the Shift and F5 keystroke combination.

Displays the current slide in Slide Show view.

14. Press the spacebar 6 times. Cycles through the animation.

15. Press the Esc key. Exits Slide Show view.

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2.3 Using the Animation Painter

In this lesson, you will learn how to add animation to multiple objects at once.

f you wish to apply the same animation effect to multiple objects, the quickest way to do this is to use the Animation Painter. If you have worked with the Format Painter feature in any of the Microsoft Office applications, you will already be familiar with this concept. To use the Animation Painter, click the object whose

animation effects you want to copy and then click the Animation Painter button on the Advanced Animation group of the Ribbon. Then, click the object to which you want to apply the animation. All of the animation effects, options and timing will be applied to the new object. This feature is especially helpful if you are working with complex animation.

To apply the animation to more than one object in succession, double-click the Animation Painter button. The Animation Painter feature will continue to be active until you click the Animation Painter button again to deactivate it.

To Copy Animation from One Object to Another

Using the Animation Painter

1. Select the object whose animation effects you wish to copy. 2. Click the Animation Painter icon on Advanced Animation group of the

Ribbon. 3. Select the object that is to receive the new animation. The animation effect is

immediately applied to the selected object. 4. To copy animation effects to several objects in succession, double-click the

Animation Painter button and select the objects to receive the effects. 5. When finished, click the Animation Painter button to deactivate it.

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Let’s Try It!

What Why

1. Click the title placeholder in slide 3.

Selects the placeholder containing the animation we want to copy.

2. Double-click the Animation Painter icon on the Advanced Animation group of the Ribbon as shown below.

Double-clicking the Animation Painter button allows us to copy the effects to more than one object.

3. Select slide 5 in the slides pane. Makes slide 5 the active slide.


Applies the animation effect to the title placeholder.







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What Why

9. Click the Animation Painter button on the Ribbon

Deactivates the Animation Painter button.


Saves our changes.

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2.4 Using the Animation Pane

In this lesson, you will work with the Animation Pane.

he Animation Pane allows you to make changes to your animation effects. For instance, you can remove animation effects, change the order in which the effects execute, set effect options, change the individual elements that are part of the animation and play your animation effect.

To display the Animation Pane, click the Animation Pane button on the Advanced Animation group of the Ribbon.

To Use the Animation Pane

1. Click the Animation Pane button on the Advanced Animation group of the Ribbon.

2. Click the animation effect in the pane that you wish to modify. 3. To modify the effects, click the drop-down arrow to the right of the animation

and choose Effect Options to display the Effects tab of the dialog box.

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4. To modify the timing, click the drop-down arrow to the right of the animation and choose Timing to display the Timing tab of the dialog box.

5. To change the order in which the animation effects are carried out, click the effect in the pane and then drag to the desired new location.

6. Click the double downward-pointing arrow to expand an effect to view the individual elements.

7. To change when the effect begins, click the drop-down arrow to the right of the animation and choose Start on Click, Start with Previous or Start after Previous.

8. To remove an effect, click the drop-down arrow to the right of the animation and choose Remove from the list.

Let’s Try It!

What Why

1. Select slide 3 in the Slides Pane. Makes slide 3 the active slide.

2. Click the Animation Pane button on the Ribbon.

Displays the Animation Pane on the right side of the screen.

3. Click the first animation effect in the pane as shown.

Displays a drop-down arrow to the right of the animation effect.

4. Click the drop-down arrow and choose Effect Options from the list.

Displays the Effect tab of the Fly In dialog box. EVALU

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What Why

5. Click the Sound drop-down arrow and choose Applause from the list as shown below. Click OK.

Sets the option to play an applause sound clip after the animation is completed.

6. Click the Play From button on the top left corner of the Animation Pane.

Plays a preview of the animation.

7. Click the second animation effect in the pane.

Select the animation effect we want to move.

8. Click the upwards pointing arrow as shown below.

Moves the animation to the first position in the pane. You can move effects up or down in the stack by using the upwards or downwards-pointing arrows.

9. Press Shift + F5 and press the spacebar 6 times.

Plays a preview of the animation. Notice that the title placeholder comes in after the bulleted list.

10. Press Esc. Exits Slideshow view. EVALUATIO

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What Why

11. Click the double downward-pointing arrow below the first animation in the last as shown below.

Expands the individual elements that make up the animation. If you wanted, you could modify each individual element that makes up the animation effect.

12. Select slide 1 in the Slides Pane. Makes slide 1 the active slide.

13. Click the first animation effect in the pane.

Displays a drop-down arrow to the right of the animation effect.

14. Click the drop-down arrow and choose Remove from the list.

Deletes the animation effect.

15. Click the Animation Pane button on the Ribbon.

Hides the Animation Pane.

16. Click the Save button. Saves our changes.

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2.5 Adding Slide Transitions

In this lesson, you will learn how to add Slide Transitions as you advance from one slide to the next.

lide transitions specify how the display changes when you advance from one slide to the next. For example, you can add an animation effect such as Horizontal Blinds or a Checkerboard pattern. You can also add a preset sound effect to the slide transition or use your own sound file.

To apply transitions to specific slides, select the first slide in the Slide Pane Window, hold down the Ctrl key, and then select any additional slides. The fastest way to apply transitions to multiple slides is to work in slide sorter view. Click the Apply to All button on the Ribbon to apply the transition effect to every slide in your presentation.

To Add Slide Transitions

1. Display the slide to which you want to apply Slide Transitions or select multiple slides in the Slides Pane window.

2. Click the Transitions tab on the Ribbon. 3. Click the More button on the Slide Transition gallery on the Transition To

This Slide group. 4. Point to a slide transition in the gallery to view a live preview.

