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PowerPoint® 2013 on Demand

Copyright © 2013 by Perspection, Inc.

All rights reserved. No part of this book shall be reproduced, stored in aretrieval system, or transmitted by any means, electronic, mechanical, photo-copying, recording, or otherwise, without written permission from the publish-er. No patent liability is assumed with respect to the use of the informationcontained herein. Although every precaution has been taken in the prepara-tion of this book, the publisher and author assume no responsibility for errorsor omissions. Nor is any liability assumed for damages resulting from the useof the information contained herein.

Library of Congress Cataloging-in-Publication Data is on file

ISBN-13: 978-0-7897-4856-0

ISBN-10: 0-7897-4856-8

Printed and bound in the United States of AmericaFirst Printing: April 2013

16 15 14 13 4 3 2 1

Que Publishing offers excellent discounts on this book when ordered in quantity for bulk purchases or special sales.

For information, please contact: U.S. Corporate and Government Sales

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For sales outside the U.S., please contact: International Sales

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TrademarksAll terms mentioned in this book that are known to be trademarks or servicemarks have been appropriately capitalized. Que cannot attest to the accuracyof this information. Use of a term in this book should not be regarded asaffecting the validity of any trademark or service mark.

Microsoft and the Microsoft Office logo are registered trademarks of MicrosoftCorporation in the United States and/or other countries.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate aspossible, but no warranty or fitness is implied. The authors and the publishersshall have neither liability nor responsibility to any person or entity withrespect to any loss or damage arising from the information contained in thisbook.

PublisherPaul Boger

Associate PublisherGreg Wiegand

Executive EditorLoretta Yates

Managing EditorSteve Johnson

AuthorSteve Johnson

Page LayoutJames Teyler

Interior DesignersSteve JohnsonMarian Hartsough

PhotographsTracy Teyler

IndexerKatherine Stimson

ProofreaderBeth Teyler

Team CoordinatorCindy Teeters

iii

Acknowledgments

a

aPerspection, Inc.PowerPoint 2013 on Demand has been created by the professional trainers and writers at Perspection, Inc. to the standards you’ve come to expect from Que publishing. Together, we are pleased to present this training book.

Perspection, Inc. is a software training company committed to providing informationand training to help people use software more effectively in order to communicate,make decisions, and solve problems. Perspection writes and produces softwaretraining books, and develops multimedia and web-based training. Since 1991, wehave written more than 130 computer books, with several bestsellers to our credit,and sold over 5 million books.

This book incorporates Perspection’s training expertise to ensure that you’ll receivethe maximum return on your time. You’ll focus on the tasks and skills that increaseproductivity while working at your own pace and convenience.

We invite you to visit the Perspection web site at:

www.perspection.com

AcknowledgmentsThe task of creating any book requires the talents of many hard-working peoplepulling together to meet impossible deadlines and untold stresses. We’d like tothank the outstanding team responsible for making this book possible: the writer,Steve Johnson; the production editor, James Teyler; the editor and proofreader, BethTeyler; and the indexer, Katherine Stimson.

At Que publishing, we’d like to thank Greg Wiegand and Loretta Yates for the oppor-tunity to undertake this project, Cindy Teeters for administrative support, and LoriLyons for your production expertise and support.

Perspection

http://www.perspection.com

iv

aa

About the AuthorSteve Johnson has written more than 80 books on a variety of computer software,including Adobe Edge Animate, Adobe Photoshop CS6, Adobe Dreamweaver CS6,Adobe InDesign CS6, Adobe Illustrator CS6, Adobe Flash Professional CS5,Microsoft Windows 8, Microsoft Office 2013 and 2010, Microsoft Office 2008 for the Macintosh, and Apple OS X Mountain Lion. In 1991, after working for AppleComputer and Microsoft, Steve founded Perspection, Inc., which writes and pro-duces software training. When he is not staying up late writing, he enjoys coachingbaseball, playing golf, gardening, and spending time with his wife, Holly, and threechildren, JP, Brett, and Hannah. Steve and his family live in Northern California, butcan also be found visiting family all over the western United States.

v

a

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vii

Contents

c

cIntroduction xvii

Getting Started with PowerPoint 1

Starting PowerPoint 2 New!

Viewing the PowerPoint Window 3Using the Ribbon 4 New!

Choosing Commands 5 New!

Working with the Ribbon and Toolbars 6Choosing Dialog Box Options 8Using the Status Bar 9 New!

Creating a Blank Presentation 10 New!

Creating a Presentation Using a Template 11 New!

Creating a Presentation from an Existing One 12 New!

Opening a Presentation 14 New!

Arranging Windows 16 New!

Using Task Panes and Window Panes 17 New!

Understanding PowerPoint Views 18 New!

Browsing a Presentation 20 New!

Documenting Properties 22Converting an Existing Document 23Getting Help While You Work 24 New!

Saving a Presentation 26 New!

Saving a Presentation with Different Formats 28 New!

Saving a Presentation to Online Services 30 New!

Working with Accounts 31 New!

Recovering a Document 32Closing a Presentation and Exiting PowerPoint 34 New!

Developing Presentation Content 35

Creating New and Consistent Slides 36 New!

Working with Objects 38 New!

Developing Text 40 New!

Entering Text 42

2

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Editing Text 44Setting Editing Options 45 New!

Correcting Text While Typing 46Undoing and Redoing an Action 48Resizing Text While Typing 50Inserting Information the Smart Way 52Inserting and Developing an Outline 54Moving and Indenting Text 56Setting Tabs 58Changing Text Alignment and Spacing 60Changing Character Spacing 62Changing Character Direction 63Formatting Text 64Modifying a Bulleted and Numbered List 66AutoFormatting Text While Typing 68Applying a Format Style 70Inserting Symbols 71Creating a Text Box 72 New!

Creating Text Columns 74Finding and Replacing Text 75Rearranging Slides 76Organizing Slides into Sections 78Using Slides from Other Presentations 80

Designing a Look 81

Making Your Presentation Look Consistent 82Viewing Masters 84Controlling Slide Appearance with Masters 86Controlling a Slide Layout with Masters 88Modifying Placeholders 90Controlling a Slide Background with Masters 92Adding a Header and Footer 93Inserting Slide Numbers 94Inserting the Date and Time 96Understanding Color Themes 97Viewing and Applying a Theme 98 New!

Creating a Color Theme 100Choosing Theme Fonts 102Choosing Theme Effects 103Creating a Custom Theme 104Adding Colors to a Presentation 106

3

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Adding a Background Style 107 New!

Modifying a Background Style 108Setting Up for Personal Templates 110 New!

Creating a Personal Template 111 New!

Opening Template 112 New!

Drawing and Modifying Shapes 113

Drawing and Resizing Shapes 114 New!

Inserting Multiple Shapes 116Adding Text to a Shape 117Drawing Lines and Arrows 118 New!

Creating and Editing Freeforms 120Modifying a Freeform 122Copying and Moving Objects 124 New!

Adding a Quick Style to a Shape 126 New!

Adding a Quick Style to Shape Text 127Applying Color Fills 128 New!

Applying Picture Fills 130 New!

Applying Texture Fills 132 New!

Applying Gradient Fills 134 New!

Applying Shape Effects 136Creating Shadows 138Adding 3-D Effects to a Shape 140 New!

Adding 3-D Rotation Effects to a Shape 142Aligning Objects to Grids and Guides 144 New!

Aligning and Distributing Objects 146Aligning Objects with Smart Guides 148 New!

Changing Stacking Order 149Connecting Shapes 150Rotating and Flipping a Shape 152Grouping and Ungrouping Shapes 154Merging Shapes Together 156 New!

Selecting Objects Using the Selection Pane 157

Inserting Pictures and Multimedia 159

Locating and Inserting Online Pictures 160 New!

Inserting Pictures from an Online Service 162 New!

Inserting Pictures from a SkyDrive or SharePoint 164 New!

Inserting a Picture from a File 165Inserting a Picture from a Slide Layout 166Examining Picture File Formats 167

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Creating a Photo Album 168Inserting a Picture Screen Shot 170Adding an Artistic Style to a Picture 171Adding a Quick Style to a Picture 172Applying a Shape to a Picture 173Applying a Border to a Picture 174 New!

Applying Picture Effects 175 New!

Modifying Picture Size 176 New!

Compressing a Picture 178Correcting a Picture 179 New!

Recoloring a Picture 180Cropping and Rotating a Picture 182Removing a Picture Background 184Creating WordArt Text 186Formatting WordArt Text 188 New!

Applying WordArt Text Effects 190Modifying WordArt Text Position 191 New!

Inserting Videos and Audio 192Editing Videos and Audio 194Adding Bookmarks to Video and Audio 196Formatting Videos 197Setting Video and Audio Play Options 198 New!

Playing Videos and Audio 200Recording Audio 202Compressing Media 203Optimizing Media 204 New!

Inserting Charts and Related Material 205

Creating SmartArt Graphics 206Using the Text Pane with SmartArt Graphics 208Modifying a SmartArt Graphic 210Resizing a SmartArt Graphic 211Formatting a SmartArt Graphic 212Formatting a Shape in a SmartArt Graphic 214 New!

Adding Pictures to a SmartArt Graphic 216Converting a SmartArt Graphic to Shapes 217Creating an Organization Chart 218Modifying an Organization Chart 220Inserting a Chart 222 New!

Selecting Chart Data 224 New!

Entering Chart Data 225 New!

6

Contents xi

c

Editing Chart Data 226 New!

Importing Data 228Modifying the Data Worksheet 230Selecting a Chart Type, Layout, and Style 232 New!

Selecting and Changing Chart Elements 234Formatting Chart Elements 236 New!

Working with Chart Elements 237 New!

Changing Chart Titles 238 New!

Changing Chart Labels 239 New!

Changing Line and Bar Charts 240 New!

Filtering Chart Data 241 New!

Saving a Chart Template 242 New!

Inserting a Table 244Modifying a Table 246Formatting a Table 248 New!

Adding a Quick Style to a Table 250Applying Effects to a Table 252Sharing Information Among Documents 253Embedding and Linking an Object 254Modifying Links 256Inserting a Microsoft Excel Chart 258Inserting a Microsoft Word Document 260

Creating a Web Presentation 261

Adding Action Buttons 262Adding Hyperlinks to Objects 264Creating Hyperlinks to External Elements 266Inserting Hyperlinks 268Using and Removing Hyperlinks 270Saving Slides as Web Graphics 272Saving a Presentation as Web Graphics 273Exploring XML 274Saving an XML Presentation 275Opening a Web Page 276Getting Documents from the Web 277

Finalizing a Presentation and Its Supplements 279

Changing Slide Setup Options 280 New!

Preparing Handouts 282Preparing Speaker Notes 284Customizing Notes Pages 286

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Changing Proofing Options 288 New!

Setting Languages for Proofing 290Checking Spelling 292 New!

Using Custom Dictionaries 294Inserting Research Material 296Finding the Right Words 297 New!

Translating Text to Another Language 298Using Multiple Languages 300Exporting Notes and Slides to Word 301Documenting Presentation Properties 302Checking Accessibility 304 New!

Checking Compatibility 306Saving Slides in Different Formats 307Saving Outline Text as a Document 308Creating a PDF Document 309Creating an XPS Document 310Selecting Printing Options 311Previewing a Presentation 312Printing a Presentation 314Printing an Outline 316

Preparing a Slide Show 317

Creating Slide Transitions 318Adding and Removing Animation 320Using Specialized Animation 322 New!

Coordinating Multiple Animations 324Animating a SmartArt Graphic 326Triggering Animations 328Using the Animation Painter 329Adding Slide Timings 330Recording a Narration 332Setting Up a Slide Show 334 New!

Creating a Custom Slide Show 336Hiding Slides 338Creating a Self-Running Presentation 339Working with Fonts 340

Presenting a Slide Show 341

Starting a Slide Show 342 New!

Navigating a Slide Show 344 New!

10

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c

Navigating a Slide Show with Touch 346 New!

Annotating a Slide Show 348 New!

Delivering a Show on Multiple Monitors 350 New!

Displaying a Show in Presenter View 352 New!

Saving a Presentation as a Slide Show 354Saving a Presentation as a Video 355Packaging a Presentation on CD 356Broadcasting a Presentation Online 358 New!

Giving a Presentation at an Online Lync Meeting 360 New!

Communicating Online with Lync 362 New!

Showing a Presentation with the PowerPoint Viewer 364Customizing the PowerPoint Viewer 365Showing Multiple Presentations 366

Reviewing and Securing a Presentation 367

Adding Comments to a Presentation 368 New!

Editing Comments in a Presentation 370 New!

Comparing and Merging Presentations 372Creating and Linking OneNotes 373Working with OneNote 374 New!

Inspecting Documents 376 New!

Adding Password Protection to a Presentation 378Adding Security Encryption to a Presentation 380Marking a Presentation as Read-Only 381Adding a Digital Signature 382Sending a Presentation Using E-Mail 384Sending a Presentation by Internet Fax 386 New!

Sending a Presentation by Instant Message 387 New!

Avoiding Harmful Attacks 388Using the Trust Center 390 New!

Selecting Trusted Publishers and Locations 391Setting Document Related Security Options 392Setting App Catalog Security Options 394 New!

Setting Add-in Security Options 395Setting ActiveX Security Options 396Setting Macro Security Options 397Changing Message Bar Security Options 398Setting Privacy Options 399Working with Office Safe Modes 400

11

xiv Contents

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Customizing the Way You Work 403

Setting Start Up Options 404 New!Setting Office Options 405 New!Setting General Options 406Setting Image Options 408Setting Chart Options 409 New!Setting Slide Show Options 410Setting Display Options 411 New!Setting Recent Presentation Options 412 New!Setting Default File Locations 413 New!Setting Advanced Save Options 414Working with Touch Screens 416 New!

Accessing Commands Not in the Ribbon 417Customizing the Way You Create Objects 418Working with Office Tools 420 New!Maintaining and Repairing Office 422 New!

Expanding PowerPoint Functionality 423

Adding Apps for Office 424 New!

Inserting Apps for Office 426 New!

Managing Apps for Office 427 New!

