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Open Learning PowerPoint 2007 Advanced

Open Learning GuideOpen Learning Guide

Microsoft®

PowerPoint® 2007Advanced

Note: Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation. Sound and video data files are copyright of NASA.

Release OL322v1

© CiA Training Ltd 2008 1


Published by:

CiA Training LtdBusiness & Innovation CentreSunderland Enterprise ParkSunderland SR5 2THUnited Kingdom

Tel: +44 (0)191 549 5002Fax: +44 (0)191 549 9005

E-mail: [email protected]: www.ciatraining.co.uk

ISBN 13: 978-1-86005-541-6

Important NoteThis guide was written using Windows Vista. If using Windows XP some dialog boxes will look different, although the content is the same.

A screen resolution of 1024 x 768 was used. Working in a different screen resolution, or with an application window which is not maximised, will change the look of the Office 2007 Ribbon.

The ribbon appearance is dynamic, it changes to fit the space available. The full ribbon may show a group containing several options, but if space is restricted it may show a single button that you need to click to see the same options, e.g. the

Editing group may be replaced by the Editing button .

First published 2008

Copyright © 2008 CiA Training Ltd

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the prior written permission of CiA Training Limited.

2 © CiA Training Ltd 2008


CiA Training's Open Learning guides are a collection of structured exercises building into a complete open learning package to teach how to use a particular software application. They are designed to take the user through the features to enhance, fulfil and instil confidence in the product.

POWERPOINT ADVANCED - The second guide in the PowerPoint 2007 series contains exercises covering the following topics:

Master Slides Custom Shows

Templates Custom Animation

Manipulating Objects Using Sound

Editing Images Macros

Charts and Diagrams Reviewing Presentations

Linking to Data Web Publishing

Hyperlinks

This Open Learning guide is suitable for:

Any individual wishing to learn this version of PowerPoint. The user works through the guide from start to finish.

Tutor led groups as reinforcement material. It can be used as and when necessary.

Aims and Objectives

To provide the knowledge and techniques necessary for the successful creation and manipulation of presentations using PowerPoint 2007.

After completing the guide the user will be able to:

use master designs

insert and manipulate objects and images

create navigation shortcuts

use custom animation, including sounds

collaborate with other users

distribute presentations



Downloading the Data FilesThe data associated with these exercises must be downloaded from our website. Go to: www.ciatraining.co.uk/data. Follow the on screen instructions to download the appropriate data files.

By default, the data files will be downloaded to Documents\CIA DATA FILES\Open Learning\PowerPoint 2007 Advanced Data.

If you prefer, the data can be supplied on CD at an additional cost. Contact the Sales team at [email protected].

Introduction

This guide assumes that the program has been correctly and fully installed on your personal computer, that the computer is already switched on, and that a printer and mouse are attached. The guide was created using version 2007 of PowerPoint.

Some prepared presentations for the exercises are contained on disk. This avoids unnecessary typing and speeds up the learning process.

Important Notes For All Users

The accompanying data contains files, enabling the user to practise new techniques without the need for data entry.

Notation Used Throughout This Guide

Key presses are included within < > e.g. <Enter>

The guide is split into individual exercises. Each exercise consists of a written explanation of the feature, followed by a stepped exercise. Read the Guidelines and then follow the Actions with reference to the Guidelines, if necessary.

Recommendations

Read the whole of each exercise before starting to work through it. This ensures understanding of the topic and prevents any unnecessary mistakes.

Measurements used throughout this guide are metric, substitute similar distances if Imperial measurements are used.

It is assumed that the language selected is English (UK).



ContentsSECTION 8 MASTER SLIDES & TEMPLATES............................................................................................7

67 - DESIGN CONSIDERATIONS...........................................................................................................................868 - USING SLIDE MASTER.................................................................................................................................969 – SLIDE MASTER.........................................................................................................................................1170 – HANDOUT MASTER..................................................................................................................................1371 – NOTES MASTER........................................................................................................................................1572 – BULLET LEVELS.......................................................................................................................................1673 - COLOUR SCHEMES....................................................................................................................................1874 - BACKGROUND STYLES..............................................................................................................................2075 - CREATING A TEMPLATE............................................................................................................................2376 - USING A TEMPLATE..................................................................................................................................2577 - REVISION: MASTER SLIDES.......................................................................................................................26