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5. Click on the slide transition thumbnail for the effect that you want. 6. To modify transition options, click the Effect Options button on the Ribbon

and make your selections. 7. Select the desired transition speed from the Duration box on the Timing

group of the Ribbon. 8. If desired, select a pre-defined Sound from the Sound drop-down list on the

Timing group of the Ribbon. 9. To add a custom sound file, select Other Sound from Sound drop-down list,

navigate to the folder that contains the desired sound file, select the file, and then click Open.

10. To apply the Slide Transition effect to all slides in your presentation, click the Apply to All button on the Transition To This Slide group.

Let’s Try It!

What Why

1. Click the Slide Sorter button on the bottom right of your screen.

Switches to Slide Sorter View.

2. Click on Slide 4. Selects the slide to which we want to apply a Slide Transition Effect.

3. Click the Transitions tab on the Ribbon.

Displays the Transitions Ribbon.

4. Click the More button on the Slide Transitions gallery as shown below.

Displays all available slide transitions.

5. Scroll down and click the Checkerboard thumbnail under the Exciting category as shown below.

Applies the Checkerboard slide transition effect to Slide 4.

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What Why

6. On the Timing group of the Ribbon, click the upward pointing arrow on the Duration box until 01.50 appears in the box as shown below.

Increases the duration of the transition to 01.50 seconds.

7. Click on Slide 5. Selects the next slide to which we want to apply a Slide Transition effect.

8. Press and hold down the Ctrl Key and select Slide 6 and Slide 7.

Selects slides 5, 6 and 7. Holding down the Ctrl key as you select slides allows you to select multiple slides.

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What Why

9. Click the More button on the Slide Transitions gallery as shown below.

Displays all available slide transitions.

10. Click the Uncover thumbnail under the Subtle category as shown below.

Applies the Uncover slide transition effect to Slides 5, 6, and 7

11. Click the Effect Options button and choose From Left from the list.

Specifies that the transition effect will begin from the left side of the screen.

12. Click the Sound drop-down list on the Timing group and choose Chime.

Applies the chime sound effect at the end of each transition.

13. Click on Slide 4. Selects Slide 4.

14. Click the Slide Show tab on the Ribbon.

Displays the Slide Show Ribbon.

15. Click the From Current Slide button on the Start Slide Show group on the Ribbon.

Switches to Slide Show view beginning with Slide 4. Notice the Checkerboard effect as the slide is presented.

16. Press the spacebar twice. Displays the animation effects we added in the previous lessons.

17. Press the spacebar. Advances to the next slide. Notice the transition as the slide glides in from the left to the right.

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What Why

18. Press the Esc key. Returns to Normal view.



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2.6 Using Transition Triggers

In this lesson, you will learn how to set up a trigger for slide transitions.

lide transition triggers allow you to specify when you want to advance to the next slide and provide you more control over your presentation. There are three basic triggers you can use:

Advance to the next slide only when you click the mouse

Advance to the next slide after a specific time interval

Advance to the next slide after you click the mouse or after a specified time interval, whichever occurs first.

To Add Slide Transition Trippers

1. Display the slide to which you want to apply Slide Transitions or select multiple slides in the Slides Pane window.

2. Click the Transitions tab on the Ribbon. 3. On the Ribbon, click the checkbox next to On Mouse Click to advance only

when you click the mouse. 4. Click the check-box next to After and using the arrows, select the number of

seconds to wait before advancing to the next slide. 5. To apply the transition trigger to all slides, click the Apply to All button.

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Let’s Try It!

What Why

1. In the Slides Sorter View pane, select Slide 8.

Makes slide 8 the active slide.

2. Click the Transitions tab on the Ribbon.

Displays the Animations Ribbon.

3. On the Timing group on the Ribbon, click in the check-box next to After to check it.

Sets the transition trigger to advance to the next slide after a specified time interval.

4. Click in the time interval box, type in: :05 as shown below.

Sets the slide to advance after five seconds.

5. Click the Save icon on the Quick Access toolbar.


6. Click the Slide Show tab on the Ribbon.

Displays the Slide Show Ribbon.

7. Click the From Current Slide button on the Start Slide Show group on the Ribbon and wait 5 seconds.

Switches to Slide Show view for Slide 8. Notice that after 5 seconds, the slide automatically advances to Slide 9.

8. Press the Esc key. Switches back to Normal View.

9. Click the File tab and then click Close.

Closes the presentation file.

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Lesson Summary – Animation Techniques

In this lesson, you learned how to control how your information appears on the slide during a slide show by applying Animation to the objects on your slides. You learned that you can chose from several preset animation schemes by clicking the Add Animation button on the Animations Ribbon.

Next, you learned how to modify Animation Effect options by clicking the Effect Options button and making your selections. You also learned that you can display additional options by clicking the Dialog Box Launcher on the Animation group of the Ribbon.

Next, you learned how to copy animation from one object to another by using the Animation Painter feature. You also learned that you can apply animation to multiple objects in succession by double-clicking the Animation Painter and then selecting the objects to receive the animation.

Then, you learned that Slide Transitions specify how the display changes when you advance from one slide to the next. You learned that you can apply slide transitions to your slides by clicking the desired transition thumbnail in the Transition to This Slide gallery on the Transitions Ribbon.

Lastly, you learned that Slide Transition Triggers allow you to specify when you want to advance to the next slide and provide you more control over your presentation. Using transition triggers, you can advance to the next slide only when you click the mouse, advance to the next slide after a specific time interval or advance to the next slide after you click the mouse or after a specified time interval, whichever occurs first. You can set Slide Transitions from the Transitions Ribbon.