Viewing and Managing Add-ins 428Loading and Unloading Add-ins 430Enhancing a Presentation with VBA 432Viewing the Visual Basic Editor 434Setting Developer Options 435Simplifying Tasks with Macros 436Controlling a Macro 438Adding a Digital Signature to a Macro Project 440Assigning a Macro to a Toolbar or Ribbon 441Saving a Presentation with Macros 442Opening a Presentation with Macros 443Inserting ActiveX Controls 444Using ActiveX Controls 446Setting ActiveX Control Properties 447Playing a Movie Using an ActiveX Control 448 Changing the Document Information Panel 450

13

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Contents xv

c

Working Online with Office Documents 451

Working Online with SharePoint and SkyDrive 452 New!Signing in to SharePoint or SkyDrive 454 New!Saving and Opening on SharePoint or SkyDrive 456 New!Accessing Documents on SharePoint 458 New!Syncing Documents on SharePoint 460 New!Publishing Slides to a SharePoint Library 462Sharing Documents on SkyDrive 464 New!Accessing Documents on SkyDrive 466 New!Managing Documents on SkyDrive 468Downloading or Uploading Documents on SkyDrive 470Creating Office Documents on SkyDrive 471Sending Links to Documents on SkyDrive 472 New!Comparing the Office Desktop App to the Web App 474Working with Office Web Apps 476 New!Saving or Printing in Office Web Apps 478Co-authoring Documents with Office Web Apps 480 New!Blocking Co-authoring Documents 482

New Features 483 New!

Microsoft Office Specialist 489Index 497

14

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xvii

Introduction

Welcome to PowerPoint 2013 on Demand, a visual quick reference book that shows you how to work efficiently withMicrosoft PowerPoint. This book provides complete coverageof basic to advanced PowerPoint skills.

How This Book WorksYou don’t have to read this book in any particular order.We’ve designed the book so that you can jump in, get theinformation you need, and jump out. However, the book doesfollow a logical progression from simple tasks to more com-plex ones. Each task is presented on no more than two facingpages, which lets you focus on a single task without havingto turn the page. To find the information that you need, justlook up the task in the table of contents or index, and turn tothe page listed. Read the task introduction, follow the step-by-step instructions in the left column along with screen illus-trations in the right column, and you’re done.

What’s NewIf you’re searching for what’s new in PowerPoint 2013, justlook for the icon: New!. The new icon appears in the table ofcontents and throughout this book so you can quickly andeasily identify a new or improved feature in PowerPoint 2013.A complete description of each new feature appears in theNew Features guide in the back of this book.

Keyboard ShortcutsMost menu commands have a keyboard equivalent, such asCtrl+P, as a quicker alternative to using the mouse. A com-plete list of keyboard shortcuts is available on the web atwww.queondemand.com or www.perspection.com.

How You’ll Learn

How This Book Works

What’s New

Keyboard Shortcuts

Step-by-Step Instructions

Real World Examples

Workshops

Microsoft Office Specialist

Get More on the Web

http://www.queondemand.com


xviii

Step-by-StepInstructionsThis book provides concise step-by-step instructions that show you“how” to accomplish a task. Eachset of instructions includes illus-trations that directly correspond tothe easy-to-read steps. Alsoincluded in the text are time-savers, tables, and sidebars tohelp you work more efficiently orto teach you more in-depth infor-mation. A “Did You Know?” pro-vides tips and techniques to helpyou work smarter, while a “SeeAlso” leads you to other parts ofthe book containing related infor-mation about the task.

Real World ExamplesThis book uses real world exam-ples files to give you a context inwhich to use the task. By usingthe example files, you won’t wastetime looking for or creating sam-ple files. You get a start file and aresult file, so you can compareyour work. Not every topic needsan example file, such as changingoptions, so we provide a completelist of the example files usedthrough out the book. The exam-ple files that you need for projecttasks along with a complete filelist are available on the web atwww.queondemand.com orwww.perspection.com.

Real worldexamples helpyou apply whatyou’ve learnedto other tasks.

Illustrationsmatch thenumberedsteps.

Numberedsteps guideyou througheach task.

Did You Know? alertsyou to tips, techniquesand related information.

See Also points you torelated information inthe book.

Easy-to-followintroductionsfocus on asingle concept.



The Workshopswalks youthrough in-depthprojects to helpyou put MicrosoftPowerPoint towork.

Introduction xix

WorkshopsThis book shows you how to puttogether the individual step-by-step tasks into in-depth projectswith the Workshops. You start eachproject with a sample file, workthrough the steps, and then com-pare your results with a projectresults file at the end. The Work-shop projects and associated filesare available on the web atwww.queondemand.com orwww.perspection.com.

Microsoft OfficeSpecialistThis book prepares you for theMicrosoft Office Specialist (MOS)exam for Microsoft PowerPoint2013. Each MOS certification examhas a set of objectives, which areorganized into broader skill sets.To prepare for the MOS certifica-tion exam, you should review andperform each task identified with aMOS objective to confirm that youcan meet the requirements for theexam. Information about the MOSprogram is available in the back ofthis book. The MOS objectives andthe specific pages that cover them are available on the web atwww.queondemand.com orwww.perspection.com.





xx

Get More on the WebIn addition to the information inthis book, you can also get moreinformation on the web to helpyou get up to speed faster withPowerPoint 2013. Some of theinformation includes:

Transition Helpers◆ OOnnllyy NNeeww FFeeaattuurreess..

Download and print the newfeature tasks as a quick andeasy guide.

Productivity Tools◆ KKeeyybbooaarrdd SShhoorrttccuuttss..

Download a list of keyboardshortcuts to learn faster waysto get the job done.

More Content◆ PPhhoottooggrraapphhss.. Download

photographs and othergraphics to use in your Officedocuments.

◆ MMoorree CCoonntteenntt.. Downloadnew content developed afterpublication. For example,you can download a chapteron SharePoint server andOffice 365.

You can access these additionalresources on the web atwww.perspection.com.

Additional content is available on theweb. You candownload keyboardshortcuts.


Designing a Look

Introduction

As you develop your presentation, an important elementneeds to be considered: the look of your slides. The design ofyour presentation is just as important as the information thatit contains. A poorly designed presentation without the eye-catching design elements will lose your audience, and thenwhat your presentation has to say won’t really matter.

Microsoft PowerPoint comes with professionally designedtemplates to help you create a consistent presentation look. Atemplate is a presentation file that consists of one or moreslide masters. A sslliiddee mmaasstteerr is the part of a template thatcontains all of the properties of your PowerPoint presenta-tion—slide layouts, themes, effects, animation, backgrounds,text font style and color, date and time, and graphic place-ment. Each slide master contains one or more slide layouts,which defines the positioning and formatting of content on aslide. Layouts contain placeholders, which hold and formatfuture text and other slide content, such as slide numbers,date, time, and headers and footers.

Besides the text and graphics that you place on yourslides, another important part of a presentation is the use ofcolor. Not everyone has an eye for color, and pulling it alltogether can be daunting, so PowerPoint provides you withprofessionally designed color themes, which you can applyto any slide master. A tthheemmee is a set of unified design ele-ments that provides a consistent look for a presentation byusing color themes, fonts, and effects, such as shadows,shading, and animations.

Once you’ve set up your masters and themes to beexactly the way you want them, you can save it as a designtemplate. Company specific styles, logos, colors themes andother elements, can now become a new template to be usedwith other presentations in the future.

3

3What You’ll Do

Make Your Presentation LookConsistent

View Masters

Control Slide Appearance with Masters

Control a Slide Layout with Masters

Modify Placeholders

Control a Slide Background withMasters

Add a Header and Footer

Insert Slide Numbers

Insert the Date and Time

View and Apply a Theme

Understand and Create Color Themes

Choose Theme Effects and Font

Create a Custom Theme

Add Colors to a Presentation

Add and Modify a Background Style

Set Up for Personal Templates

Create a Personal Template

Open a Template

81

82 Chapter 3

Each PowerPoint presentation comes with aset of mmaasstteerrss: slide, notes, and handout. Amaster controls the properties of each corre-sponding slide or page in a presentation. Forexample, when you make a change on a slidemaster, the change affects every slide. If youplace your company logo, other artwork, thedate and time, or slide number on the slidemaster, the element will appear on everyslide.

Each master contains placeholders and atheme to help you create a consistent lookingpresentation. A placeholder provides a consis-tent place on a slide or page to store text and

information. A theme provides a consistentlook, which incorporates a color theme,effects, fonts, and slide background style.Placeholders appear on the layouts associ-ated with the master. The notes and handoutmasters use one layout while the slide masteruses multiple layouts. Each master includes adifferent set of placeholders, which you canshow or hide at any time. For example, theslide master includes master title and textplaceholders, which control the text formatfor every slide in a presentation, while thehandout master includes header, footer, date,page number, and body placeholders. You canmodify and arrange placeholders on all of the

Making Your Presentation Look Consistent

Slide layouts

Slide Master view

Slide master Slide Titlelayout

Chapter 3 Designing a Look 83

master views to include the information anddesign you want.

You can also view and make changes to amaster—either slide, notes, or handout—inone of the master views, which you canaccess using the View tab. When you view amaster, the Ribbon adds a Program tab thatcorrespond to the master. For example, whenyou switch to Slide Master view, the SlideMaster tab appears. The Ribbon on each mas-ter view also includes a Close Master Viewbutton, which returns you to the view youwere in before you opened the master.

The Ribbon for each master view alsoincludes commands specific to the type ofmaster. For example, the Slide Master tabcontains several buttons to insert, delete,rename, duplicate, and preserve slide mas-ters. You can insert one or more slide mastersinto a presentation, which is useful for creat-ing separate sections within the same presen-tation. When you preserve a slide master, youprotect it from being deleted. As you workwith slide masters in Slide Master view, youcan create custom slide layouts and insertplaceholders.

Edit master slides

Consistentlook

Consistentfonts

Slide master

If you want to change the appearance of each instance of a slide element, like all the title fonts or all the bullet characters, you don’thave to change every slide individually. Instead, you can change themall at once using a slide master. PowerPoint updates the existing slides,and then applies your settings to any slides you add. Each PowerPointpresentation contains three masters: slide, notes, and handout. Whichmaster you open depends on what part of your presentation you wantto change. The slide master controls all the presentation slides, whilethe notes master and handout master controls the appearance of allspeaker notes pages, and handout pages, respectively.

84 Chapter 3

Viewing Masters

View the Slide Master

Click the View tab.

Click the Slide Master button.

The slide master appears in theleft pane as a larger slideminiature with a number next to itand the slides layouts associatedwith it appear below it.

TIMESAVER You can view theslide master quickly. Press andhold the Shift key, and then clickthe Normal view button.

Click the slide master or slidelayout to display it in the slidemaster view.

Use the scroll bar in the left paneto display additional slide mastersand slide layouts.

Click the Close Master Viewbutton on the Ribbon.

4

3

2

11 4

3 Click to display additionallayouts and slide masters


View the Notes Master

Click the View tab.

Click the Notes Master button.

The Notes Master controls thelook of your notes pages.


View the Handout Master

Click the View tab.

Click the Handout Master button.

TIMESAVER You can view thehandout master quickly. Press andhold the Shift key, and then clickthe Slide Sorter view button.

The Handout Master controls thelook of your handouts.

Click the Slides-per-page button,and then use one of the following:

◆ Click the number of slides youwant on your handout pages: 1,2, 3, 4, 6, or 9.

◆ Click Show Slide Outline toshow the slide outline, click theSlides-per-page button.

The item you select in steps 2 or 3


4

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2

1

3

2

11 3 Notes Master view

1 4 Handout Master view3

If you want an object, such as a company logo or clip art, to appear onevery slide in your presentation, place it on the Slide Master. All of thecharacteristics of the Slide Master (background color, text color, font,and font size) appear on every slide. However, if you want an object toappear on a certain slide type, place it on a slide layout in Slide Masterview. The Slide Master tab contains several buttons to insert, delete,rename, duplicate, and preserve masters. You can create unique slidesthat don’t follow the format of the masters. When you preserve a mas-ter, you protect (lock) it from being deleted. You can also arrange theplaceholders the way you want them.

86 Chapter 3

Controlling SlideAppearance withMasters

Include an Object on Every Slideor Only Specific Slides

Click the View tab, and then click the Slide Master button.

Add the objects you want to a slidemaster or slide layout, and thenmodify its size and placement.

◆ Slide master. Includes object onevery slide.

Slide master is the top slideminiature in the left column.

◆ Slide layout. Includes objectonly on the specific layout.

Click the Close Master View buttonon the Ribbon.

3

2

1

Did You Know?You can delete a slide master. Click theView tab, click the Slide Master button,select the slide master you want todelete, click the Delete button in theEdit Master group, and then click theClose Master View button.

You can rename a slide master. Clickthe View tab, click the Slide Masterbutton, select the slide master youwant to rename, click the Rename but-ton in the Edit Master group, type anew name, click Rename, and thenclick the Close Master View button.

1 3Slide master

2Slide layouts


Insert a New Slide Master


Click the Insert Slide Masterbutton.

The new slide master appears atthe bottom of the left pane with apush pin indicating the newmaster is preserved.


The new slide master andassociated layouts appears in theAdd Slide and Layout galleries atthe bottom (scroll down ifnecessary).

Preserve or Not Preserve a Slide Master


Click the master that you want topreserve or not preserve.

A push pin appears under the slidemaster number to indicate themaster is currently preserved.

Use the Preserve button to toggleit on (highlighted) and off (nothighlighted).

◆ Preserve. Click the Preservebutton to lock the master(highlighted).

◆ Not preserve. Click thePreserve button to unlock themaster (not highlighted), andthen click Yes or No to deletethe master (if not used).


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1 42 3

New slide masterand layouts

Each slide master includes a standard set of slide layouts. If the stan-dard layouts don’t meet your specific needs, you can modify one to cre-ate a new custom slide layout, or insert and create a new custom slidelayout from scratch. You can use the Ribbon in Slide Master view tohelp you create a custom slide layout. In the Master Layout group, youcan show and hide available placeholders or insert different types ofplaceholders, such as Content, Text, Picture, Chart, Table, Diagram,Media, and Clip Art.

88 Chapter 3

Controlling a SlideLayout with Masters

Insert a New Slide Layout


Select the slide master in the leftpane in which you want toassociate a new layout.

Click the Insert Layout button.

The new slide layout appears atthe end of the current slide layoutsfor the slide master.


4

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2

1

See AlsoSee “Modifying Placeholders” on page90 for information on showing, hiding,and formatting placeholders.