SECTION 9 OBJECTS AND IMAGES...........................................................................................................2778 - OBJECTS....................................................................................................................................................2879 - ROTATE AND FLIP.....................................................................................................................................2980 - OBJECT ORDER.........................................................................................................................................3081 - SELECTING AND GROUPING......................................................................................................................3182 - POSITIONING OBJECTS..............................................................................................................................3383 - MANIPULATING IMAGES...........................................................................................................................3584 - CROPPING IMAGES....................................................................................................................................3785 - CONVERTING PICTURES TO A DRAWING OBJECT.....................................................................................3886 - EDITING CLIP ART....................................................................................................................................3987 - USING EXTERNAL DATA SOURCES............................................................................................................4188 - REVISION: OBJECTS AND IMAGES.............................................................................................................42

SECTION 10 CHARTS AND DIAGRAMS.....................................................................................................4389 - COMBINATION CHARTS.............................................................................................................................4490 - EDITING CHARTS.......................................................................................................................................4691 - ANIMATING CHARTS.................................................................................................................................4892 - CREATING FLOWCHARTS..........................................................................................................................4993 - AMENDING A FLOWCHART........................................................................................................................5194 - OTHER DIAGRAMS....................................................................................................................................5295 - REVISION: CHARTS AND DIAGRAMS.........................................................................................................53

SECTION 11 LINKING AND IMPORTING..................................................................................................5496 - INSERTING TEXT SLIDES...........................................................................................................................5597 - LINKING TO A DOCUMENT........................................................................................................................5698 - LINKING TO A WORKSHEET......................................................................................................................5799 - LINKING TO A CHART...............................................................................................................................58100 - LINKING TO AN IMAGE............................................................................................................................59101 - UPDATING LINKED DATA.......................................................................................................................60102 - EDITING LINKS........................................................................................................................................62103 - REVISION: IMPORTING AND LINKING......................................................................................................63



SECTION 12 NAVIGATION............................................................................................................................64104 - CREATING HYPERLINKS..........................................................................................................................65105 - ACTION BUTTONS...................................................................................................................................67106 - EDITING HYPERLINKS.............................................................................................................................69107 - CUSTOM SHOWS......................................................................................................................................70108 - RUNNING CUSTOM SHOWS.....................................................................................................................72109 - HIDING SLIDES........................................................................................................................................73110 - REVISION: NAVIGATION..........................................................................................................................74

SECTION 13 ANIMATION AND TIMING....................................................................................................75111 - INTRODUCING CUSTOM ANIMATION.......................................................................................................76112 - APPLYING CUSTOM ANIMATION.............................................................................................................77113 - AMENDING ANIMATION OPTIONS...........................................................................................................79114 - AMENDING ANIMATION EFFECTS...........................................................................................................80115 - ANIMATION SEQUENCE...........................................................................................................................81116 - INSERTING ANIMATED CLIPS..................................................................................................................83117 - INSERTING SOUNDS AND MOVIES...........................................................................................................84118 - APPLYING TRANSITIONS.........................................................................................................................85119 - SLIDE SHOW TIMINGS.............................................................................................................................86120 - REVISION: ANIMATION AND TIMING.......................................................................................................87

SECTION 14 MACROS....................................................................................................................................88121 - MACROS..................................................................................................................................................89122 - RUNNING A MACRO................................................................................................................................90123 - ASSIGNING A MACRO..............................................................................................................................91124 - REVISION: MACROS................................................................................................................................92

SECTION 15 FINISHING A PRESENTATION............................................................................................93125 - RECORDING A NARRATION.....................................................................................................................94126 - INCLUDE CD TRACKS.............................................................................................................................95127 - FINALISE A PRESENTATION.....................................................................................................................97128 - SLIDE SHOW TYPES.................................................................................................................................98129 - REVISION: FINISHING..............................................................................................................................99

SECTION 16 COLLABORATION................................................................................................................100130 - COMMENTS............................................................................................................................................101131 - READING COMMENTS............................................................................................................................102132 - REVIEWING............................................................................................................................................103133 - REVISION: COLLABORATION.................................................................................................................104

SECTION 17 A WIDER AUDIENCE............................................................................................................105134 - PACKAGE FOR CD.................................................................................................................................106135 - SEND PRESENTATIONS..........................................................................................................................108136 - PUBLISH TO THE WEB...........................................................................................................................109137 - WORKING WITH WEB PAGES................................................................................................................111138 - REVISION: WIDER AUDIENCE...............................................................................................................112