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Lesson 2 Quiz

1. An animation scheme is: A. Animated graphics that you can add to your presentations. B. A way to rehearse your presentations. C. Applause that you can add to your slides. D. Visual effects that you can add to your slides.

2. When are animation effects visible (select all that apply)? A. During Slide Show View. B. When viewing your presentation in Slide Outline view. C. When viewing your presentation in Slide Sorter view. D. All of the above.

3. To add a preset animation to a text placeholder on your slide: A. Select the placeholder, click the Effects button on the Animations Ribbon and

then click the animation effect you want. B. Select the placeholder, click the Animation Schemes button on the Animations

Ribbon and then click the animation you want. C. Select the placeholder, click the Add Animation button on the Animations

Ribbon and then click the animation you want. D. Select the placeholder, click the Custom button on the Animations Ribbon and

then click the animation you want.

4. If you wanted to apply effects such as controlling the direction of the animation, choosing the event that triggers the animation or setting entrance and exit effects, how you could you accomplish this?

A. Click the Add Animation Effects button on the Animations group and then make your selections.

B. Click the Dialog Box Launcher on the Animations group and then make your selections.

C. Click the Animation Triggers button on the Advanced Animation group and then make your selections.

D. Click the Animation Pane button on the Ribbon and then click the Effects button on the lower right-hand corner of the pane.

5. You can apply animation only to entire slides, not to individual placeholders. A. True B. False

6. Which of the options below is NOT a slide transition effect? A. Adding Applause. B. Advancing the slide automatically after 10 seconds. C. Adding the Fade effect during entrance.

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D. Setting the transition speed to slow.

7. Which is the FASTEST way to apply slide transitions to multiple slides? A. Select the slides in Slide Show View. B. Click the Apply to All button on the Animations group on the Ribbon. C. Select the slides in Slide Sorter View. D. Select the slides in Outline View.

8. Which of the below are considered Slide Transition Triggers (select all that apply)? A. Advance to the next slide only when you click the mouse. B. Advance to the next slide after a specific time interval. C. Advance to the next slide after the last placeholder has been loaded. D. Advance to the next slide after you click the mouse or after a specified time

interval, whichever occurs first.

9. You can set a slide to advance after 10 seconds or, if you don’t want to wait that long during your presentation, when you click your mouse.

A. True B. False

10. After have added animation, you can then add modify effects to the animation by clicking the ________________________ button on the Animation group on the Ribbon.

11. To remove an animation, you: A. Click the placeholder that contains the animation and then press the Delete

key. B. Select the placeholder that contains the animation, click the Effects button

on the Ribbon and choose Remove from the list. C. Click the More button on the Animations gallery and then click Remove

animation. D. Click the drop-down arrow next to the animation in the Animation Pane

and then click Remove from the menu.

12. On slides which contain multiple animation schemes, how can you change the order in which the animations are carried out?

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1. Open the Lab2 exercise file.

2. Apply the Wipe Entrance Animation Effect to both objects on Slide 1.

3. Select Slide 2. Apply the Fly-In Entrance effect to the Slide Title placeholder. Set the effect so that the placeholder flies in from the bottom-right of the screen. Add the Shrink & Turn Exit effect to the text placeholder (below the title placeholder).

4. Using the Dialog Box Launcher, add the Breeze sound effect to the second animation.

5. Using the Animation Painter, copy the animation effect from the Title Placeholder in Slide 2 to the Title Placeholder in slides 3, 4 & 5.

6. Apply the Uncover Slide Transition to Slides 4, 5 and 6. Make sure that the slides come in from the Right side of your screen.

7. Set the Slide Transition Timing to 5 seconds for the entire presentation.

8. Save and close the presentation.

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L E S S O N 3 – W O R K I N G W I T H D A T A F R O M O T H E R S O U R C E S


Lesson 3 - Working with Data

from Other Sources

Lesson Topics:

3.1 Importing an Excel Document into a Slide

3.2 Modifying an Embedded Excel Chart

3.3 Inserting a Word Document into a Slide

3.4 Adding Audio to Slides

3.5 Adding Video to Slides

3.6 Trimming Video

3.7 Formatting Video

3.8 Exporting a Presentation to Word

Lesson

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3.1 Importing an Excel Document

into a Slide

In this lesson, you will learn how to insert an existing Excel chart into your slide.

ou can insert documents created in other Microsoft Office programs or in any other program that supports linked and embedded objects into your presentations. It is not necessary to recreate existing information that you wish to include in your PowerPoint presentation. In this lesson, we are going to

insert an existing Excel chart into our presentation.

When inserting an object, you can choose to either Link or Embed the data. When an object is linked, the data is stored in the source document. This means that when the data is updated in the original document, it will automatically be updated in your presentation. Linking enables you to keep your information up-to-date while keeping the file size of your presentation to a minimum. When Embedding objects in your presentation, you create a copy of the object which resides in your destination document. Thus, any changes made to the original document will not be reflected in your presentation.

To Insert an Existing Excel Chart:

1. Activate the slide into which you wish to insert the file. 2. Click the Insert tab on the Ribbon. 3. Click the Object button on the Text group of the Ribbon. 4. To create a new Excel chart, click the Create New radio button, choose

Microsoft Excel Chart from the Object type list and then click OK.

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5. To insert an existing Excel chart, click the Create from file radio button. 6. Click OK.

7. Click the Browse button to navigate to the location of the file you wish to insert.

8. Click OK. 9. Click the Link box if you wish to create a link to the original document. 10. Click OK.

Let’s Try It!

What Why

1. Click the File tab and then click New from the File Options menu.

Opens the new presentation task pane.

2. Select Blank Presentation in the New pane.

Creates a new blank presentation.