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Create a New Slide Layout froman Existing One


Right-click the slide layout youwant to use, and then clickDuplicate Layout.

The duplicate layout appearsbelow the original one.

Click the Rename button.

Type a new layout name.

Click Rename.


Insert a Placeholder


Select the slide layout to whichyou want to insert a placeholder.

Click the Insert Placeholder buttonarrow, and then click theplaceholder you want to insert.

TIMESAVER Click the InsertPlaceholder button to insert aplaceholder used to hold any kindof content.

On the slide, drag to create aplaceholder the size you want onthe slide layout.


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Each PowerPoint master comes with a different set of standard place-holders. The slide master comes with Title and Footer placeholder,while the handouts master comes with Header, Footer, Date, and PageNumber placeholders. If a master doesn’t contain the information youneed, you can modify it by showing or hiding placeholders. After youdisplay the placeholders you want, you can insert content—such asheader or footer text—and format it like any other text box with thelook you want. For example, you can format placeholder text usingWordArt styles and Font and Paragraphs tools on the Home tab.

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ModifyingPlaceholders

Show or Hide a Placeholder

Click the View tab, and then click the master view (Slide Master,Handout Master, or Notes Master)button with the master you want tochange.

If you’re in Slide Master view,select the slide master or slidelayout you want to change.

Select or clear the check box forthe placeholder you want to showor hide.

◆ Slide Master. Select or clearthe Title or Footers checkboxes.

◆ Handout Master. Select orclear the Header, Footer, Date,or Page Number check boxes.

◆ Notes Master. Select or clearthe Header, Slide Image, Footer,Date, Body, or Page Numbercheck boxes.


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See AlsoSee “Controlling a Slide Layout withMasters” on page 88 for information on inserting placeholders on a slidemaster or slide layout.

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Modify and Format Placeholders


If you’re in Slide Master view,select the slide master or slidelayout you want to change.

Select the placeholder you want to change.

To add information to a place-holder, such as a header or footer,click the text box to insert the I-beam, and then type the text youwant.

To format the placeholder, clickthe Home and Format (underDrawing Tools) tabs, and then usethe formatting tools on the Ribbon.

◆ Use the WordArt Styles toapply Quick Styles from theStyle gallery.

◆ Use tools in the Font andParagraph groups to modify theplaceholder.

To delete the placeholder, pressthe Delete key.


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Did You Know?You can change the slide master lay-out. If you delete an item from the slidemaster, you can reshow it again. Selectthe slide master in Slide Master view,click the Slide Layout button, select theplaceholder check boxes you want,and then click OK.

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Using Objects on the Notes MasterWhy don’t the objects on the Notes master appear in the Notes panein Normal view? The objects that you add to the Notes master willappear when you print the notes pages. They do not appear in theNotes pane of Normal view or when you save your presentation as aweb page.

For Your Information

You may want to place an object onto most slides, but not every slide.Placing the object on the slide master saves you time. Use the Inserttab to help you insert objects. Once an object is placed on the slidemaster, you can hide the object in any slide you want. You can evenchoose to hide the object on every slide or only on specific ones. If youselect the slide master in Slide Master view, you can hide backgroundgraphics on all slides. If you select a slide layout, you can hide them onthe selected layout.

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Controlling a SlideBackground withMasters

Hide Master BackgroundObjects on a Slide

Click the View tab, click the SlideMaster button, and then select theslide master (for all slides) or slidelayout (for specific slides) youwant to hide background objects.

Select the Hide BackgroundGraphics check box.

◆ To hide a background object ona single slide, display the slidein Normal view, click theDesign tab, and then select theHide Background Graphicscheck box.


Add Background Graphics


Click the Insert tab, click the InsertPicture button, locate and selectthe picture you want, and thenclick Insert.


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Headers and footers appear on every slide. You can choose to not havethem appear on the title slide. They often include information such asthe presentation title, slide number, date, and name of the presenter.Use the masters to place header and footer information on your slides,handouts, or notes pages. Make sure your header and footer don’tmake your presentation look cluttered. The default font size is usuallysmall enough to minimize distraction, but you can experiment by chang-ing their font size and placement to make sure.

Adding a Header and Footer

Add a Header and Footer

Click the Insert tab, and then clickthe Header & Footer button.

Click the Slide or Notes andHandouts tab.

Enter or select the information youwant to include on your slide oryour notes and handouts.

To not include a header and footeron the title slide, select the Don’tshow on title slide check box.

Click Apply to apply yourselections to the current slide (ifavailable), or click Apply to All toapply the selections to all slides.

Change the Look of a Header or Footer


Make the necessary changes tothe header and footer like anyother text box. You can move orresize them or change their textattributes using the Home tab.


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You can insert slide numbers into the text of your presentation. Whenyou insert slide numbers, PowerPoint keeps track of your slide numbersfor you. You can insert slide numbers on every slide or only on a specificslide. To insert a slide number on every page, you place it in a place-holder on the slide master. In the Slide Master view, PowerPoint insertsa code <#> for the slide number. When you view slides in other views,the slide number is shown. To insert a slide number only on a specificpage, you insert it in a text box on the slide you want. You can even startnumbering with a page number other than one. This is useful when yourslides are a part of a larger presentation.

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Inserting SlideNumbers

Insert Slide Numbering on Slides, Notes, and Handouts


Select the master or layout inwhich you want to insert a slidenumber, if available.

Click to place the insertion point in the text object where you wantto insert the current slide number.

Click the Insert tab.

Click the Insert Slide Numberbutton.

The <#> symbol appears in the text.

Click the Slide Master tab, andthen click the Close Master Viewbutton on the Ribbon.

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Did You Know?Insert slide numbers on slides, notes,and handout using the default place-holder. Click the Insert tab, click theSlide or Notes And Handouts tab, clickthe Date & Time button, select theSlide Number check box, and thenclick Apply or Apply To All.

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Insert Slide Numbering on aSpecific Slide

Click to place the insertion point in the text object where you wantto insert the current slide number.


Click the Insert Slide Numberbutton.

The current slide number isinserted into the text box.

TROUBLE? If you don’t placethe insertion point, the Header andFooter dialog opens.

Start Numbering with aDifferent Number

Insert the slide number if you needone on the slide or slide master.


Click the Slide Size button, andthen click Custom Slide Size.

Click the Number slides from up ordown arrow to set the number youwant.

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You can insert the date and time into your presentation. For example,you might want today’s date to appear in a stock market quote. You caninsert the date and time on every slide, notes page or handout, or onlyon a specific slide. To insert the date and time on every page, you placeit in a placeholder on the slide master. To insert the date and time onlyon a specific page, you insert it in a text box on the slide you want. Youcan set the date and time to automatically update to your system clockor stay fixed until you change it.

Inserting the Date and Time

Insert the Date and Time on a Specific Slide

Click to place the insertion point in the text object where you wantto insert the date and time.


Click the Date & Time button.

Click the date or time format youwant.

To have the date and timeautomatically update, select theUpdate Automatically check box.

To change the default date andtime format, click Default, andthen click Yes to confirm.

Click OK.

Insert the Date and Time onSlides, Notes, and Handouts


Click the Date & Time button.

Click the Slide or Notes andHandouts tab.

Click the Date and time check box.

Click the Update automatically orFixed option, and then specify orselect the format you want.

Click Apply to apply yourselections to the current slide, orclick Apply to All to apply theselections to all slides.

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Understanding Color Themes

Every presentation has at least one colortheme. A presentation with more than one setof slide masters can have more than one colortheme. A color theme helps you create profes-sional-looking presentations that use an appro-priate balance of color for your presentationcontent. You can use a default color theme orcreate a custom one.

Color themes in PowerPoint are made up ofa palette of twelve colors. These colors appearon color palettes when you click the Shape Filland Outline Color or Font Color button arrowon the Home and Format tabs.

These twelve colors correspond to the following elements in a presentation:

FFoouurr TTeexxtt aanndd BBaacckkggrroouunndd..The two back-ground colors (light and dark combinations)are the canvas, or drawing area, color of theslide. The two text colors (light and dark com-binations) are for typing text and drawinglines, and contrast with the background colors.

SSiixx AAcccceenntt. These colors are designed to work as a complementary color palette forobjects, such as shadows and fills. These colors contrast with both the background andtext colors.

OOnnee hhyyppeerrlliinnkk. This color is designed to workas a complementary color for objects andhyperlinks.

OOnnee ffoolllloowweedd hhyyppeerrlliinnkk. This color is designedto work as a complementary color for objectsand visited hyperlinks.

The first four colors in the Theme Colorslist represent the presentation text and back-ground colors (light and dark for each). Theremaining colors represent the six accent andtwo hyperlink colors for the theme. When youapply another theme or change any of thesecolors to create a new theme, the colorsshown in the Theme Colors dialog box andcolor palettes change to match the current colors.

Sample color themes:Dark and Light

Twelve theme colorsAccent 2

Accent 3

Accent 4

Accent 5

Accent 6 Accent 1

Text/Background - Light 1 Text/Background - Dark 1

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A presentation theme consists of theme colors, fonts, and effects. Youcan quickly format an entire presentation with a professional look byapplying a theme. If a theme is not exactly what you want, you canapply a theme variation to give you more options (New!). To quickly seeif you like a theme, point to one on the Design tab to display a ScreenTipwith name and information about it, and a live preview of it in the cur-rent slide. If you like it, you can apply it. When you apply a theme, thebackground, text, graphics, charts, and tables all change to reflect thetheme. You can apply a theme to a matching slide, selected slides or allslides in a presentation. You can choose from one or more standardthemes. When you add new content, the slide elements change tomatch the theme ensuring all of your material will look consistent. Youcan even use the same theme in other Microsoft Office programs, suchas Word and Excel, so all your work matches. Can’t find a theme youlike? Search Microsoft Office.com on the web.

Viewing andApplying a Theme

View and Apply a Theme

Select the slide with the slidemaster you want to change.

Click the Design tab.

Click the scroll up or down arrow,or click the More list arrow in theThemes gallery to see additionalthemes.

The current theme appearshighlighted in the gallery.

Point to a theme.

A live preview of the themeappears in the current slide, and aScreenTip with the theme nameand how many slides use it.

Click the theme you want from thegallery to apply it to the selectedslide master (and all its slides).

◆ To apply the theme to matchingslides, all slides, or selectedslides, right-click the themefrom the gallery, and then clickthe option you want.

◆ To set a theme as default, right-click the theme you want fromthe gallery, and then click Setas Default Theme.

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Getting Theme Updates from Office.comIf you want to get theme updates from Office.com, you can enableupdates. Select the slide with the slide master you want to change,click the Design tab, click the More list arrow in the Themes gallery,and then click Enable Content Updates From Office.com.



Apply a Theme Variation



Click the scroll up or down arrow,or click the More list arrow in theVariants gallery (New!) to seevariations on the current theme.

Point to a theme variation.

A live preview of the themevariation appears in the currentslide, and a ScreenTip with thetheme name and how many slidesuse it.

Click the theme variation you wantfrom the gallery to apply it to theselected slide master (and all itsslides).

Apply the Theme of One Slide to Another

Click the Normal View or SlideSorter View button.

Click the Home tab.

Click the slide with the colortheme you want to apply.

Click the Format Painter button on the Home tab to apply the colortheme to one slide, or double-clickthe button to apply the color themeto multiple slides.

Click the slides to which you want to apply the color theme.

If you are applying the theme to more than one slide, press Escto cancel the Format Painter. If youare applying the theme to only oneslide, the Format Painter iscanceled automatically.

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You may like a certain color theme except for one or two colors. Youcan change an existing color theme and apply your changes to theentire presentation or to just a few slides. You can add other customcolors to your theme by using RGB (Red, Green, and Blue) or HSL(Hues, Saturation, and Luminosity) color modes. The RGB color mode isprobably the most widely used of all the color modes. You can accom-plish this by using sliders, dragging on a color-space, or entering anumeric value that corresponds to a specific color. Once you createthis new color theme, you can add it to your collection of color themesso that you can make it available to any slide in the presentation.

Creating a ColorTheme

Change a Color in a StandardColor Theme


Click the More list arrow in theVariants gallery, point to Colors,and then click Customize Colors.

Click the Theme Colors buttons(Text/Background, Accent, orHyperlink, etc.) for the colors youwant to change.

Click a new color, or click MoreColors to select a color from theStandard or Custom tab, and thenclick OK.

◆ To select a custom color, dragacross the palette until thepointer is over the color youwant, or choose a Color Model,and then enter the Hue, Sat,Lum, or Red, Green, and Bluevalues.

If you don’t like your color choices,click the Reset button to return allcolor changes to their originalcolors.

Type a new name for the colortheme.

Click Save.

◆ To apply theme colors to apresentation, click the More listarrow in the Variants gallery,point to Colors, and then click acolor theme.

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Characteristic Description

Hue The color itself; every color is identified by a number, determined by the number of colors available on your monitor.

Saturation The intensity of the color. The higher the number, the more vivid the color.

Luminosity The brightness of the color, or how close the color is to black or white. The larger thenumber, the lighter the color.

Red, Green, Blue Primary colors of the visible light spectrum. RGB generates color using three 8-bit channels: 1 red, 1 green, and 1 blue. RGB is an additive color system, which means that color is added to a black background. The additive process mixes various amounts of red, green and blue light to produce other colors.

Select Custom Colors

Select a text box.

Click the Font Color button on theHome tab, and then click MoreColors.

This is one method. You can alsouse other color menus to accessthe Colors dialog box.

Click the Custom tab.

Click the Color model list arrow,and then click RGB or HSL.

Select a custom color using one ofthe following methods:

◆ If you know the color values,enter them, either Hue, Sat,Lum, or Red, Green, and Blue.

◆ Drag across the palette untilthe pointer is over the color youwant. Drag the black arrow toadjust the amount of black andwhite in the color.

The new color appears abovethe current color at the bottomright.

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Drag to adjust color range

Drag to select a color

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Did You Know?You can edit a custom color theme.On the Design tab, click the ThemeColors button, right-click the customcolor theme you want to edit, click Edit,make changes, and then click Save.

You can delete a custom color theme.On the Design tab, click the ThemeColors button, right-click the customcolor theme you want to delete, clickDelete, and then click Yes.