ANSWERS.........................................................................................................................................................113

GLOSSARY.......................................................................................................................................................116

INDEX................................................................................................................................................................118

OTHER PRODUCTS FROM CIA TRAINING.............................................................................................120



Section 8

Master Slides & Templates

By the end of this Section you should be able to:

Understand Presentation Design PrinciplesUse Slide Master

Use Handout MasterUse Notes Master

Work with Bullet LevelsApply Colour Schemes

Apply Background EffectsCreate and Use Templates



Exercise 67 - Design ConsiderationsGuidelines:

PowerPoint is a powerful presentation graphics application, which allows impressive presentations to be produced with ease. Presentations can be viewed on screen, on an overhead projector, on 35mm slides, or as web pages.

Whilst this guide describes techniques needed to produce and run successful presentations, some thought should always be given to the target audience. Consider how to put your message across: the tone will need to be different for each audience, e.g. it would not be appropriate to deliver a presentation created for children to a business audience, or vice versa. You should also be aware of the level of knowledge the audience has of the subject and pitch the presentation accordingly. Too much explanation of areas with which the audience is familiar may cause them to lose interest. Likewise, too little explanation for an audience with little or no subject knowledge may have the same effect. Consider too the cultural background of the audience and make the presentation fit.

Practical considerations are also important. How big is the audience? How big is the room in which the presentation is to be delivered? You may need a projector and a microphone in a large room. Things like background colour and text legibility become more important in these circumstances.

Plan the length of the presentation appropriately. How much time is available? It may be necessary to create a long or short version of the slide show. Make sure the presentation makes sense - that the slides run in a logical manner. Set the slide timings appropriately - allow enough time to get the points across, but don’t ramble or you may lose the attention of the audience.

Visual impact is almost everything in a presentation. You should be aware of the value of using pictures rather than too much text and charts rather than rows of figures. At the same time, don’t use too many different background colours or effects; a consistent design scheme makes the message much clearer. The psychological effects of different colours (such as red being stimulating or blue being calming) can also be significant, and there are many books and internet articles on the subject.

These aesthetic, practical and ethical considerations should be at the forefront when designing any presentation.



Exercise 68 - Using Slide MasterGuidelines:

Master slides contain text, graphics, themes and styles that are to be used on every slide and printed page of the presentation. By applying formatting, backgrounds, images, etc., to master slides, a consistent look can be achieved across the presentation, including any slides that may be subsequently added.

There are three basic masters; Slide, Handout and Notes.

The Slide Master allows themes, backgrounds, text, graphics and styles to be added to every type of slide. Each individual layout can then be further customised.

The Handout and Notes masters allow customisation of the printed material. Handouts are usually given to delegates to remind them of the presentation and Notes are used by the speaker to aid the talk.

Actions:

1. Open the Marketing presentation.

2. Display the View tab, then in Presentation Views, click on Slide Master.

button.

3. The Slide Master tab is shown in the Ribbon and the Slide view on the left changes to show the different types of slide layout available.

4. The slide numbered 1 is the Slide Master that affects all other slides present.



Exercise 68 - Continued5. Move the mouse pointer over the Slide Master. The Theme name is

shown as well as the number of slides used by this Theme.

6. Move the mouse pointer over the slide below. This shows the Title Slide layout. The number of slides using this layout will be shown, usually only one.

7. Continue to investigate the different layouts and how many slides are used in this presentation.

8. Use the button at the right of the Slide Master tab, to close the Master View.

9. From the View tab, select Handout Master from the Presentation Views group.

10. This master allows the Handout to be formatted differently. More or less slides can be shown and orientation of the slide or page can be changed.

11. Close the Master View.

12. From the View tab, select Notes Master from the Presentation Views group.

13. This master allows the Notes Page to be formatted differently. The styles for the notes can be altered, as well as orientation and background.

14. Close the Master View and the Presentation.



Exercise 69 - Slide MasterGuidelines:

The main Slide Master in a presentation affects the style and appearance of all types of layout in a presentation. Each type of layout can then have its own Slide Master, which affects the style and appearance of all slides with that particular layout. Each individual slide can also be formatted independently of any Slide Master.

Applying a theme to a presentation defines a complete set of Slide Masters, one for each layout type. These Master Slides can then be amended if required.