3. Right-click Slide 1 in the Slides pane, point to Layout and then click the Blank layout.

Applies a blank slide layout to our current slide.

4. Click the Insert tab on the Ribbon. Displays the Insert Ribbon.

5. Click the Object button on the Text group of the Ribbon.

Displays the Insert Object dialog box. EVALUATIO

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What Why

6. Click the Create from File radio button.

The Create from File allows you to insert an already existing file into your presentation.

7. Click the Browse button. Opens the browse window, allowing you to navigate to the folder that contains the file you wish to import.

8. Click Desktop on the left side of the window.

Switches to the Desktop folder.


Switches to the Lesson Files folder, where the Excel file resides.

10. Select the Sales Excel file as shown below and then click OK.

Selects the file to be imported.

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What Why

11. Click OK. Closes the Insert Object dialog box and embeds the object into our presentation.

Embedded Excel Chart


Displays the Save pane.

13. Click Computer in the center pane. Displays the Computer pane.

14. Click Lesson Files under the Recent Folders area.

Displays the contents of the Lesson Files folder.

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What Why

15. Type: Expenses in the File Name box and then click Save.

Saves the active presentation with a file name of Expenses.

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3.2 Modifying an Embedded Excel

Chart

In this lesson, you will learn how to modify an embedded Excel Chart.

fter you have imported the chart into your presentation, you can then modify its formatting. Double-clicking an embedded Excel chart displays the Excel Ribbon, from where you can make formatting changes. After the Excel Ribbon displays, click the chart to activate it and then click the contextual Design or

Format tabs under Chart Tools on the Excel Ribbon.

To open the chart in the Excel application, right-click on the chart, point to Worksheet Object and the click Open. The chart will display in the Excel application.

To Modify an Embedded Excel Chart:

1. Double-click on the embedded chart. Or Right-click on the chart, point to Worksheet Object and the click Edit. The

Excel Ribbon will display above the chart. 2. To open the chart in the Excel application, right-click on the chart, point to

Worksheet Object and the click Open.

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3. To change a chart layout or style, click the Design tab under Chart Tools. Make your desired selection from the Chart Layout or Chart Style group.

4. To add or modify shape effects, shape fill, border weight, style or color, click the Format tab under Chart tools and make your selection.

5. To format a selected object, click the chart object and click the Format Selection button on the Format tab to display the Format Object dialog box.

6. When finished, click outside of the chart area to return to presentation view.

Let’s Try It!

What Why

1. Double-click the embedded chart. The PowerPoint Ribbon is replaced by the Excel Ribbon.

2. Select the Chart Title Sales by Category as shown below.

Selects the Chart Title object.

Select the Chart

Title object

Select the Chart

Title object


4. Choose Times New Roman from the Font list box and a font size of 16 from the Size box.

Changes the font type to Times New Roman and the font size to a 16 pt.

5. Click the contextual Design tab on the Ribbon.

Display chart design commands and tools. EVALU

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What Why

6. Click the Change Chart Type button on the Type group as shown.

Displays the Chart Type dialog box.

7. In the Chart Type list box, choose Line in the left pane.

Selects Line Chart as the chart type.

8. Click the 4th chart type under the Line category (line with markers) as shown below.

Selects the sub-chart type.

9. Click OK. Closes the Chart Type dialog box and changes the chart type.

10. Click outside of the chart area. Deselects the chart and returns to Presentation View. The PowerPoint Ribbon replaces the Excel Ribbon. EVALU

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3.3 Inserting a Word Document into

a Slide

In this lesson, you will learn how to insert an existing Microsoft Word table into your presentation.

nserting existing Microsoft Word documents into your slides works the same way as importing Excel documents. Use the Object command button on the Insert Ribbon and then navigate to the folder that contains the Word document that you wish to import into your presentation. Once again, you have the option of either

embedding or linking the document. In this lesson, we will insert a Microsoft Word table as a linked object and then make changes to the object after we import it into PowerPoint.

To Insert an Existing Word Document:

1. Activate the slide into which you wish to insert the file. 2. Click the Insert tab on the Ribbon. 3. Click the Object button on the Text group of the Ribbon. 4. To create a new Word document, click the Create New radio button, choose

Microsoft Word Document from the Object type list and then click OK. 5. To insert an existing Word document, click the Create from file radio button. 6. Click OK.

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7. Click the Browse button to navigate to the location of the file you wish to insert.

8. Click OK. 9. Click the Link box if you wish to create a link to the original document. 10. Click OK.

Let’s Try It!

What Why

1. Click the New Slide button on the Slides group of the Home Ribbon.

Inserts a new slide into your presentation.


3. Click the Object button on the Text group of the Ribbon.

Displays the Insert Object dialog box.

4. Click the Create from File radio button.

Selecting Create from File allows you to insert an already existing file into your presentation.

5. Click the Browse button. Opens the browse window, allowing you to navigate to the folder that contains the file you wish to import.

6. Click Desktop on the left side of the window.

Switches to the Desktop folder.


Switches to the Lesson Files folder, where the Microsoft Word file resides.

8. Select the MonthlySales Word file and then click OK.

Selects the file to be imported.

9. Click the Link check box as shown below.

Creates a link to the Word document rather than embedding it into our presentation. EVALU

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What Why

10. Click OK. Closes the Insert Object dialog box and inserts the linked Word document into the active slide.

11. Double-click the imported table. Opens the linked table in Microsoft Word, the application of the original document.

12. Change the title to read: Sales by Category – 2013.

Changes the table title in the original source document.


Saves our changes to the Word document.

14. Click the File tab and then click Close.

Closes the source document.