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A presentation theme consists of theme colors, fonts, and effects.Theme fonts include heading and body text fonts. Each presentationuses a set of theme fonts. When you click the Theme Fonts button onthe Design tab, the name of the current heading and body text fontappear highlighted in the gallery menu. You can apply a set of themefonts to another theme or create your own set of theme fonts.

Choosing Theme Fonts

View and Apply Theme Fonts



Click the More list arrow in theVariants gallery, and then point toFonts.

The current theme fonts appearhighlighted in the menu.

TIMESAVER Point to the Fontsbutton to display a ScreenTip withthe current theme fonts.

Click the theme fonts you wantfrom the gallery menu.

◆ To apply the theme fonts tomatching slides or all slides,right-click the theme fontsname on the menu, and thenclick the option you want.

Create Theme Fonts


Click the More list arrow in theVariants gallery, point to Fonts, andthen click Customize Fonts.

Click the Heading font list arrow,and then select a font.

Click the Body font list arrow, andthen select a font.

Type a name for the custom themefonts.

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A presentation theme consists of theme colors, fonts, and effects.Theme effects are sets of lines, fills, and special effects styles forshapes, graphics, charts, SmartArt, and other design elements. Bycombining the lines, fills, and special effects styles with different for-matting levels (subtle, moderate, and intense), PowerPoint provides avariety of visual theme effects. Each presentation uses a set of themeeffects. Some are more basic while others are more elaborate. Whenyou click the Theme Effects button on the Design tab, the name of thecurrent theme effects appears highlighted in the gallery menu. Whileyou can apply a set of theme effects to another theme, you cannot create your own set of theme effects at this time.

Choosing ThemeEffects

View and Apply Theme Effects



Click the More list arrow in theVariants gallery, and then point toEffects.

The current theme effects appearhighlighted in the menu.

TIMESAVER Point to theEffects button to display aScreenTip with the current themeeffects name.

Click the theme effects you wantfrom the menu.

◆ To apply the theme effects tomatching slides or all slides,right-click the theme effectsname on the menu, and thenclick the option you want.

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Did You Know?You can edit or delete a custom themefonts. On the Design tab, click theMore list arrow in the Variants gallery,point to Fonts, and then right-click thetheme you want to edit or delete. Toedit it, click Edit, change it, and thenclick Save. To delete it, click Delete,and then click Yes.

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If you have special needs for specific colors, fonts, and effects, such asa company sales or marketing presentation, you can create your owntheme by customizing theme colors, theme fonts, and theme effects, andsaving them as a theme file (.thmx), which you can reuse. You can applythe saved theme to other presentations and slides. When you save acustom theme, the file is automatically saved in the Document Themesfolder and added to the list of custom themes used by PowerPoint andother Office programs. When you no longer need a custom theme, youcan delete it.

Creating a CustomTheme

Create a Custom Theme

Click the Design tab, and thencreate a theme by customizingtheme colors, theme fonts, andtheme effects.

Click the More list arrow in theThemes gallery, and then clickSave Current Theme.

Document Themes Folder.C:\Users\user name\AppData\Roaming\Microsoft\Templates\Document Themes; typical Officelocation, yours can differ.

Type a name for the theme file.

Click Save.

Choose a Custom Theme


Click the scroll up or down arrow,or click the More list arrow in theThemes gallery to see additionalthemes.

Point to the custom theme youwant to display a live preview anda ScreenTip with the theme name.

Click the custom theme you wantfrom the gallery to apply it to theselected slide master (and all itsslides).

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Apply a Custom Theme From a File



Click the More list arrow in theThemes gallery, and then clickBrowse for Themes.

If you want to open a specific filetype, click the Files of type listarrow, and then click a file type.

◆ Office Themes and ThemedDocuments.

◆ Office Themes.

◆ Office Themes and PowerPointTemplates.

If the file is located in anotherfolder, click the Look in list arrow,and then navigate to the file.

Document Themes Folder.C:\Users\user name\AppData\Roaming\Microsoft\Templates\Document Themes; typical Officelocation, yours can differ.

Click the theme file you want.

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Did You Know?You can remove a custom theme fromthe gallery menu. Simply move thetheme file from the Document Themesfolder into another folder. You can alsoright-click a theme in the Themesgallery, click Delete, and then click Yes.

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In addition to the twelve color theme colors, PowerPoint allows you toadd more colors to your presentation. These additional colors are avail-able on each color button palette on the Ribbon or in a dialog box, suchas the Font Color button. These colors are useful when you want tochange the color of an object to a specific color, but the presentationcolor theme does not have that color. Colors that you add to a presenta-tion appear in all color palettes and remain in the palette even if thecolor theme changes. PowerPoint “remembers” up to ten colors thatyou’ve added. If you add an eleventh, it appears first on the palette,replacing the oldest.

Adding Colors to aPresentation

Add a Color to the Menus

Click the object whose color youwant to change, and then click theFormat tab under Drawing Tools.

Click the Shape Fill Color, ShapeOutline Color, or Font Color buttonarrow on the Home or Format tabsto change an object’s color, andthen click More Fill Colors, MoreOutline Colors, or More Colors.

Select a color from the Standardor Custom tab.

◆ To select a custom color, dragacross the palette until thepointer is over the color youwant, or choose a Color Model,and then enter the Hue, Sat,Lum, or Red, Green, and Bluevalues.

To adjust transparency, drag theTransparency slider or enter avalue.

Click OK.

The current selection is changedto the new color, plus the newcolor is added to the RecentColors section of the menu and isnow available to use throughoutthe presentation.

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In PowerPoint, you can add a background style to your presentation. A background style is a background fill made up of different combina-tions of theme colors. When you change a presentation theme, thebackground styles change to reflect the new theme colors and back-grounds. To quickly see if you like a background style, you can point toone in the Background Styles gallery to display a live preview of it withthe current slide. If you like it, you can apply it.

Adding a BackgroundStyle

Add a Background Style

Click the Design tab to change thebackground of the selected slide,or click the View tab, and thenclick the Slide Master View tab tochange the background of theselected slide master or slidelayout.

Click the More list arrow underVariants point to BackgroundStyles (Design tab), or click theBackground Styles button (SlideMaster View).

Point to a style to display a livepreview of the style.

Click the style you want from thegallery to apply it to the selectedslide, slide master (and all itsslides), or slide layout.

◆ To apply the style to matchingslides, all slides, selectedslides, or slide master, right-click the style from the gallery,and then click an option.

To set options, click the More listarrow under Variants point toBackground Styles (Design tab), orclick the Background Stylesbutton (Slide Master View), andthen click an option.

◆ Options. Click FormatBackground, select options inthe pane (New!), and thenclick Apply to All.

◆ Reset. Click Reset SlideBackground.

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Modifying aBackground Style

Create a Picture or TextureBackground Style

Click the Design tab to change theselected slide background, or clickthe View tab, and then click theSlide Master View tab to changethe selected slide master or slidelayout background.

Click the Background Stylesbutton, and then click FormatBackground.

Click the Picture or texture filloption to display the available filleffects.

Click the Texture button, and selecta texture, or click File, Clipboard,or Online, and select a picture.

To tile the background, select theTile picture as texture check box,and then specify the offset x and y,scale x and y, alignment, andmirror type you want. If you clearthe check box, specify the stretchbackground options you want.

Drag the Transparency slider tospecify a percentage.

Click Apply to All to apply the fill effect to all slides, or click theClose button in the pane to applyonly to the selected slide or slidemaster.

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In PowerPoint, you can create a background style by adding a solid, agradient, a texture, a pattern, or even a picture. A gradient backgroundis a visual effect in which a solid color gradually changes from light todark or dark to light. PowerPoint offers one-color and two-color gradientbackgrounds with six styles: horizontal, vertical, diagonal up, diagonal down, from corner, and from title. For a one-color gradientbackground, the shading color can be adjusted lighter or darker,depending on your needs. You can also choose one of 24 professionallydesigned backgrounds in which the color gradient changes directionaccording to the shading style selected. In addition to a shaded back-ground, you can also have a background with a texture, a pattern, or apicture. PowerPoint has several different textures, patterns, and pictures that you can apply to a presentation.

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Create a Gradient BackgroundStyle

Click the Design tab to change theselected slide background, or clickthe View tab, and then click theSlide Master View tab to changethe selected slide master or slidelayout background.

Click the Background Stylesbutton, and then click FormatBackground.

Click the Gradient fill option todisplay the available fill effects.

Click the Preset Colors button, andthen select a color style.

Click the Type list arrow, and thenclick a type: Linear, Radial,Rectangle, or Path.

Click the Direction list arrow,select a direction, and thenspecify an angle.

Add or remove gradient stops,select a color, and then drag theStop position slider to specify apercentage.

Drag the Transparency slider tospecify a percentage.

Select or clear the Rotate withshape check boxes as desired.

Click Apply to All to apply the fill effect to all slides, or click theClose button in the pane to applyonly to the selected slide or slidemaster.

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If you want to create your own custom personal templates and accessthem from the Start or New screen, you should create a My Templatesfolder (New!)—such as C:\Users\user name\My Templates—and thenspecify the folder as the default for your personal templates (New!). Ifyou don’t create a folder, Microsoft creates one named Custom OfficeTemplates in the C:\Users\user name\Documents folder. You can specifyyour default personal templates folder in the Options dialog box underSave. After you set up your personal templates folder, you can accessthem from the Start or New screen under Custom (New!).

Setting Up forPersonal Templates

Set Up for Personal Templates

In Windows Explorer, navigate tothe location where you want tostore your personal templates, andthen create a folder named MyTemplates.

◆ Personal Templates Folder.C:\Users\user name\MyTemplates; typical location,yours can differ.

Click the File tab, and then clickOptions.

In the left pane, click Save.

In the Default personal templateslocation box, enter the path to apersonal templates folder.

My Templates Folder.C:\Users\user name\My Templates;typical location, yours can differ.

Custom Office Templates Folder.C:\Users\user name\Documents\Custom Office Templates.

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See AlsoSee “Creating a Personal Template” on page 112 for more information oncreating a custom template for use inthe My Templates folder.


You can create your own personal template as easily as you create apresentation. Like those that come with PowerPoint, custom templatescan save you time. Perhaps each month you create a presentation inwhich you enter repetitive information; all that changes is the actualdata. By creating your own template, you can have a custom form that isready for completion each time you take inventory. A template file (.potx)saves all the customization you made to reuse in other documents. Youcan store your template anywhere you want; however, you may find ithandy to store it in a My Templates folder (New!), or the default CustomOffice Templates folder (New!). When you set up the default personaltemplates folder in the Options dialog box under Save, your personaltemplates appear under Custom in the Start or New screen.

Creating a PersonalTemplate

Create a Personal Template

Enter all the necessary informationin a presentation—including text,graphics, and formatting.

Click the File tab, and then clickSave As.

Click Computer, and then clickBrowse.

Click the Save as type list arrow,and then select a template format.

◆ PowerPoint Template. Createsa template for PowerPoint2007-2013.

◆ PowerPoint Macro-EnabledTemplate. Creates a templatefor PowerPoint 2007-2013 withmacros.

◆ PowerPoint 97-2003 Template.Creates a template forPowerPoint 97-2003.

Navigate to your personaltemplates folder.

My Templates. C:\Users\user name\My Templates; yourlocation might differ.

Custom Office Templates.C:\Users\user name\Documents\Custom Office Templates.

Type a name for your template.

Click Save.7

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112 Chapter 3

You may not realize it, but every presentation you create is based on a template. When you start a new presentation without specifying a tem-plate, PowerPoint creates a new presentation based on the default tem-plate file. When you specify a particular template in the Start or Newscreen (New!), whether it’s one supplied by PowerPoint or one you cre-ated yourself, PowerPoint starts a new presentation that contains thetext, graphics, and formatting contained in that template. The templateitself does not change when you enter data in the new presentation,because you are working on a new file, not with the template file.

Opening a Template

Open a Template

Click the File tab, and then clickOpen.

Click Computer, and then clickBrowse.

Click the Files of type list arrow,and then click Templates.

Click the Look in list arrow, andthen select the folder that containthe template you want to open.

Personal Templates. C:\Users\user name\My Templates; yourlocation might differ, or C:\Users\user name\Documents\CustomOffice Templates (default).

Office Templates. C:\ProgramFiles\Microsoft Office\Templates\1033

Click the file name of the templateyou want to open.

Click Open. 6

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See AlsoSee “Setting Up for PersonalTemplates” on page 110 for more information on creating a MyTemplates folder and setting thedefault personal templates folder.

Changing a TemplateOffice has a selection of premade PowerPoint templates designedfor you to use. These templates are available in the Start or Newscreen under Featured (New!). If you like one of these templates,you can use it as the basis of your own template. To customize one,open the template, make the changes you want, and then save it. Ifyou save the original template back in the same location with thesame name as the original, you create a new default template. Theoriginal one is replaced by the newly saved template. If you don’twant to change the original, save the template in your My Templatesor Custom Office Templates folder.