It is customary to set up the slide masters before presentation content is created, and then make changes only if necessary, i.e. the theme is unsuitable, or a graphic placement is incorrect.

Actions:

1. Open a new presentation and from the View tab, select Slide Master.

2. The master slides for all of the possible types of layout are shown on the left, even though there is no content yet to the presentation.

3. The Title Slide Layout is selected by default. Click on the main Slide Master for this presentation which is always the top item in the panel.

4. Click on Themes, in the Edit Theme group and select Solstice. All of the master slide layouts change to reflect the new theme.

5. Select the Title Slide Layout, and select the text Click to edit Master title style.

6. Click on the Home tab and change the font to Berlin Sans FB, size 48.

7. With the text still selected type in Enter your name. This text will now appear when a new title slide is added.

8. In the same way edit the subtitle text to Berlin Sans FB 20 with Presentation as the text.

9. This has changed the style of the font for title slide layouts only. Click back to the Slide Master. The fonts remain unchanged.

10. Change the Master title style to Bauhaus 93 size 40.

11. All masters except Title Slide, are changed. Click on the Two Content Layout and then the Title Only Layout to see the change reflected there.



Exercise 69 - Continued12. Select the Slide Master again.

13. From the Insert tab, open Clip Art and insert a picture with a computer theme.

14. Note how it appears on many of the other slide layout masters.

Note: Themes apply their own master slides, and some themes do not allow Slide Master changes to be applied to all slide layouts. If there was no theme applied, the picture would appear on all slide layout masters.

15. Delete the picture from the Slide Master. It is removed from all slide layouts.

16. Click on Title Only layout and insert the same Clip Art onto this slide. Note how the picture appears only on this slide layout.

17. Click on the Blank Layout and drop down the Background Styles list from the Background group on the Slide Master tab. Select Style 7. This will change the background for this type of slide only.

18. For the same slide layout, drop down the Insert Placeholder list. Select SmartArt. Click and drag a rectangle on the slide, where the SmartArt is to appear, about the bottom two thirds of the slide.

19. Click on Title, in the Master Layout group, to insert a Placeholder for a title. Move or resize boxes if they overlap.

20. Choose to hide the Footers by un-checking the box in the Master Layout group.

21. Click on Rename in the Edit Master group and rename the slide layout SmartArt. Click Rename. The tooltip now shows the new layout title.


23. The Title Slide will now be on screen. It displays the text and changed font as edited in Slide Master.

24. Enter your name where requested on the Title Slide and change the sub title to My Presentation.

25. Drop down the New Slide list and add a slide in the Title and Content layout. Add another slide, this time of the Title Only type. Note that these two slides are formatted as defined by the Slide Master.

26. Add a new slide with the new SmartArt layout.

27. Save the presentation as Master and leave it on screen for the next exercise.



Exercise 70 - Handout MasterGuidelines:

The Handout Master allows changes to the basic layout of the page, as well as allowing background orientation changes.

Actions:

1. With the Master presentation still on screen, display the View tab and

select Handout Master .

2. Click on the Page Setup button to display the dialog box. From the Slides sized for drop down list, select A4 Paper. This assumes that the handouts will be printed on this paper and the slides sized accordingly.

3. Leave the Slides orientation as Landscape and change the Notes, Handouts and Outline to this orientation too. Click OK.

Note: If only the Handout or Slide orientation is to be changed use the Handout

Orientation or Slide Orientation button, .

4. Click on the Slides Per Page button and select 3 slides. This would now be improved if the page were the other way round. Select to change the Handout orientation to Portrait.

5. From the Placeholders group, select to hide the Header and the Page Number by clicking on them to remove the ticks.

6. From the Insert tab, draw a text box alongside the date. Type in Handout for My Presentation.

7. From the Handout Master tab, drop down the Fonts list and change the Theme for the Handout to Aspect. This does not affect the presentation Theme.

8. Look at the possible Background Styles. Try a few but revert to a white background – this is much easier to print.



Exercise 70 - Continued9. Close the Master View.

10. From the Office button, open Print Preview.

11. From Page Setup, under Print What, drop down the list and select Handouts (3 slides per page). This setup allows the listener to add their own notes as the speaker continues.

12. Look at the other possible layouts. Even though a setup of 3 slides per page was chosen from the Master, there is no limitation when printing.