15. Observe the active slide. The change we made in the source document is automatically reflected in our presentation.

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What Why

16. Click the File tab and choose Close from the File Options menu. Click Save when asked to save your changes.

Saves and closes the active presentation.

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3.4 Adding Audio to Slides

In this lesson, you will learn how to insert a sound file into your presentation.

n exciting way to jazz up a presentation is by adding Sound files to your slides. You can add music and sounds to your presentation from files stored on your computer or from a network drive, sound files stored in the Microsoft Clip Organizer or even from files on the Internet.

There are many ound files already available online in the Office.com Clip Organizer. Type in a keyword for which you would like to search and then press Enter. A gallery of matching audio files will display. If you wish to to insert a sound file that is stored on your computer’s hard drive or network drive, use the Audio on my PC command from the Sound button menu.

When inserting a sound file, a small icon appears on your slide. You have the option of automatically playing the sound when the slide is launched or clicking on the icon to play the sound during Slide Show View. If you set up your slide to automatically play, click the Hide During Show checkbox on the Sound Options group of the contextual Sound Options Ribbon so that the sound icon is not visible during your slide show.

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To Add a Sound File to a Slide the Online Gallery:

1. Activate the slide into which you wish to insert the sound file. 2. Click the Insert tab on the Ribbon. 3. Click the arrow on the Audio button. 4. Click Online Audio from the button menu. 5. Type a keyword for which you want to search. 6. Click the thumbnail for the audio file you want insert. 7. Click Insert. 8. Set additional sound options from the contextual Playback tab under Sound

Tools.

To Add a Sound File to a Slide from a File:

1. Activate the slide into which you wish to insert the sound file. 2. Click the Insert tab on the Ribbon. 3. Click the arrow on the Audio button. 4. Click Audio on my PC from the button menu. 5. Navigate to the folder where your sound file is stored. 6. Highlight the sound file that you wish to insert and then click OK. 7. Set additional sound options from the contextual Playback tab under Audio

Tools.

Let’s Try It!

What Why

1. Open Lesson3a from the Lesson Files folder.

Opens the Lesson 3a PowerPoint file.


3. Click the Audio button arrow on the Media group on the Insert Ribbon as shown below.

Displays the Audio button menu.

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What Why

4. Click Online Audio on the button menu.

Displays the Office.com Clip Art Audio window.

5. Click in the Search box and type: Applause.

Enters the search term for which we want to search.

6. Press Enter. Executes the search and displays matching items in the window.

7. Click on the Applause Loop thumbnail (Row 1, Column 1) as shown below and then click Insert.

Inserts the Applause Loop sound file into our slide.

8. Click the Play/Pause arrow as shown below.

Plays the audio clip. EVALUATIO

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What Why

Play/Pause button

9. With the sound icon selected, click the contextual Playback tab on the Ribbon under Sound Tools.

Displays audio playback options.

10. Click the Start box arrow on the Audio Options group and choose Automatically from the list as shown below.

Sound will automatically play when slide is displayed in Slide Show view.

11. Click the checkbox next to Hide During Show on the Audio Options group of the Ribbon to select it as shown below.

Icon will not be displayed on the slide when in Slide Show View.

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What Why

12. Click the Loop until Stopped checkbox to select it.

The audio file will loop back to the beginning of the clip and continue to play until we manually stop it.

13. Click the Volume button and then choose Medium from the list.

Sets the volume to Medium.

14. From the Slides Pane, click on Slide 2.

Makes Slide 2 the active slide.


16. Click the Audio button arrow and click Audio on my PC.

This time you will choose a sound file that exists on your hard drive.

17. Navigate to the Lesson Files folder if necessary.

Switches to the folder where the sound file that we want to insert is located.

18. Highlight the sound file New Stories and then click Insert.

Selects the file to be added to our slide.

19. Drag sound icon to the top of right side of the screen as shown.

20. Press the F5 key. Switches to Slide Show mode. Notice the sound file automatically plays during the first slide.

21. Press the spacebar. Moves to the next slide.

22. Click the sound icon and then click the Play/Pause button.

Plays the sound file.

23. Press the Esc key. Exits slide show mode.

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What Why

24. Click the Save button on the Quick Access toolbar.


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3.5 Adding Video to Slides

In this lesson, you will learn how to insert a movie file into your presentation.

dding video clips to your slides is accomplished the same way as adding sound files. Video clips can be either animated .GIF’s or digital videos created with digital equipment. PowerPoint supports several types of video formats:

Quicktime

AVI

ASF

MPEG

WMV

Animated Gifs

MP4

YouTube Movies

With the exception of Animated Gif files, you can edit the movie object to rewind when finished and to continue looping. After inserting a video file, you can then change the size and location of the file just as you would when working with a placeholder object.

When first displaying a slide with an embedded video in Slide Show mode, the video placeholder may show only a black screen. To display a specific scene from a video

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(when the video is not running), drag the playback button to the desired location, click the Poster Frame button under the contextual Format tab and then choose Current Frame.

To Add a Video Clip to a Slide:

1. Activate the slide into which you wish to insert the video file. 2. Click the Insert tab on the Ribbon. 3. Click the arrow on the Video button. 4. To Insert a an Online Clip Art Video: a. Click Online Video from the Video button menu. b. Type a keyword for which you want to search. c. Click the thumbnail for the audio file you want insert. d. Click Insert. e. Size and move the object as desired. 5. To Insert a Video Clip from a File: a. Click Video on my PC from the Video button menu. b. Navigate to the folder where your video file is stored. c. Highlight the video file that you wish to insert and then click Insert. d. Size and move the object as desired. 6. To Insert a Video Clip from a Web Site: a. Click Online Video from the Video button menu. b. Enter the Embed code in the From a Video Embed Code text box. If

inserting a video from YouTube, right-click the video on the YouTube Web site and click Copy Embed Code from the contextual menu to obtain the proper code.