497

Index

Aabbreviations in AutoCorrect, 46Accessibility Checker, 304-305Accounts

adding accounts, 31Office 365 SharePoint, 454-455SkyDrive, 454-455

work with, 31action buttons. See web presentationsAction Settings dialog box, 264-265Actions, 52, 429

accessing information with, 53changing options, 52saving, 52security and, 395

Activation, 2active application add-ins, 428ActiveX controls, 444-447. See alsoTrust

Centerfile extensions for, 275Flash movies, playing, 448-449harmful attacks and, 388-389inserting, 444for movies/videos, 192, 448-449properties, setting, 447registering, 448security

alerts, 445options, setting, 396

toolbox buttons for, 446adding/removing. See also deleting

actions, 53borders on pictures, 174bullets from text, 66custom themes from gallery menu, 105features, Office 2013, 422gradient fills, 135

guides, 145hidden information, 376-377legend data series from charts, 227numbering from text, 66passwords, 378-379personal information, 376-377Quick Access Toolbar, items from, 7, 417Ribbon, items from, 7, 417status bar, items on, 9table, lines from, 249WordArt text, 186

add-ins, 29. See also COM add-inslist of, 429loading/unloading, 430-431managing, 429security

alerts, 431options, 395

viewing, 430-429add-in user interface errors, 407adjustment handles on shapes, 114Adobe

Acrobat Reader, 309Flash movies, 448Photoshop, bitmap graphics from,

160Type Manager fonts, kerning with, 62Type 1 PostScript font, 340

ADTS format, 192Advanced Audio Coding (AAC), 192advanced options, setting, 404-415adware, 388AIFF format, 192alerts. See securityaligning. See also aligning text

other objects, aligning objects with, 147shapes, 146-147SmartArt graphic, shapes in, 211

498 Index

aalliiggnniinngg ((ccoonnttiinnuueedd))Smart Guides, 144-145, 148texture fills, 133

aligning text, 60-61horizontal text alignment, 61in tables, 247vertical text alignment, 61

Align or Distribute command, 146-147Align Selected Objects command, 146all caps formatting, 64, 65alternative text, 304-305angles

rotating shapes to, 152shadows, setting for, 138, 139WordArt text angle, adjusting, 186-187

animationadding, 320bulleted lists, animating, 322in charts, 323customized animation, applying, 321deleting animation, 321dimming text after, 323multiple animations, coordinating, 324-

325order, modifying, 324painter, 329previewing, 320removing, 321SmartArt graphic, animating, 326-327sound, adding, 321specialized animations, 322-323standard animation, adding, 320time between animations, setting, 325trigger, 328in web presentations, 264

Animations tab, Slide Sorter view, 19using, 319-329

Animation pane, 324-325annotations. See slide showsantivirus software, 389App Catalog security settings, 394Apple. See alsoTrueType fonts

QuickTime movies, 192Apps for Office See also Office Store;

Office.comadding, 426dictionary used in Spelling or Thesaurus

panes, 292-293, 297

inserting, 426inspecting documents with, 376Office Store, 425-427managing, 427searching for, 426show/hide, 427

arguments in VBA, 432arrows. See also lines or arrows

Counterbalance Arrows, 208up/down arrows, 8

artistic Quick Style, for pictures, 171ASF format, 192attachments

harmful attacks and, 389photo album attachments, 169

audio. See sounds/audioAU format, 192AutoCorrect

for foreign languages, 290for numbering or fractions, 68-69spell-checking, 292for text, 46-47

AutoFit Options, 50for specific objects, 51turning off, 50

AutoFormatchanging options, 69typing, text while, 68-69

Automated Safe mode, 400-401Automatic Updates, 389AutoNumbering lists, 69AutoRecover feature, 32-33AVI format, 192avoiding attacks, 388-389axis. See charts

Bbackgrounds. See also background styles;

color themesadding graphics, 92chart backgrounds, changing, 238-239hiding on slides, 92removing picture background, 184-185resetting, 107shapes, fill for, 128tables, adding to, 251

Index 499

background stylesadding, 107gradients, creating, 109modifying, 107-109pictures for, 108solid fill background style, 109textures for, 108

Backstage view, 3, 5backwards compatibility. See OLE (object

linking and embedding); compatibilitymode

Banded Row/Banded Column options, 248banner slide sizebevel effect, 136

adding, 137for SmartArt graphics, 214-215tables, applying cell bevel to, 2523D effects, 141to WordArt text, 190

BingImage Search, 160-161, 130-131

bitmaps, 160device independent bitmaps, 167fonts, bitmapped, 340modifying images, 181

black and whiteconverting pictures to, 180print preview, 312-313

black-out screens for slide shows, 345, 353blank presentations, 10blur, shadows with, 138, 139bookmarks

adding/removing, 196trigger animation, 328

boldfacing hyperlinks, 271borders, outlines

pictures, applying to, 174shapes, color outlines for, 129for SmartArt graphics, 214tables, applying to, 251to WordArt text, 189

brightness, 179in photo album pictures, 169

Bring to Front command, 149for SmartArt graphic, 211

broadcasting, presentation, 358-359Browsed at a Kiosk option, 339browsers, animation with, 325

browsingin photo albums, 169presentations, 20-21presentations, broadcasting, 358-359using gestures, 20-21

bulleted listsadding/removing bullets, 66animating, 322character of bullets, changing, 67distance between bullets and text,

changing, 66objects, 40placeholders, 37shapes, adding to, 117text, entering, 43

buttons. See also specific typesin dialog boxes, 8on Ribbon, 4

Ccascading windows, 16case

finding and replacing by, 75in spell-checking, 288-289

CDs, Package for CD feature, 356-357cells. See charts; tablesCell Styles button, 231certification authority (CA), 382Character Code box, 71characters. See also case

direction, changing, 63spacing, changing, 62symbols, inserting, 71

chart area, 234Chart Elements list arrow, 234charts. See also OLE (object linking and

embedding); organization chartsanimation in, 323AutoFit, column width with, 230automatic complete, turning on/off, 225axis, 223

changing, 237-239titles, 238-239

bar chart, 240cells, 222

automatic complete, turning on/off,225

500 Index

cchhaarrttss ((ccoonnttiinnuueedd))hidden or empty cells, 227inserting, 231

creating, 222data labels, 237, 239data tables for, 237, 239default, setting template as, 243deleting, 232drawing objects (text) in, 238editing

data source, 227worksheet data, 226

embedding charts, 258-259empty cells in, 227entering data in worksheets, 225filtering chart data, 241formatting

objects in chart, 236resetting formatting, 232worksheets, 231

hidden cells in, 227horizontal series, editing data in, 226importing data into, 228-229inserting, 222

cells, rows and columns, 231labels, changing, 239layouts

applying layouts, 233changing, 232labels, changing, 237, 239

legend series, 223adding/removing, 227editing data in, 226labels, 237, 239

line charts, 240modifying worksheets, 230-231moving in, 227objects

formatting, 234-235shape styles to object, applying, 235style, changing, 235zooming on, 234

opening, 223options, settings, 409pasting data into, 229pictures in, 238placeholders, 37

plot area, 234ranges of data, 224saving templates, 242-243selecting worksheet data, 225shapes

inserting, 238objects, applying styles to, 235

stylesapplying, 233object style, changing, 235

switching data series in, 229templates

applying, 243creating custom template, 242

title labels, 2383-D format, 236trendlines, adding, 240type of chart, changing, 232viewing

data in, 223imported data, 228

width of column, changing, 230Charts folder, 243Chart Type button, 243check boxes, 8

ActiveX control, 446Check for Updates, 422Check Office documents, 389Chinese, support for, 300circles, drawing, 114class modules in VBA, 433Clip Art, online pictures, 159

downloading, 160-161placeholders, 37searching for, using Office.com, 160slide layout, inserting from, 166on web, 160-161

Clipboardpicture fills, pasting, 130-131shapes, copying, 125

Close Master View button, 83closing

presentations, 34Task panes, 17Window panes, 17

collaborative workspaces. See SharePointCollapse Dialog button, 226, 227

Index 501

collapsing slides, 77color fills

customizing attributes, 418-419eyedropper, 128, 174, 189shapes, adding to, 128-129for WordArt, 188-189

colors. See also background styles; colorthemes

for gradient fills, 135for menus (palettes), 106of organization charts, 221properties of, 100, 101scheme options, 405for shadows, 138, 139SmartArt graphic colors, changing, 213tables, adding to, 251underlining text, 64, 65

color themes, 97creating, 100-101custom colors, adding, 100, 101deleting, 101editing, 101six accent themes, 97for WordArt, 188-189

columns and rows. See also charts; tablestext columns, 73

Column Width command, 230COM objects, 444COM add-ins, 429

loading/unloading, 430-431Combine option, merging, 156Combo Box

ActiveX control, 446Command Buttons

ActiveX control, 446command-line switches, 365commands. See also voice commands

buttons on Ribbon, 4from File tab, 5Ribbon, adding to, 417Ribbon, adding to, 417Quick Access Toolbar, adding to, 417from shortcut menus, 5

commentsadding, 368Comments pane, 368-370copying text of, 371deleting, 371

editing, 370-371merging, 369reading, 369responding to, 369

compare and merge presentations, 372Compatibility Checker, 306

for Internet faxes, 386Compatibility mode

opening, 14-15opening, macros in, 443converting, 23saving, 26-28

Compressed Windows Enhanced Metafile,167

compressionof embedded objects, 257media (audio and video) in, 203-204of pictures, 178in XML presentations, 274

connecting shapes, 150-151connection status, 25consistency of presentation, 82contacts in Lync, 363contents of document, 303contextual spelling, 288-289contextual tabs on Ribbon, 4continuously playing

movies/videos, 198slide shows, 334, 335sounds/audio, 199

contour effects, 141contrast, 179

in photo album pictures, 169converting

linked objects, 257presentations from PowerPoint 97-2003

to PowerPoint 2013, 23, 26-28SmartArt graphic to shapes, 217text to SmartArt graphic, 206-207

copyingCD, slide shows on, 356-357comment text, 371existing presentation, 11macros, 439objects from slide, 39shapes, 124-125slide shows on CDs, 356-357smart cut and paste, 45

502 Index

ccooppyyiinngg ((ccoonnttiinnuueedd))text, 44

Counterbalance Arrows, 208Create Microsoft Outlook Task command,

417cropping pictures. See picturescurves, 120Custom Dictionaries dialog box, 294Customize Quick Access Toolbar list arrow, 6customizing, 280. See also slide shows

options, setting, 404-415personal options, setting, 406Quick Access Toolbar, 6, 7shadows, 139, 418-419text objects, creating, 418-419themes from files, 105

cuttingobjects from slide, 39slides, 76smart cut and paste, 45

cycle purpose, SmartArt, 207

Ddashes, replacing, 68-69database compare, 420data markers, 223data series, 222date and time

animations, setting time between, 325Handout Master, Date placeholder in, 90slide show, setting timings for, 330-331text, inserting in, 96

debugging macros, 438Debug toolbar, 438Decrease List Level button, 56Default File Locations, 413Delete Cropped Areas of Picture setting, 178deleting. See also adding/removing

animation, 321charts, 232color themes, 101comments, 371digital signatures, 383freeform vertex, 123hyperlinks, 271macros, 437movies/videos, 193

objects, 39passwords, 379shapes, 114Slide Master, 86slides, 37, 54slide shows, 337sounds/audio, 193, 202table columns and rows, 246Text pane, lines in, 209theme effects, 103

depth effects, 141deselecting. See selecting/deselectingDesign Templates, 29destination file, defined, 253destination program, defined, 253developer options, setting, 435Developer tab, 435. See also macros

for ActiveX controls, 444-445general options, setting, 435

device independent bitmaps, 167diagnosing problems, 422dialog boxes. See also specific types

navigating in, 8options, choosing, 8

Dialog Box Launcher, 3, 8dictionaries. See also spell-checking

exclusion dictionaries, 294-295used in Spelling or Thesaurus panes,

292-293, 297digital signatures, 261, 382-383

creating digital IDs, 382deleting, 383document, adding to, 383macros, adding to, 440viewing, 383

dimming text after animation, 323direction

of characters, 63of WordArt text, 191

DirectShow, Microsoft, 198disabled application add-ins, 428disabled items, 429

viewing, 401display options, settings, 411distance setting for shadows, 138, 139distributing objects, 146Document Information Panel, 302-303

changing, 450

Index 503

Document Inspector, 376-377document properties, 302-303

Accessibility Checker, 304-305advanced properties, displaying, 22, 303Document Panel, 22Compatibility Checker, 306customizing, 303

documentsadd-ins related to, 428digital signatures, adding, 383inspecting, 376-377

Document Information Panel, 22Document Themes

creating a presentation from, 12-13creating a theme, 104

dotted lines in organization charts, 220double strikethrough formatting, 64, 65double underline formatting, 64, 65downloading

add-ins, 428harmful attacks and, 389online pictures, 160-161online pictures, using online services,

162-163PowerPoint Viewer, 364template, 11updates, 422

drag-and-droptext, 45into Text pane, 207

drawing. See also shapescharts, drawing objects in, 238straight lines or arrows, 118tables, 244ungrouping/regrouping, 155

Draw Table button, 249duplicating slides, 37, 55DVDs

movies/videos from, 200-201slide shows on, 356-357

EEdit Data Source button, 227Edit Data Source dialog box, 226editing. See also charts; slide shows

color themes, 101comments, 370-371

hyperlinks, 264, 271lines or arrows, 119linked objects, 256macros, 439marked as final presentations, 381photo albums, 169presentation properties, 302SmartArt graphics, 211text, 44-45text boxes, 72WordArt text, 187

Edit Master, renaming in, 86effects. See also specific types

individual effects, adding, 137pictures, adding to, 175preset effects, adding, 136shapes, adding to, 136-137tables, applying to, 252theme effects, 103WordArt text, applying to, 190

e-mail. See also attachmentshyperlinks for sending, 269PDF or XPS document, 385photo album attachments, 169review, sending presentation for, 384

embedding. See also OLE (object linkingand embedding)

defined, 253fonts, 340

Encapsulated Postscript files, 167encryption

adding, 380removing, 380

Enhanced Windows Metafile, 167entire word, selecting, 45equalize character height, 65Eraser button, 249event procedures in VBA, 433Excel. See Microsoft Excelexclusion dictionaries, 294-295existing presentations

copying, 11opening, 14-15, opening, macros with, 443

Expand Dialog button, 226, 227expanding slides, 77exporting. See importing/exportingextensions. See file extensions

504 Index

eyedropper, 128, 174, 189

FFacebook

adding account to Office, 31sharing with, 464-465, 472-473,

480-481fading out effects, 318fax, sending presentations by, 386Featuring categories

for blank presentations, 10list of, 10for templates, 11

File Block settings, 392-393file encryption, 380file extensions, 275

for macros, 442showing/hiding, 23

files. See also movies/videos; SharePoint;synchronizing files; specific formats

audio file formats, 192hyperlinks to, 266movies/videos from file, inserting,

192-193OLE (object linking and embedding) for,

254pictures from file, inserting, 165sounds/audio from file, inserting,

192-193Files of Type list, 14-15File tab, 3, 5FileZ, 389fills. See also color fills; gradient fills;

texturestable, adding fill to, 251WordArt, text fills for, 188-189

filtering chart data, 241finding and replacing text, 75first-line indents, 66Fit To Window button, 9Flash movies, 192

playing, 448-449Flickr

adding account to Office, 31inserting picture from, 162-163, 130-131sharing with, 464-465, 472-473,

480-481flipping. See rotating

foldersfor presentations, 356-357

Font Color button, 97, 101, 106fonts. See also characters; TrueType fonts

CDs, slide shows on, 356-357differences between, 340embedding fonts, 340entire presentation, replacing fonts for,