13. Close Print Preview, save the presentation and leave it open for the next exercise.



Exercise 71 - Notes MasterGuidelines:

The Notes Master controls how the Speaker’s Notes pages will be printed. The formatting possibilities are similar to Handouts.

Actions:

1. With the Master presentation still on screen, display the View tab and

select Notes Master .

2. Click on Page Setup and select to print on A4 paper. Set the orientation of the Notes, Handout and Outline to Portrait and set the orientation the Slides to Landscape. Click OK.

3. Click on each of the Placeholders options in turn to turn them off and then on, to view the effect. Leave them all turned on.

4. Click on the Slide Image to select it. Resize it proportionately so that it is half its width. Move it to the top right corner of the page beneath the date.

5. Resize the Body, so that it fills the rest of page. This speaker has a lot to say.

6. Select the text Click to edit Master text styles.

7. Display the Home tab and change the size of the font to 28pt. This speaker has poor eyesight.

8. From the Drawing group, place a border (Shape Outline) around the text box. Make it 3pt and black.

Note: The Body text box can be filled, or edited in any way that an ordinary text box can.


10. Click on Slide 2. Display the View tab and click on Notes Page. The page is as edited in Master View.

11. Insert the text:This is a notes page. I can write as much as I want and still be able to read it while conveying my message.

12. Note how the text is of the amended size.

13. Switch back to Normal view then save the presentation and leave on screen for the next exercise.



Exercise 72 - Bullet LevelsGuidelines:

Bullets are used to emphasise points on a slide. They can have any number of symbols. There are several levels of bulleted text available to allow minor details to be made about major points, and each can have a different symbol. Defining bullet levels in Slide Master makes them consistent across all slides.

When text is entered on a slide, PowerPoint assumes that it will be first level. The process of changing to a lower level bullet is called Demotion. Conversely, changing text to a higher level is Promotion. These actions are carried out in the Outline Bar or on the slide itself.

Actions:

1. With the Master presentation on screen, select the Title and Content slide, slide 2.

2. Switch to Slide Master view. There are 5 levels of bullet available.

3. Click on the first level text (Click to edit Master text styles) and change the font to Tempus Sans ITC.

4. With the first level still highlighted, drop down the bullet list on the Home tab.

5. Select the first style on the bottom row.



Exercise 72 - Continued6. Select the Second level text and set the bullet character to .

7. Switch to Normal View and display slide 2. Notice how the first bullet is formatted and in position.

8. Add text at the first bullet:Work

9. Press <Enter>.

10. Press <Tab>. This is now level 2 text. Pressing <Tab> has effectively demoted the text that follows.

11. Enter the text:Colleagues

12. Press <Enter> and <Tab> again

13. This is now third level text demoted by pressing <Tab> in level 2.

14. Enter the text:Friends

15. In Slide View, click on the Outline tab. Only text appears in this view, although the slide is still alongside.

16. Click on the text Friends. Move the mouse pointer over the bullet. It changes to a 4 headed arrow.

17. Drag the bullet slightly to the left. A feint blue line appears. When it is aligned with the Colleagues bullet, release the button. The text is Promoted to the second level.

18. In a similar way, Demote the bullet Colleagues to third level.

19. Drag the Colleagues bullet all the way to the left. The text is promoted to a new slide title. Bullet points below it (Friends) are now on the new slide.

20. Save and close the presentation.

Note: The demotion and promotion of bulleted text within a slide may also be done within the slide itself.



Exercise 73 - Colour SchemesGuidelines:

To some extent the final visual quality of a slide is a matter of opinion but there are some guidelines which can be applied. Good use of contrast is important, but too much colour can distract the audience from what the slide is trying to say. Avoid colour combinations that will make it difficult for people with colour blindness to see.

It is normal practice to use colour schemes in slides. A colour scheme is a set of predetermined colours that is applied to specific areas of a slide. When a presentation is first created, a particular colour scheme is applied by default, but this scheme can be changed or a new one selected. Standard colour schemes are designed to compliment the design template of the presentation, but individual colours within a scheme can be amended.

While there are many Themes within PowerPoint, there are also a huge number of colour schemes within each theme, so increasing the choice considerably.

Actions:

1. Open the Marketing presentation and display the Design tab.

2. Apply a Theme of Verve.

3. To change the colour scheme within this

design, click from the Themes group.