7. Set additional video options from the contextual Playback tab or Format tab under Video Tools.

8. To set the poster frame for the video (the scene which displays in Slide Show view when the video is not running):

a. Select the video for which you want to create a poster frame. b. Drag the playback bar until the desired scene is displayed. c. Click the contextual Format tab on the Ribbon. d. Click the Poster Frame button on the Adjust group of the Ribbon. e. Select Current Frame.

Let’s Try It!

What Why

1. Click on Slide 3 in the Slides Pane. Ensures that Slide 3 is the active slide.


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What Why

3. Click the arrow on the Video button and click Video on my PC from the menu.

This time you will choose a video file that exists on your hard drive.

4. Navigate to the Lesson Files folder if necessary.

Switches to the folder where the video file that we want to insert is located.

5. Highlight the video file named Falls and then click Insert.

Selects the video file to be added to our slide.

6. Click the contextual Playback tab on the Ribbon under Video Tools.

Displays video playback options.

7. Click the Loop until stopped check box on the Video Options group as shown.

Sets the movie to continuously play.

8. Click the Playback Bar and drag to the right, to about 6 seconds as shown below.

Displays the scene that we want to display when the video is not playing.

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What Why

9. Click the contextual Format tab on the Ribbon.

Displays formatting options.

10. Click the Poster Frame button on the Adjust group on the Ribbon and choose Current Frame.

Sets the current frame as the poster frame.

11. Press the F5 key. Switches to Slide Show mode.

12. Press the spacebar. Moves to the Slide 2.

13. Press the spacebar. Moves to Slide 3. Notice that poster frame is set to the scene at the 6 second mark.

14. Move your cursor over the video and then click the Play button.

Video begins playing from the beginning and continuously loops.

15. Press the Esc key twice. Exits Slide Show mode. EVALUATIO

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3.6 Trimming Video

In this lesson, you will learn how to crop portions of your video.

f the video clip is too long or there are portions that you do not want included, you can now clip out the unwanted portions from the beginning or end of the video directly from within PowerPoint. With the video selected, click the Trim Video button on the Playback Ribbon and then drag the green and red sliders to the

location where you want your video to begin and end, respectively.

Sometimes after you crop a video, the beginning or end may appear rather abrupt. If this is the case you may wish to add a Fade in or Fade Out to the beginning and end of the video. To add a fade duration, type in the desired values in the Fade In and Fade Out boxes on the Editing group of the Playback Ribbon.

To Trim a Video:

1. Select the video that you want to trim. 2. Click the contextual Playback tab on the Ribbon. 3. Click the Trim Video button on the Editing Group of the Ribbon. 4. Drag the green slider where to the spot where you want the video to begin. 5. Drag the red slider to the spot where you want the video to end.

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Or If you know the time beginning and ending limits where you want to trim your

video, you can type in the values manually in the Start Time and End Time boxes.

6. To move through the video frame by frame (to display the exact portion of the video you want), click the left pointing or right-pointing arrow. This advances the video one frame at a time.

7. When finished, click OK.

Tip: You can also trim your audio files using this same method.

Let’s Try It!

What Why

1. If necessary, click on video on Slide 3. Selects the video we want to trim.

2. Click the contextual Playback tab on the Ribbon.

Displays playback options.

3. Click the Trim Video button on the Editing Ribbon as shown below.

Displays the Trim Video dialog box.

4. Drag the green slider to the right, to about 7 seconds as shown below.

Sets the beginning point of the video to 7 seconds.

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What Why

5. Drag the red slider to the left, to about 19 seconds as shown below.

Sets the ending point of the video to about 19 seconds.

6. Click OK. Trims the video and closes the Trim Video dialog box.

7. Click in the Fade In box and type: 2 as shown below.

Enters a fade in duration of 2 seconds.

8. Click in the Fade Out box and type: 2.

Enters a fade out duration of 2 seconds.

9. Uncheck the Loop until stopped check box on the Video Options group.

Removes the Loop until stopped setting.

10. Press the Shift + F5 keystroke combination.


11. Mouse your cursor over the video and then press the Play button as shown below.

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What Why

Click the Play

button

12. Press the Esc key twice. Exits Slide Show mode.

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3.7 Formatting Video

In this lesson, you will learn how to apply formatting effects to your video.

rom the contextual Format tab, you can modify the formatting of your video, just as with other objects in PowerPoint . For instance, you can adjust the brightness and contrast using the Corrections tool, recolor the video to give it a stylized effect, apply a predefined video style, change the shape of the video,

modify the width and height of the video, add a border around the video or add a video effect such as a shadow, bevel or glow.

You can also apply several formatting options at once from the Format Video dialog box. Right-click the video and then choose Format Video from the contextual menu.

To Format a Video:

1. Select the video that you want to trim. 2. Click the contextual Format tab on the Ribbon. 3. To modify the Brightness or Contrast, click the Corrections button and click

on the desired thumbnail from the gallery. 4. To apply a predefined style, click the desired thumbnail from the gallery on the

Video Styles group of the Ribbon. Click the More button to display additional styles.

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5. To change the shape of the video, click the Video Shape button and then choose the desired shape from the gallery.

6. To apply a border to the video, click the Video Border button and then choose the desired color, weight and line type for the border.

7. To apply an effect such as Shadow, Reflection, Glow, Bevel, Soft Edges, or 3-D Rotation, click the Video Effects button, move your mouse pointer over the desired category and then choose the effect you want to apply.

8. To rotate your video, click the Rotate button and then make your selection from the list. To specify a custom roation, choose More Rotation Options and then make your selections from the dialog box.