65formatting text fonts, 65for headers and footers, 93for hyperlinks, 271kerning with, 62printing options, 311Ribbon, changing font with, 64in slide shows, 340for symbols, 71for text boxes, 72theme fonts, 102, 103

Footer placeholder, 90footers. See headers and footersforeign languages

adding to programs, 300designating, 290French spellings, 288-289keyboard switch languages, 291marking text as language, 290Mini Translator, 298-299spelling, 292-293Spanish spelling, 288-289thesauruses, 297translating text to, 298

Format Painter, 70slides, applying themes to, 97

Format Shape panefor color fills, 128for effects, 136for gradient fills, 134for texture fills, 132undoing changes in, 128, 130, 132

formatting. See also charts; formatting text;SmartArt graphics

connector lines, 151curves, 121freeforms, 121Handout Master, 282hyperlinks, 271movies/videos, 197

Index 505

placeholders, 91tables, 248-249Text pane, text in, 209WordArt text, 188-189

formatting text. See also AutoFormat; fontswith Mini Toolbar, 65with Ribbon, 64showing/hiding, 57styles, applying, 70

fractions, correcting, 68-69Fragment option, merging, 156frames

in photo albums, 168on printed slides, 283

freeformsangle of vertex, modifying, 123deleting freeform vertex, 123polygons, drawing, 120vertex in freeform, modifying, 122-123

FTP (File Transfer Protocol), 277adding/modifying locations, 277sites, accessing, 277

function procedures in VBA, 433

GGet External Data button, 228gestures. See touch screenGIF format, 167

slides, saving, 272glow effect, 137

to pictures, 175for SmartArt graphics, 214-215to WordArt text, 190

gradient fills, 134-135background style gradients, creating, 109in charts, 236custom gradient fills, 135with presets, 134tables, adding to, 251tiling options, 135for WordArt, 188-189

grammar. See spell-checkinggraphics. See also Clip Art; pictures; online

pictures; SmartArt graphicsbackground graphics, adding, 92slides saved as, 307web graphics, saving slides as, 272

web graphics, saving presentations as,273

Graphics Interchange Format. See GIF format

grayscaleconverting pictures to, 180print preview, 312-313

gridlines in table, showing/hiding, 249grids and guides

adding/removing, 145aligning objects to, 144-145Smart Guides, 144-145, 148snapping objects into, 144turning on/off, 144

groupingdrawings, ungrouping/regrouping, 155on Ribbon, 4shapes, grouping/ungrouping, 154SmartArt graphic, shapes in, 211tables, ungrouping, 154

guides. See grids and guides

HH.264 (MOV) format, 192hackers, 378Handout Master, 84

formatting, 282placeholders in, 90, 282viewing, 85

handouts, 279headers and footers in, 282-283preparing, 282-283printing, 283

hanging indents, 66hard-to-select objects, selecting, 157Header placeholder in Handout Master, 90Header Row option, 248headers and footers

adding, 93changing look of, 93in handouts, 282-283placeholders, 90on speaker notes, 286-287

help, 24-25command help, 6searching for, 25connection status, 25

506 Index

hidden information, managing, 376-377hiding. See showing/hidinghierarchy purpose, SmartArt, 207homographs, 388horizontal alignment, 61

of WordArt text, 191HSL color mode, 100HTML (Hypertext Markup Language), 261,

276with XML, 274

hue, 100, 101hulu, 192-193hyperlinks

action buttons activating, 262autoformatting, 68-69color themes for, 97deleting, 271destinations for, 268between documents, 269editing, 264, 271for e-mail messages, 269to external objects, 266-267to files, 266formatting, 271highlighting click or mouse over, 264inserting, 268-269inside of presentation, 268mouse over for, 267to other presentation, 266to programs, 267relative links, 268removing, 270slide object, adding to, 264sound, adding, 265using, 270to web page, 267

hyphens, replacing, 68-69

Iicons

objects inserted as, 255Pin icon, 14-15

ImageActiveX control, 446options, settings, 408

Import Data Options dialog box, 228

importing/exportingchart data, importing, 228-229Microsoft Excel charts, importing, 259Microsoft Word, exporting notes to, 284rotating imported objects, 153

inactive application add-ins, 428Increase List Level button, 56increasing/decreasing list level text, 56-57indenting text

for bulleted lists, 66level of indent, changing, 56modifying indent, 57Text pane, lines in, 209

InfoPath Form Template, 450initials of reviewer, changing, 368, 370ink annotations on slide shows, 348Insert Cells button, 231inspecting documents, 376-377instant messaging, Lync

communicating with, 362-363sending a presentation by, 387

Internet. See also web pages; web presen-tations; Office.com

fax, sending presentations by, 386FTP (File Transfer Protocol), using,

277online pictures, 160-164photo albums, sharing, 169

Internet Explorer download monitoring, 389Intersect option, merging, 156invisible on-slide content, 377ISO paper side size, 280italicizing hyperlinks, 271

JJoint Photographic Experts Group format.

See JPEG formatJPEG format, 167

presentation, saving, 273slides, saving, 272

jumps. See hyperlinks

Kkerning, 62keyboard

browsing slides with, 20

Index 507

kkeeyybbooaarrdd ((ccoonnttiinnuueedd))grid settings, overriding, 145nudging drawing object with, 125objects, moving, 39switch languages, 291window panes, resizing, 17

KeyTips, 4keywords for online pictures, 161

LLabel

ActiveX control, 446labels in chart, changing, 239landscape orientation, 280-281languages. See also foreign languages

adding to programs, 300Office tool, 420-421using, 300

LAN (local-area network), 450laser pointer, 335, 344layouts. See also charts; slide layouts

organization chart layout, changing, 220-221

SmartArt graphic layout, changing, 213left indents, 66legend series. See chartsletter paper slide size, 280libraries

SharePoint libraries, 462-463lines or arrows

in charts, 237connector lines, 150-151Counterbalance Arrows, 208customizing attributes, 418-419editing, 119modifying, 119Quick Style to line, adding, 118straight lines or arrows, drawing, 118

line spacing, 60Linkedin


480-481linking. See also hyperlinks; OLE (object

linking and embedding)defined, 253

list boxes, 8ActiveX control, 446

list purpose, SmartArt, 207lists. See bulleted lists; numbered listsLists and Galleries, 3live preview, 4. See also tables

general options, setting, 406of organization charts, 220with Picture Shape gallery, 173for SmartArt graphics, 215themes, 96of transitions, 318

Lock Aspect Ratio check box, 246luminosity, 100, 101Lync. See Microsoft Lync

MMacintosh PICT, 167Macro-Enabled Design Template, 29Macro-Enabled Show, 29macros, 436-437, 423. See alsoTrust Center

controlling, 438-439copying to other presentations, 439creating, 438-437debugging, 438deleting, 437digital signatures on, 440earlier versions, macros from, 436editing, 439file extensions for, 275, 442harmful attack sand, 266-267ribbon, assigning macro to, 441running, 437saving presentations with, 442security settings, 397self-signing certificates for, 440stopping macros, 437toolbar, assigning macro to, 441VBA macros, 432-433

maintenance, performing, 422margins

tables, changing cell margins in, 246for text boxes, 72wrapping and adjusting, 73

Margins button, 246Marks as Final command, 381Master Layout, 88

508 Index

masters. See also Handout Master; NotesMaster; Slide Master

placeholders in, 82-83viewing, 84-85working with, 82-83

matrix purpose, SmartArt, 207maximizing/minimizing

windows, 16McAfee, 389media compression, 203

optimize compatibility, 204menus. See also shortcuts

colors, adding, 106File tab, 5for slide shows, 343

mergingcomments, 369presentations, 372shapes, 156tables, cells in, 247

Message Barmacros, signatures on, 440security options, 398

metadata, 376Document Information Panel tracking,

450methods in VBA, 432MHTML format, 276Microsoft. See also organization charts;

TrueType fontsDirectShow, 198help from, 24-25Paint, bitmap graphics from, 160Windows Explorer, 2Wordpad for playlists, 366

Microsoft account. See AccountsMicrosoft Excel. See also charts; OLE

(object linking and embedding)comparing, 420-421embedding charts, 258-259help, 224importing charts, 259tables, inserting, 245themes for, 96

Microsoft Lynccommunicating with, 362-363instant messaging, 387online meeting, giving with, 360-361

recording with, 363, 421sending a presentation by, 387

Microsoft Notepad, 274for playlists, 366

Microsoft Office. See also ClipboardSharePoint server or SkyDrive, 451-453,

456-457Microsoft Office Web Apps. See Office Web

AppsMicrosoft OneNote.

linked to a presentation, 373creating, 374-375opening, 374-375sending to, 374-375showing in an online broadcast,

358-359syncing with SkyDrive, 374

Microsoft Outlookfor faxing presentation, 386review, sending presentations for, 384

PDF/XPS document, 385Microsoft Word

embedding documents, 260notes exported to, 284slides exported to, 284, 301speaker notes exported to, 301themes for, 96

minimizing. See maximizing/minimizingMini-Toolbar, 6

buttons on, 5formatting with, 65general options, setting, 406

Mini Translator, 298-299mirror type for texture fills, 133modules in VBA, 433monitors for slide shows, 350-351More Controls

ActiveX control, 446motion paths, 322-323mouse. See also slide shows

hyperlinks, mouse over for, 264, 267increasing/decreasing list level text with,

57objects, moving, 39slide timings, controlling, 330

movies/videos, 159ActiveX controls, playing with, 192, 448-

449

Index 509

bookmarksadding/removing, 196trigger animation, 328

compressing, 203editing, 194-195fade effect, adding, 195files

formats, 198inserting movie from, 192-193

Flash movies, playing, 448-449formatting, 197inserting, 192-193new slide, inserting movies/videos on,

192-193non-supported movies/videos, playing,

192optimize compatibility, 204placeholders, 37playing movies/videos, 198-199, 200-201

options, setting, 198saving as video, WMV, 355slide, inserting on, 192-193supported file formats, 192text, add, 195trim, 194from video DVDs, 200-201from web site, inserting movie/videos,

192-193moving. See also navigating

in charts, 227comments, 368grids and guides, 145objects, 39Quick Access Toolbar, 6shapes, 124-125text, 44Text pane, 208windows, 16

MPG/MPEG format, 192MP3 & MP4 format, 192multimedia clips, 159My Templates, 11

chart templates, saving, 242-243creating templates, 111opening templates, 114setting up for, 110saving templates, 111using templates from 11-13

Nnames

for presentation, 314reviewer name, changing, 368, 370Slide Master, renaming, 86

narration, 202, 332-333navigating. See also moving

dialog boxes, 8self-running slide shows, 339slide shows, 344-345in web browser, 264

New Comment button, 368New screen, 10, 11

opening templates, 11-13, 112opening new documents, 10

new presentations. See also blank presen-tations; templates; themes

options, 10, 11Normal view, 1, 18-19. See also text

movies/videos playing in, 198, 200-201sounds/audio playing in, 198, 200-201speaker notes in, 284-285text, working with, 40

notes. See comments; speaker notesNotes Master, 84

formatting, 286-287placeholders on, 286-287viewing, 85

Notes Page view, 1, 284-285Notes pane, Normal view, 284-285numbered lists

adding/removing numbers, 66AutoCorrect Options with, 68-69character of numbers, changing, 67shapes, adding to, 117text, entering, 43

numbering. See numbered lists; slide num-bering

OObject Browser, 433objects, 38-39. See also animation; AutoFit

Options; backgrounds; charts; OLE(object linking and embedding);shapes; text

aligning, 146-148deleting, 39

510 Index

oobbjjeeccttss ((ccoonnttiinnuueedd))hard-to-select objects, selecting, 157icons, inserting objects as, 255moving, 39on Notes Master, 286-287resizing, 38selecting/deselecting, 38stacking order, changing, 149VBA objects, 432

Office Apps. See Apps for OfficeOffice Background, settings, 405Office.com

accessing, 454-455, 466-467Apps for Office, 424-427online pictures, inserting, 160-161options, 405SmartArt graphic, 206-207templates, 11themes, searching for, 96theme updates on Office.com, 98

Office Presentation Service (OPS), 358-359

Office Store. See Office.comOffice Theme format, 29Office Theme, settings, 405Office 365. See also SharePoint

App Catalog security settings, 394introduction, 452-453opening from, 456-457saving to, 456-457sign-in, 454-455

Office Tools, 420-421Office Web Apps

accessing documents, 458-459, 466-467broadcasting, presentation, 358-359collaborating, documents with, 453, 464-

465, 480-481blocking authors, 482

compare to desktop app, 474-475creating documents, 471downloading files for, 470, 478editing documents, 476-477embedding a link, 473introduction, 451-453linking to documents, 472-473mobile devices, 453, 476-477Office Mobile, 453Office 365, 453

opening documents, 476preparing to use, 452-453printing documents, 478

creating PDF, 478roundtripping, 481saving documents, 478sending a link, 472signing in to access, 452-453, 454-455syncing documents, 460-461uploading files for, 470, 478viewing documents, 476-477working with, 476-477

off-slide content, managing, 376-377OLE (object linking and embedding), 205,

253broken links, reconnecting, 257charts

embedding Excel charts, 258-259compressing embedded objects, 257converting linked objects, 257editing linked objects, 256files, inserting, 254icons, inserting objects as, 255Microsoft Word documents, embedding,

260modifying linked objects, 256-257new object, inserting, 254paste linking objects, 254-255source of linked object, changing, 256updating source of linked object, 256working with embedded objects, 255

OneNote. See Microsoft OneNoteonline meeting

giving with Lync, 360-361online pictures, 159

downloading, 160-161from online services, 162-163placeholders, 37searching for, using Office.com or Bing,

160-161from SharePoint or SkyDrive, 164slide layout, inserting from, 166on web, 160-161

online presentingbroadcasting, 358-359

online servicesadding account to Office, 31inserting picture from, 162-163

Index 511

saving to, 30sharing with, 464-465, 472-473,

480-481on-screen show slide size, 280opening

charts, 223default view, selecting, 411password-protected presentations, 379presentations, 14-15presentations, macros with, 443presentations, PowerPoint 97-2003 in

compatibility mode, 14-15recovering presentations, 32-33Task panes, 17web pages, 276web page, presentations, 276XML presentations, 274