4. Move the cursor down the list observing the changes that occur to the slide on the screen. Select Origin.

Note: The new scheme could be applied to the selected slide only by right clicking on the scheme and selecting the Apply to Selected Slides option. To maintain a consistent look to the presentation, however, it is recommended that all slides be changed.



Exercise 73 - Continued5. To customise the scheme drop, down the Colors list again and click

Create New Theme Colors at the bottom.

6. Select the colour box for Text/Background - Dark2, a Theme Colors drop-down chart is displayed.

7. Select a different colour.

8. The new colour for Text/Background - Dark2 is shown in the dialog box.

9. Click Save to change it on all of the slides.

Note: Should more colours be required than those within the colour scheme, then select More Colors. A colour chart is displayed (the picture shows the Standard tab selected) and the required colour can be selected.

10. Close the presentation without saving.



Exercise 74 - Background StylesGuidelines:

As well as colour changes, various other effects can be applied to the overall slide background. These can be applied to slides with or without Themes already in place, but are generally more effective when applied to less cluttered slide designs. Effects that can be added are colour gradients, textures, patterns and pictures. They can be added in Slide Master view to the various layouts of slides or in any Slide view to all or individual slides.

Actions:

1. Open the Plain presentation (this has no Theme applied).

2. From the Design tab, select Background Styles. Click on Style 6 to apply the effect across all slides.

3. To apply a different background effect, select Format Background from Background Style.

4. As a gradient style was chosen from the Background Styles, then the Gradient option is automatically chosen.

5. From Preset colors drop down the list to view the options. Try a few of the options before settling on Calm Water.

6. From the Type drop down list, review all the options before deciding on Linear.

7. From the Direction drop down list, review all the options before deciding on one of the Linear Diagonal options.

8. Change the angle to 100º.

9. More colours can be added using Gradient Stops. Click Add, and select a dark blue. Change the Stop position to 33%.

10. Click Apply to All, and then Close the dialog box to see the effect.



Exercise 74 - Continued11. Open the Format Background dialog box.

12. From the Fill options, select Picture or Texture fill.

13. Drop down the Texture options.

14. Select Brown marble and then Close. Notice that because Apply to All was not selected, the background has only been applied to the selected slide.

Note: If applied to a slide layout in Master View, the background would be applied to all slides with that layout.

15. Select Background Styles. Select Reset Slide Background. PowerPoint recognises when a slide background differs from the rest of the presentation.

16. Open the Format Background dialog box. Select Picture or Texture fill.



Exercise 74 - Continued17. Select to Insert from File. Locate the associated data and select the

sample.jpg file. Click Insert.

18. The picture can be seen behind the dialog box as a slide background.

19. Click on the box Tile picture as texture to observe the results.

20. Tiling options become available when this option is selected. Experiment with Offset, Scale, Alignment, Mirror Type and Transparency.

21. Uncheck Tile picture as texture. Click Close to apply to this slide only.

22. Finally, open the Format Background dialog box and select Clip Art.

23. From the Select Picture dialog box, enter a search of Zoo, including content from Office Online. Click Go.

24. Select and elephant (or any other animal) and click OK.

25. Click Apply to All and then Close.


Note: Pictures can be effective backgrounds and add an exclusive appearance to a presentation, but care must be taken. Pictures are more likely to distract attention from the slide contents.



Exercise 75 - Creating a TemplateGuidelines:

Having spent considerable time and effort creating a suitable appearance for your presentation, you may wish to apply the same look to subsequent slide shows. Any layout can be saved as a template and then used as a basis for further presentations. This is particularly relevant for organisations, which often want a consistent corporate image (house style) for all their presentations.

Actions:

1. Create a new Blank Presentation. A blank Title Slide should appear first by default.

2. To create the template’s style and background, select the Design tab and apply the built-in theme Metro.

3. Select the View tab, and click Slide Master. Click on the first slide, Metro Slide Master.

4. Highlight the text Click to edit Master title style.

5. From the Edit Theme group select Fonts and change the font to Georgia (by selecting the Civic theme).

6. Right click on the first bulleted line. Select Font from the shortcut menu. Select a Font color of pale pink and click OK.

7. On the Slide Master tab, select Background Styles from the Background group and select Format Background from the panel.

8. Select Picture or texture fill and select the texture Medium wood.

9. Because this effect is being applied to the Slide Master, it is automatically applied to every other slide so there is no need to select Apply to All. Click Close to close the Format Background dialog box.