9. To change the height and width of a video, enter in the desired dimensions in the Height and Width boxes on the Ribbon.

10. To display the Format Video dialog box from where you can change numerous formatting settings, right-click the video and then choose Format Video from the menu.

Let’s Try It!

What Why

1. If necessary, click on video on Slide 3.

Selects the video we want to format.

2. Click the contextual Format tab on the Ribbon.

Displays format options.

3. Click the Crop button on the Size group of the Ribbon as shown below.

Activates the Crop tool. We want to remove about a ¼-inch portion from the left side of the video (the thin black area on the left).

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What Why

4. Click the crop handle on the left center portion of the video and drag about ¼-inch to the right as shown below. Press the Esc key.

Crops about ¼-inch from the left side of the video.

Click the left center crop

handle and drag about ¼-

inch to the right

5. Click the Corrections button on the Adjust group of the Ribbon.

Displays the Brightness and Contrast gallery.

6. Click the thumbnail in the 4th row, third column as shown below.

Increases the contrast 20%.

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What Why

7. Click the More button on the Video Styles gallery as shown below.

Displays the entire video styles gallery.

8. Click the 3rd thumbnail in the Moderate area – Glow Rounded Rectangle.

Applies the style to our video clip.

9. Click the Video Border button, point to Weight and then click 1 ½ as shown below.

Adds a 1 ½ pt. border around the video.

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What Why

10. Click the Video Effects button, point to Reflection and then click the 1st thumbnail in the top row, Tight Reflection, touching as shown below.

Add a reflection effect to the video.

11. Press the Shift + F5 keystroke combination.


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What Why

12. Mouse your cursor over the video and then press the Play button.

Plays the video.

13. Press the Esc key twice. Exits Slide Show mode.

14. Click the File tab on the Ribbon and select Close. Save any changes.

Saves and closes our presentation.

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3.8 Exporting a Presentation to

Word

In this lesson, you will learn how to export a presentation to Microsoft Word as an Outline.

ou have the ability to export your PowerPoint Presentation to Microsoft Word. In order for all your text to show up in the Word document if exporting to Outline only format, it must be in either a title placeholder or a text placeholder. That is to say, text in WordArt, SmartArt or Shape objects on your slide will not

appear in Microsoft Word. Additionally, you can only export an entire presentation, not specific slides or selected text.

When exporting a presentation to Word, you have several options for the page layout of the export:

Notes located next to the slides

Blank lines next to slides (to allow people to write in notes)

Notes below the slides

Blank lines below the slides

Export the outline only

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If you want any changes you subsequently make to your presentation to be reflected in the Word document, click the Paste Link radio button in the Send to Microsoft Office Word dialog box.

To Export a Presentation to Word:

1. Open the presentation that you would like to export. 2. Click the File tab and then click Export. 3. Under the Export pane, click Create Handouts. 4. Click the Create Handouts button in the right pane. 5. Select the desired Page Layout option from the Send to Microsoft Office Word

Dialog box. 6. Click OK.

Let’s Try It!

What Why

1. Open Lesson3b from the Lesson Files folder.

Opens the Lesson3b presentation.

2. Click the File tab and then click Export.

Displays the Save & Send area.

3. Under the Export pane (the center pane), click Create Handouts.

Displays information on creating handouts in the right pane.

4. Click the Create Handouts button in the right pane.

Displays the Send to Microsoft Office Word dialog box.

5. Select the Outline Only radio button.

Exports only the outline portion of the presentation.

6. Click OK and observe the Word Document as shown below. You will most likely need to apply additional formatting to the Word document in Microsoft Word.

Opens Word with the exported outline.

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What Why

7. Click the File tab and choose Close from the File Options menu. Click Don’t Save when asked to save your changes.

Closes the Word document without saving changes.

8. Click the File tab and choose Close from the File Options menu. Click Don’t Save if asked to save your changes.

Closes the Lesson3b presentation.

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Lesson Summary – Working with Data

from Other Sources

In this lesson, you learned how to import an existing Excel chart into your slide by using the Object command button on the Insert Ribbon, selecting Create from File and then choosing the chart you wish to insert.

Next, you learned how to modify a chart in the Excel environment by double-clicking the chart to activate the Excel Ribbon and then accessing your desired formatting options from the contextual Design or Format tabs under Chart Tools.

Then, you learned how to import an existing Word document into your slide by using the Object command from the menu, selecting Create from File and then choosing the document you wish to insert.

Then, you learned how to add audio to slides from the Office.com Clip Organizer or from an existing audio file on your computer by clicking the Audio button arrow on the Insert Ribbon and choosing the type of sound file you want to insert. You also learned how to set sound file options from the contextual Playback Ribbon.

Then, you learned how to add video clips to slides from the Microsoft Clip Gallery, from a Web Site or from an existing video file on your computer by clicking the Video button arrow on the Insert Ribbon and choosing the video file you want to insert.

Then, you learned how to trim videos using the Trim Video feature on the contextual Playback tab of the Ribbon. You learned that you can either trim videos manually or enter values in the Start Time or End Time boxes.

Then, you learned how to apply various formatting effects to your videos, such as brightness and contrast adjustments, applying preset video styles, applying borders, shapes or video effects.

Lastly, you learned how to export a presentation to Microsoft Word by clicking the File tab, clicking Export, clicking Create Handouts in the Export pane and then clicking the Create Handouts button. EVALU

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Lesson 3 Quiz

1. What happens if you double-click an embedded object in your chart? A. It will delete the object. B. It will convert the object to a linked object. C. It will open the object in its source application. D. It will open the object in Adobe Acrobat.