OpenType fonts, 340optimize media compatibility, 204option buttons, 8

ActiveX control, 446ordinals with superscript, 68-69organization charts

colors, changing, 221creating, 218dotted lines in, 220embedded object, creating with, 260layout, changing, 220-221methods for creating, 218-219shapes, adding, 219

Org Chart button, 221orientation

slide orientation, 280-281SmartArt graphics and, 212

outline fonts, 340Outline pane, Normal view, 18-19

browsing slides in, 21collapsing slides in, 77expanding slides in, 77formatting, showing/hiding, 57rearranging slides, 77slides, working with, 54-55text, entering, 40, 41, 54

outlines. See also borders; web presentations

another program, inserting outlinesfrom, 55

document, saving text as, 308

printing, 316text, entering, 54

overhead transparency slide size, 280

PPackage for CD feature, 356-357Page Number placeholder, Handout Master,

90page setup options, 280-281Paint Shop Pro, 160Painter, Animation, 329parental controls, 296passwords, 367

adding to presentation, 378-379changing/removing passwords, 379opening presentations with, 379for slide shows on CDs, 357strong passwords, 378

paste linking, 254-255Microsoft Word, exporting notes and

slides to, 301for notes, 286-287

Paste Options button, 45Paste Special command, 254-255pasting. See also paste linking

charts, data into, 229objects from slide, 39slides, 76smart cut and paste, 45

PDF documents, 1, 29creating, 28, 309e-mail attachments, 384-385

pen. See slide showspersonal information, managing, 376-377phishing, 388

privacy options and, 399photo albums

editing, 169new album, creating, 168sharing, 169

Picture Effects gallery, 175picture fills

custom picture fills, applying, 131to shapes, 130-131tables, adding to, 251tiling pictures, 131

Picture Quick Style gallery, 172

512 Index

pictures, 159. See also brightness; Clip Art;contrast; picture fills

artistic Quick Style, 171background style pictures, creating, 108borders, applying, 174on bullets, 67changing pictures, 165in charts, 238compressing, 178cropping, 182-183Delete Cropped Areas of Picture setting,

178effects, adding, 175file, inserting from, 165file formats for, 167on numbers in lists, 67photo albums, 168-169placeholders, 37precisely cropping pictures, 183precisely resizing pictures, 176presentation, 273Quick Style, adding, 172recoloring, 180-181redisplaying cropped pictures, 182removing picture background, 184-185resizing, 176-177rotating, 183scaling pictures, 177screen shot

capturing, 170inserting, 170

shapes, applying, 173slide layout, inserting from, 166SmartArt graphic, 216tables, adding to, 249transparent background, setting, 181

picture presentation, 273Picture Shape gallery, 173Pin icon, 14-15pinning/unpinning documents, 14-15placeholders, 36

default, resetting to, 37entering information in, 37formatting, 91in Handout Master, 282for headers and footers, 90in masters, 82-83modifying, 91

on Notes Master, 286-287showing/hiding, 90in slide layouts, 89in SmartArt graphics, 207text placeholders, 42title placeholders, 37, 90

playlists for multiple presentations, 366plot area. See chartsPNG format, 167

pictures, saving, 172slides, saving, 272

pointer options in slide shows, 348points, 60polygons, drawing, 120Portable Network Graphics Format. See

PNG formatportrait orientation, 280-281poster frame, 197.pot file format, 29.potx file format, 29PowerPoint Macro-Enabled Design Template

(.potm), 442PowerPoint Macro-Enabled Presentation

(.pptm), 26, 29, 275, 442PowerPoint Macro-Enabled Show (.ppsm),

442, 354PowerPoint Show format, 29PowerPoint Viewer

customizing, 365Run command with, 365showing presentation on, 364

.ppt file format, 26, 29presentation graphics software, 1Presentation window, 3Presenter view, 352-353preserving Slide Master, 87presets

gradient fills with, 134for SmartArt graphics, 214-215

previewing. See also live previewanimation, 320in black and white/grayscale, 312-313in dialog boxes, 8presentations, 312-313in Presenter view, 352-353print preview, 312-313

Previous/Next Slide buttons, 19Print screen, 282-283

Index 513

printingchanging options, 311custom shows, 315handouts, 283outlines, 316presentations, 314-315previewing, 312-313range of slides, 315scaling slides for, 316single slides, 315

Privacy dialog box, 2privacy options

parental controls, 296setting, 399statement, 388, 390

problems, 422macro problems, 438objects, arrangement of, 155recovering presentations, 32-33

procedures in VBA, 433process purpose, SmartArt, 207programs

appearance, changing, 405hyperlinks to, 267shortcut, creating, 2Slide Show view, switching in, 344

program tabs, Ribbon, 4projects. See also macros

in VBA, 433Protected view, 11, 443-445

options, 392-393pyramid purpose, SmartArt, 207

QQuick Access Toolbar, 1, 3

adding or removing items from, 7, 417buttons on, 5customizing, 7macros, adding, 441moving, 6resetting, 6resetting to default, 417Save button, 26

Quick Print command, 314Quick Style

lines, adding to, 118

pictures, adding to, 172shapes, adding to, 126-127to SmartArt graphics, 212tables, adding to, 250-251Transition Quick Style gallery, 318

quitting PowerPoint, 34quotation marks, 68-69

Rranges. See also slides

of data, 224reading comments, 369read-only presentations, 381Reading view, 18-19Recent Folders list, 14-15Recent Presentations list, 14-15

options, setting, 412recently used presentations, opening, 14-15

options, settings, 412recoloring pictures, 180-181Recolor Picture Quick Style gallery, 180recording

in Lync, 363sounds/audio, 202voice narration, 202, 332-333

recovering presentations, 32-33redoing or repeating, 48-49redoing or repeating actions, 48-49reference books, searching, 296reflection effect, 137

in pictures, 175for SmartArt graphics, 214-215tables, applying to, 252to WordArt text, 190

regression analysis trendlines, 240rehearsing slide show timings, 330-331relationship purpose, SmartArt, 207relative links, 268removing. See adding/removing; deletingrenaming

Slide Master, 86repairing problems. See problemsrepeated words, flagging, 288-289Replace All option, 75Replace Fonts command, 417replacing text, 75research, parental controls for, 296

514 Index

Research pane, 296for translating text, 298options, 296

Reset Picture button, 179resizing. See also AutoFit Options

movies/videos, 198objects, 38panes in windows, 17pictures, 176-177shapes, 114-115SmartArt graphics, 210tables, 246Task panes, 17text boxes, 72Text pane, 208text while typing, 50windows, 16, 17

resolution, setting, 350-351Reuse Slides pane, 80reviewing presentations, 367

changing reviewers, 368, 370e-mail, sending presentations by,

384-385initials, changing, 368, 370

rewinding movies/videos, 198RGB (red, green, blue) color mode, 100, 101Ribbon, 1, 3. See also add-ins; Developer

tab; mastersadding or removing items from, 7, 417adding commands not in, 417Chart Elements list arrow, 234customizing, 6-7display options, changing, 4font changes with, 64formatting text with, 64macros, adding, 441for Microsoft Word documents, 260working with, 4

rotating. See also 3D rotation effectscharacters, 63gradient fills, 135photo albums, pictures in, 169picture fills in shapes, 131pictures, 183precisely rotating objects, 153preset increments, rotating objects to,

152-153shapes, 152-153

SmartArt graphic, shapes in, 211texture fills, 1333D rotations, 136WordArt text, 191

RTF (Rich Text Format) documents, 29saving text as, 308

ruler. See also tabsshowing/hiding, 56vertical ruler, showing, 411

Run command, 365

Ssafe modes, 400-401

disabled items, 401saturation, 100, 101Save As command, 261Save As dialog box, 26Save button, Quick Access Toolbar, 26Save dialog box, 26Save Template button, 242saving. See also slide shows; web

presentationsfor different formats, 28-29, 307macros, presentations with, 442options, setting, 27, 414-415picture presentation, 273PowerPoint 97-2003 format presenta-

tions, 27presentations, 26-27presentations, PowerPoint 97-2003 in

compatibility mode, 26-28SharePoint, 456-457SkyDrive, 456-457templates, 110, 111as video, WMV, 355voice narrations, 333web graphics, saving slides as, 272web graphics, saving presentations as,

273XML presentations, 274

scalable fonts, 340scaling pictures, 177schemas, 274screen resolution, choosing, 334screen shot

capturing, 170inserting, 170

Index 515

ScreenTipsshortcut keys in, 411showing/hiding, 6

scribbles, 121Scroll Bar

ActiveX control, 446scrolling in presentation, 20searching

for online pictures using Office.com orBing, 160-161

for video/audio on web, 192-193for help, 25Research pane, 296for text, 75for themes, 96, 99

sectionscreating, 78navigating in slide show, 344-345removing, 79renaming, 79working with, 79

security, 367. See also ActiveX controls;add-ins; digital signatures; pass-words; Trust Center

avoiding attacks, 388-389encryption, 380macro security options, 397Message Bar security options, 398parental controls, 296Protected view, 14, 392-393, 443-445read-only presentations, 381safe modes, 400-401viruses, avoiding, 388-389

selecting/deselectingbulleted text, 67numbered text, 67objects, 38text, 44

selection boxes, 38Selection pane, 157self-running slide shows, 339Send to Back, 149

for SmartArt graphic, 211Send to Microsoft Word command, 301,

308, 417sending a presentation by

email, 384-385Internet fax, 386

instant messaging, 387sepia, converting pictures to, 180Set Transparent Color command, 181Set Up Show dialog box, 336-337

for self-running slide shows, 339Shading button, 251shadows, 137

customizing, 139, 418-419to pictures, 175preset shadows, adding, 138for SmartArt graphics, 214-215tables, applying to, 252to WordArt text, 190

Shape Effects button, 214Shape Effects gallery, 136Shape Fill button, 97, 214Shape Outline button, 97, 128, 129, 214Shape Quick Style gallery, 126-127shapes, 113. See also charts; freeforms;

lines or arrows; SmartArt graphicsadjusting shapes, 115basic shapes, drawing, 114bulleted lists, adding, 117Clipboard pane, copying objects with,

125color fills, applying, 128-129color outline, applying, 129connecting shapes, 150-151converting to freeforms, 120copying objects, 124-125curves, 120customizing attributes, 418-419deleting, 114distributing objects, 146effects, adding, 136-137eyedropper, 128, 174, 189gradient fills, 134-135grids and guides, aligning objects to,

144-145grouping/ungrouping shapes, 154hard-to-select objects, selecting, 157for hyperlinks, 271merging, 156multiple shapes, inserting, 116nudging, 125numbered lists, adding, 117one step, copying/moving in, 124

516 Index

sshhaappeess ((ccoonnttiinnuueedd))organization charts, adding to, 219other shapes, changing shapes to, 116picture fills, applying, 130-131pictures, applying shapes to, 173precision, moving object with, 125Quick Style, adding, 126-127replacing shapes, 115resizing shapes, 114-115rotating, 152-153scribbles, 121Selection pane, selecting with, 157shadows, adding, 138-139for SmartArt graphics, 214-215snapping objects into grids and guides,

144stacking order, changing, 149text

adding, 73, 117Quick Style to text, adding, 127

for text boxes, 72, 73texture fills for, 132-1333D effects, adding, 140-143transparency, shape color with, 129two shapes, connecting, 150

SharePoint. See also Office Web Appsaccessing from, 458-459co-authoring documents, 453, 480-481connecting to, 452introduction, 452-453inserting picture from, 164, 130-131mobile devices, 453, 476-477opening from, 456-457publishing slides, 462-463saving to, 30, 456-457sign-in, 454-455syncing with, 460-461

sharing. See also OLE (object linking andembedding)

Shockwave players, 448shortcuts

adding/removing, 307choosing commands from menus, 5for command-line switches, 365objects, resizing, 38program shortcut, creating, 2ScreenTips, shortcut keys in, 411

Slide Show view navigation shortcuts,345

showing/hiding. See also turning on/offbackground objects on slide, 92charts, elements in, 234-235, 237Close button and, 34file extensions, 23movies/videos, 198placeholders, 90Ribbon, 4ruler, 56ScreenTips, 6slide shows, hiding slides in, 338sound icon, 199spelling errors, 288-289status bar, checking on/off status with, 9tables, gridlines in, 249Text pane, 208

Show Comments button, 368-371signatures. See digital signaturessize. See also resizing

shadows, setting for, 138, 139slide size, controlling, 280

Size Dialog Box Launcherpictures, scaling, 177for shapes, 114

sizing handles, 72SkyDrive. See also Office Web Apps

accessing from, 466-467adding files to, 466-467, 470connecting to, 452copying files or folders, 468-469creating documents, 471creating folders, 468-469deleting files or folders, 468-469downloading files, 466-467, 470embedding links, 472-473inserting picture from, 164, 130-131introduction, 452mobile devices, 453, 476-477moving files or folders, 468-469opening from, 456-457renaming files or folders, 468-469saving to, 30, 456-457sending links, 472-473sharing documents with, 464-465sign-in, 454-455storage space, manage, 467

Index 517

uploading files, 466-467, 470SkyDrive Pro. See SharePoint

accessing documents, 458-459introduction, 420-421, 452-453using, 460-461

slide files, 29slide layouts

changing, 91charts, creating, 223Clip Art, online pictures, inserting, 161existing slide layout, creating from, 89gallery, 36new slide layout, inserting, 88placeholders, inserting, 88saving template, 111

Slide Master, 81, 83background objects, hiding, 92deleting, 86new Slide Master, inserting, 87preserving/not preserving, 87renaming, 86saving template, 111viewing, 84