2. To import an existing Excel chart into your slide, you: A. Click the Chart button on the Insert Ribbon, choose Microsoft Excel Chart

from the list box, click the Browse button and then choose the chart you wish to import.

B. Click the Microsoft Office button, point to Publish and then choose the Chart that you want to insert.

C. Click the Object button on the Insert Ribbon, point to Microsoft Excel Chart and then choose the chart you wish to import.

D. Click the Object button on the Insert Ribbon, click the Create from File radio button, click the Browse button and then choose the chart you wish to import.

3. To modify a Word document that you imported, you: A. Double-click the Word object and make your changes in the Word

environment. B. You will need to open the document directly from Microsoft Word to make

any changes. C. Click the Object button on the Insert Ribbon and click Edit Object from the

menu. D. Click the Edit Object button on the Insert Ribbon.

4. Audio files can only be imported from the Office.com Clip Organizer. A. True B. False

5. To import an audio clip into a slide you (select all that apply): A. Will need an iPod or other music playing device to attach to your computer. B. Click the Audio button arrow on the Insert Ribbon, click Audio on my PC

from the menu and select the sound file you wish to insert. C. Select Sound button on the Insert Ribbon and select the sound file you wish to

insert. D. Click the Audio button arrow on the Insert Ribbon, click Online Audio from

the menu, type in a keyword and then select the sound file you wish to insert from the gallery.

6. All sound files that you insert into your slides will play automatically when the slide is displayed in Slide Show View.

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A. True B. False

7. How can you hide an imported sound file’s icon so that it will not be displayed during your presentation?

A. Click the Hide During Show check box on the contextual Playback Ribbon. B. Click the object icon and then press the Delete key. C. Click the object icon and click the Hide button on the contextual Sound

Ribbon. D. Right-click the object and select Hide from the pop-up menu.

8. Which type of movie file cannot be set to loop automatically? A. QuickTime B. AVI C. MP4 D. Animated Gif

9. How can you specify looping options for an imported video clip? A. Click its icon, click the View tab on the Ribbon and then make your looping

selections. B. Click its icon, click the Looping button on the Insert Ribbon and then make

your selections. C. Click its icon and select your desired looping options on the contextual

Playback Ribbon. D. Right-click the movie, select Options from the contextual menu and then make

your selections.

10. Describe the steps to export a presentation to Microsoft Word.

11. To trim a video file you: A. Select the file, click Crop Video from the Playback tab and then drag the green

slider to set the beginning point and the red slider to set the ending point. B. Select the file, click Trim Video from the Playback tab and then drag the green

slider to set the beginning point and the red slider to set the ending point. C. Select the file, click Trim Video from the Playback tab and then drag the red

slider to set the beginning point and the green slider to set the ending point. D. Select the file, click Crop Video from the Format tab and then drag the green

slider to set the beginning point and the red slider to set the ending point.

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12. Which of the following is NOT an option on the contextual Format tab? A. Fade In and Fade Out B. Video Effects C. Corrections D. Video Shape

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1. Open the Lab3 exercise file from the Lesson Files folder.

2. Click on Slide 15 in the Slides Pane.

3. Insert the Excel chart from the Salaries.xls file located in the Lesson Files folder.


5. Insert into Slide 8 the Microsoft Word document named Interview located in the Lesson Files folder.


7. Insert into Slide 1 the audio file entitled “Bon Sonata in G Minor” from the Lesson Files directory. Set the sound to play automatically when a new slide is presented. Hide the sound icon so that it is not displayed during the slide show.

8. Insert the movie file entitled T_Falls into Slide 1. Rotate the video right 90 degrees (Hint: Click the Rotate button on the Format Ribbon) and change the height of the video to 2.75”. Trim the video so that the ending point is at about 13 seconds. Add a Fade In and Fade Out duration of 2 seconds.

9. Click on Slide 2 in the Slides Pane and insert the Video File named Clock. Set the video to play automatically when the slide is activated and to loop until stopped.

10. Press F5 to begin the Slide Show. Click the Falls video to activate it. Press the spacebar to move to the next slide.

11. Press the Esc key twice to exit Slide Show view.

12. Save and close the presentation file.

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L E S S O N 4 – M A N A G E A N D D E L I V E R P R E S E N T A T I O N S


Lesson 4 - Managing and Delivering

a Presentation

Lesson Topics:

4.1 Setting up a Slide Show

4.2 Using Slide Show Navigation Tools

4.3 Creating Action Buttons

4.4 Rehearsing Timing

4.5 Using Package for CD

4.6 Delivering a Package for CD Presentation

4.7 Working with Embedded Fonts

4.8 Managing Files and Folders

4.9 Creating a Custom Slide Show

4.10 Using Presenter View

Lesson

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L E S S O N 4 – M A N A G E A N D D E L I V E R P R E S E N T A T I O N S


4.1 Setting Up a Slide Show

In this lesson, you will learn how to modify various Slide Show settings.

nce you are happy with the layout and content of your presentation, you can then set some additional Slide Show options. From the Set up Show dialog box, you can set the show type (speaker, individual or kiosk), set the presentation to loop continuously, choose which slides to display, how to

advance the slides (manually or using timings) or whether to show them with or without animation or narration.

To Set Up a Slide Show:

1. Click the Slide Show tab on the Ribbon. 2. Click the Set Up Slide Show button on the Set Up group on the Ribbon. 3. In the Show Type area, choose the desired presentation type (speaker,

individual or kiosk). 4. Under Show Options, choose desired looping, narration, animation, pen/laser

pointer color options. 5. Select the desired options under the Advance Slides area. Note: If you want

your slides to advance automatically, don’t forget to set your timings. 6. Click OK.

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