Slide Navigator. See slide showsslide numbering

different number, starting numberingwith, 95

on every slide, 95specific slides, inserting on, 94

slides. See also backgrounds; placeholders;printing; slide numbering

action buttons for specific slides, creat-ing, 263

annotating, 348-349collapsing slides, 77cut and paste, moving with, 76deleting, 37, 54duplicating, 37, 55expanding slides, 77exporting to Microsoft word, 301graphic image, saving as, 307hyperlinks, adding, 264landscape orientation, 280-281layouts to existing slides, applying, 36Microsoft Word, exporting to, 284, 301movie on slide, inserting, 192-193new slides, creating, 36from other presentations, 80

in Outline pane, Normal view, 54-55portrait orientation, 280-281proportions, customizing, 281range of slides

printing, 315in slide show, 334

rearranging slides, 76-77recording sounds/audio on, 202size of slide, controlling, 280text, entering, 41themes to other slides, applying, 97transitions, creating, 318-319voice narration, recording, 202, 332-333web graphics, saving as, 261

slide shows, 317. See also animation;PowerPoint Viewer

advanced options, 343annotations

ink annotations on slide shows, 348pen, using, 348pointer options, changing, 348saving, 349

black slide, ending with, 343CD, packaging for, 356-357continuously playing, 334, 335custom slide shows, 336-337

navigating to, 345deleting custom slide show, 337editing

custom slide show, 337timings, 331

fonts, working with, 340gestures in, 346-347hiding slides, 338laser pointer, 335, 344macros running in, 437manually showing, 334monitors, multiple, 350-351mouse pointer

options, changing, 348pen, changing to, 349

multiple monitors for, 350-351multiple presentations, showing, 366navigating, 344-345navigator, 344-345options, setting, 343, 410Package for CD feature, 356-357

518 Index

sslliiddee sshhooww ((ccoonnttiinnuueedd))pen

laser pointer, 335, 344mouse pointer, changing to, 349using, 348

presenting, 341range of slides, showing, 334rehearsing timings, 330-331saving

annotations, 349presentation as slide show, 354

screen resolution, choosing, 334second monitor, running on, 350-351self-running slide shows, 339setting up, 334-335size options, 280-281speaker notes, 344

in Presenter view, 352-353speed of transition, setting, 319starting, 342-343timings between slides, setting, 330-331transitions, creating, 318-319turning on/off annotations, 349

Slide Show view, 1, 19movies/videos playing in, 198, 200-201navigation shortcuts, 345options, 343, 410sounds/audio playing in, 198, 200-201speaker notes, adding, 344switching between programs in, 344

Slide Sorter view, 1, 19animation, viewing, 320rearranging slides, 76transitions, viewing, 319

Slides pane, Normal view, 19browsing slides in, 20-21rearranging slides in, 76

small caps formatting, 64, 65SmartArt graphics, 116, 205. See also

organization charts; Text paneadding shape to, 211animating, 326-327blanket graphics, creating, 207changing shapes in, 211colors, changing, 213converting text to, 206-207converting graphic to shapes, 217creating graphics with, 206

customized animation, applying, 327fills with, 214formatting

orientation, changing, 212Quick Style, applying, 212shapes, 214-215

layout, changing, 213orientation, changing, 212outlines, applying, 214pictures, adding, 206-206, 216placeholders, 37purposes in, 207Quick Style, applying, 212removing shapes from, 209resizing, 210reversing order of animation, 327

smart cut and paste, 45Smart Guides

enable/disable, changing, 144-145using, 148

snapping objects into grids and guides, 144Social Networks


480-481soft edges effect, 137

to pictures, 175for SmartArt graphics, 214-215

solid fill background style, 109sounds/audio, 159

action button to sound/audio, creating,265

Advanced Audio Coding (AAC), 192animation, adding to, 321in background, 198-199bookmarks

adding/removing, 196trigger animation, 328

compressing, 203editing, 194-195file, inserting sounds/audio from,

192-193hyperlink, adding sound/audio to, 265inserting, 192-193optimize compatibility, 204playing sounds/audio, 198, 200-201

in background, 198-199options for, 199

Index 519

Provide feedback with sound, 407recording sounds/audio, 202supported file formats, 192for transitions, 318-319trim, 194voice narration, 202, 332-333

source file object, defined, 253source program, defined, 253spacing

line spacing, 60text columns, 74

spam, 388speaker notes, 279. See also slide shows

exporting to Microsoft Word, 301formatting, 286-287headers and footers, adding, 286-287Normal view, entering notes in, 284-285in Presenter view, 352-353

special characters, inserting, 71speed of transition, setting, 319spell-checking. See also foreign languages

all-at-once spell-checking, 292-293as-you-type, 292-293contextual spelling, 288-289custom dictionaries, using, 294-295exclusion dictionaries, 294-295foreign language words, 292-293grammar, 288, 292-293proofing options, changing, 288-289

Spin ButtonsActiveX control, 446

splitters, 17splitting cells in tables, 247spyware, 388squares, drawing, 114spreadsheet compare, 420stacking

changing stacking order, 149characters, 63

standard modules in VBA, 433standard tabs on Ribbon, 4starting

options, 404PowerPoint, 2slide shows, 342-343

Start screengetting to, 2

opening templates, 11-13, 112opening new documents, 10

statistics of document, 303status bar, 3, 9stop position for gradient fills, 135Strict Open XML Presentation format,

opening, 16saving to, 26, 28

strikethrough formatting, 64, 65styles. See also background styles; charts

format styles, applying, 70galleries, 1

sub procedures in VBA, 433subscript, 65Subtract option, merging, 156summary of document, 303superscript, 65

for ordinals, 68-69surface for 3D effects, 141SWF format, 192switching

views, 18windows, 16

Symantec, 389Symbol dialog box, 71symbols, 71synonyms, finding, 297syntax for VBA code, 432system requirements, 2

TTab key

objects, selecting, 39, 154tables, navigating, 244-245

Table button, 244Table Effects button, 252Table Effects gallery, 252Table Quick Style gallery, 250-251tables

aligning text within, 247backgrounds, adding, 251bevel effect, adding, 252borders, applying, 251deleting columns and rows, 246drawing, 244effects, applying, 252fills, adding, 251

520 Index

ttaabblleess ((ccoonnttiinnuueedd))formatting, 248-249

clearing, 250height of row, adjusting, 247inserting

columns and rows, 246tables, 244-245

lines, adding/removing, 249live preview

of effects, 252of style, 250

margins of cells, changing, 246merging cells in, 247Microsoft Excel table, inserting, 245outlines, applying, 251pictures, adding, 249placeholders, 37Quick Style, adding, 250-251resizing, 246showing/hiding gridlines, 249splitting cells in, 247Tab key for navigating, 244-245text

aligning text, 247entering in, 245

textures in, 249, 251ungrouping, 154width of column, adjusting, 247

Table Size button, 246Tablet. See touch screentabs, 58-59

clearing tabs, 59in dialog boxes, 8distance between stops, changing, 59on Ribbon, 4setting tabs, 58

Tabs dialog box, 58tags. See XML presentationsTask panes, 17Task Pane Apps

inspecting documents with, 376Telemetry Dashboard, 420Telemetry Log, 420templates, 1, 81. See also charts

creating presentations with, 11-13creating, 111Document Information Panel template,

450

existing design templates, changing, 112macro-enabled design templates, 442opening, 112saving, 111setting up for, 110

text. See also aligning text; animation; char-acters; color themes; comments; dic-tating text; formatting text; indentingtext; shapes; spell-checking; tables;WordArt

alternative text, 304-305columns, 74copying, 44customizing attributes, 418-419date and time, inserting, 96developing text, 40-41dimming text after animation, 323editing text, 44-45entering text, 41-43finding and replacing, 75inserting text, 42kerning, 62modifying, 44moving, 44numbering on specific slides, inserting,

94options for editing, setting, 45in outlines, 40, 41, 54placeholders, 42resizing while typing, 50ruler, showing/hiding, 56selecting, 44slide, entering text on, 41SmartArt graphic, converting text to, 207symbols, inserting, 713D rotation effects for, 143typing, correcting while, 46-47undoing

corrections, 48-49options, 48-49

WordArt, text fills for, 188-189wordiness of, 35wrapping text, 73

text boxes, 8ActiveX control, 446in charts, 238-239creating, 72objects, 40

Index 521

shapes, adding text to, 73Text Effects gallery, 190Text Import Wizard, 228Text pane

drag-and-drop into, 207red "x" in, 208showing/hiding, 208working with text in, 209

textures, 132-133background style textures, creating, 108in charts, 235, 238in tables, 249, 251Tile picture as texture check box, 131for WordArt, 188-189

Theme Colors button, 97themes, 1, 81. See also background styles;

color themesapplying, 96create a new presentation, 97custom themes, 104-105effects, 103fonts, 102, 103other slides, applying to, 97for photo albums, 168saving template, 111searching for, 96, 99slides, applying to, 80updates on Office.com, 98variations, 99viewing, 96

effects, 103fonts, 102

Thesaurus, 297.thmx file format, 293D effects, 136. See also 3D rotation effects

custom effects, adding, 141to pictures, 175shapes, adding to, 140-143

3D rotation effects, 137custom effects, adding, 143to pictures, 175shapes, adding to, 142-143for SmartArt graphics, 214-215to WordArt text, 190

thumbnails of slides, 352-353tick marks in charts, 223TIFF format, 167tiling gradient fills, 135

time. See date and timeTitle bar, 3titles

chart title labels, 237, 238placeholders, 37, 90text objects, 40

Toggle ButtonActiveX control, 446

toolbars. See also Language bar; QuickAccess Toolbar

choosing commands with, 6Debug toolbar, 438macros, adding, 441for slide shows, 343

Total Row option, 248touch screen

using gestures in PowerPoint, 20-21using gestures in slide show, 346using Touch/Mouse Mode, 347, 416

transform effects for WordArt text, 190Transition Quick Style gallery, 318transitions, creating, 318-319translating text, 298

Mini Translator, 298-299transparencies

backgrounds for pictures, 181for gradient fills, 135for picture fills, 131shadows, setting for, 138, 139shape color fill with, 129

trendlines to charts, adding, 240troubleshooting. See problemsTrueType fonts, 311

CDs, slide shows on, 356-357kerning with, 62in slide shows, 340

Trust Center, 388-389. See also privacyoptions

ActiveX security options, 396Add-in security options, 395App Catalog security settings, 394File Block settings, 392-393Macro security options, 397Message Bar security options, 398privacy options, 399Protected view, 392-393Trusted Documents, 392Trusted Locations, 391

522 Index

TTrruusstt CCeenntteerr ((ccoonnttiinnuueedd))Trusted Publishers, 391viewing, 390

trusted documents, 392trusted lists, 391trusted publishers/locations, 390, 391TuCows, 389turning on/off. See also showing/hiding

annotations in slide show, 349AutoFit Options, 50cell entries, automatic completion of,

225grids and guides, 144sound narration, 202

Twitteradding account to Office, 31sharing with, 464-465, 472-473,

480-481two shapes, connecting, 150Type 1 PostScript font, 340

UUNC (Uniform/Universal Naming

Convention), 450underlining

hyperlinks, 271text, 64, 65

undoing, 48-49. See also textFormat Shape pane changes, 128, 130,

132uninstalling Microsoft Office 2013, 422Union option, merging, 156updating

Automatic Updates, 389linked object, source of, 256PowerPoint, 422

up/down arrows, 8Upload Center, 420-421uppercase words, spell-checking, 288-289URLs (uniform resource locators), 269

on Document Information Panel, 450URN (Uniform Resource Name), 450User-Initiated Safe mode, 400-401

VVBA (Visual Basic for Applications), 423.

See also Visual Basic Editor

for ActiveX controls, 447arguments, 432class module, 433event procedures, 433file extensions for, 275function procedures in, 433harmful attacks and, 388-389methods, 432modules in, 433objects in, 432procedures in, 433projects, 433standard modules, 433structure of, 432sub procedures in, 433syntax for code, 432working with, 432-433writing code for, 432

vertex in freeform, modifying, 122-123vertical alignment, 61

of WordArt text, 191vertical ruler, showing, 411video. See movies/videosView buttons, 3viewing. See also charts; themes

add-ins, 428-429digital signatures, 383disabled items, 401document properties, 302online pictures, 160-163PowerPoint window, 3presentation properties, 302-303transitions, 319Trust Center, 390Visual Basic Editor, 434XPS documents, 310, 384-385

views, 18-19. See also Normal view;Reading view; Slide Show view; SlideSorter view

virusesadd-in security options, 395antivirus software, 389avoiding, 388-389

Visual Basic Editor, 433macro problems, correcting, 438viewing, 434

Visual Basic for Applications (VBA). SeeVBA (Visual Basic for Applications)

Index 523

voice narration, 202, 332-333volume, 198

Wwashout, converting pictures to, 180WAV format, 192Web Apps. See Office Web AppsWeb Page Preview command, 264, 417web pages

addresses, understanding, 269appearance, changing, 276formats for, 29hyperlinks to, 267opening, 276single file web page, opening presenta-

tion as, 276web presentations, 261. See also hyper-

links; web pagesaction buttons

inserting, 262sound, creating button to, 265specific slide, creating buttons for,

263animation, showing, 264navigation bar for, 264Return action button, inserting, 263single file web page, opening, 276square action buttons, creating, 263

web serversWindows SharePoint Server, 456-457

456-457, 462-463web site, inserting movie/videos from,

192-193wide screen slide size, 280width

chart column width, adjusting, 230table column width, adjusting, 247

Wikipedia, WikipaneApp for Office, 424-425

windowsswitching, arranging windows, 16panes, 17separate windows, 16

Windows Firewall, 389Windows Live. See SkyDriveWindows Live ID. See AccountsWindows Mobile, 453

Windows Media Player, 198Windows Metafile (WMF), 167

compression with, 257Windows SharePoint Server, 456-457, 456-

457, 462-463Windows custom dictionaries, 295WMA format, 192WMV format, 192WordArt, 159

angle of text, adjusting, 186-187different style to existing text, applying,

188direction of text, changing, 191editing text, 187effects, applying, 190formatting text, 188-189for hyperlinks, 271inserting WordArt text, 186outlines to text, applying, 189rotating text, 191for text boxes, 72

WordArt Quick Style gallery, 127, 186WordArt Styles group, 188WordPerfect Graphics, 167worksheets. See chartswrapping text, 73

Xx-axis in charts. See chartsXML documents, 1

inspecting, 376-377saving PowerPoint 2013 presentations,

26XML presentations, 274

benefits of XML, 274Microsoft Office support, 274opening, 274opening, macros with, 443saving, 275schemas, 274sharing XML data, 274transforms, 274well-formed data, 274

XPS documents, 1, 29creating, 310e-mail attachments, 384-385

524 Index

Yy-axis in charts. See chartsYouTube, 192-193

ZZIP format, 274zooming, 3

on chart objects, 234for freeforms, 123with gestures, 20-21, 346, 416presentation view, 21