10. Right click on the first bulleted line and select Bullets.

11. Select an arrow style bullet, . With the cursor still in the first line, right click and select Paragraph.



Exercise 75 - Continued12. Enter a Line Spacing of Double. Click OK.

13. Select the Insert tab, click Picture and insert the picture safari.gif from the supplied data files as a logo. Drag the picture to the lower right corner of the Object Area.

Note: Because of the applied theme, this picture on the Slide Master does not appear on every other layout.

14. Close Master View and revert to Normal View. The layout of the slide is now ready to be saved as a template so that it can be easily used for other presentations.

15. Click the Office button and select Save As.

16. In the Save As dialog box make sure the File name is Example and select PowerPoint Template (*.potx) from Save as type. When this file type is selected the folder will automatically switch to Templates, the location of the existing PowerPoint templates.

17. Click the Save button.

18. Templates can be stored in any location. Select Save As again. This time change the name to Example2. The file type should still be set to PowerPoint Template.

19. Use the Folders panel to locate the folder with the supplied data files and make this the destination folder. Click the Save button. This template is stored with the data files but will not be available automatically as a template when creating a new presentation in PowerPoint.

20. Click the Office button and select Close to close the presentation.



Exercise 76 - Using a TemplateGuidelines:

Once a template has been saved it can be used to set the appearance of future presentations.

Actions:

1. Click the Office button and select New. Because the Example template created in the last exercise was saved in the Templates folder, it can now be accessed from My templates. Notice that Example2 will not be available.

2. Select the Example template and click OK. On the blank title slide, enter Example as the title text and your name as the subtitle text.

3. Click the arrow on the New Slide button and add a slide with the Title and Content layout.

4. Click to add a title of Contents and add two bulleted text lines of Introduction and History. Notice that all of the features defined when creating the template are applied here, e.g. background, title style, font colour, bullet style, line spacing, and graphics.


6. To delete a template, open New from the Office button, click on My templates to show those recently created.

7. Right click on Example and select Delete from the shortcut menu.

8. Click Yes when prompted to confirm the deletion, then click Cancel twice to close the New Presentation dialog box.



Exercise 77 - Revision: Master Slides1. Start a new blank presentation containing a single Title slide.

2. Apply a Theme of Urban.

3. Change the Color Scheme to Paper

4. Use Slide Master view to edit the Color Scheme so that the Text/Background Light 1 is a pale green.

5. Change the Master title style on the Slide Master to the Font theme of Aspect (uses Verdana font).

6. Change the bullet symbol for all second level bullet points.

7. Insert the picture Tree.gif from the supplied data, on to the Slide Master. Move it to the lower left corner of the Object Area.

8. Apply a texture Fill Effect of Newsprint to the Notes Master, then change to Normal view.

9. Save the presentation as a template, Revision, then close it.

10. Start a new presentation, based on the Revision template.

11. Add a title of Forest Lodge and a subtitle of An Introduction to the first slide.

12. Add a Title and Content slide, with a title of Concept.

13. Add four bullet points:

To expand and improvePhysical Well BeingMental AttitudeSpiritual Health

14. Demote the last three points to second level.

15. Save the presentation as Revision77 and close it.

Note: An example of slides added in this exercise can be found in the Answers Section at the end of the guide.



Section 9

Objects and Images


Move and Resize ObjectsRotate and Flip ObjectsChange Object Order

Select and Group ObjectsPosition and Align Objects

Edit and Crop ImagesRecolour ImagesConvert Pictures

Scan Images



Exercise 78 - ObjectsGuidelines:

Many different types of object can be added to a PowerPoint slide and then manipulated in a variety of ways.

This exercise is a reminder of the basic methods of adding, moving and resizing various objects, following exercises will cover more sophisticated manipulation.

Actions:

1. Start a new blank presentation and change the layout of the first slide to Title Only. Enter the title Objects.

2. From the Insert tab, use the Shapes list to draw an oval anywhere on the slide and apply a Fill Color of red.

3. Use the Shapes tool (Basic Shapes) to draw a Smiley Face on the slide, then colour it yellow.

4. Insert the graphic Logo3 from the supplied data files. This is an example of a gif file.

5. Insert the image Sample from the supplied data files. This is an example of a jpg file.

6. Use the Sizing Handles to make each object about the same size, and then move them into the middle of the slide in the arrangement shown in the following diagram.

7. Save the presentation as Objects and leave it open for the next exercise.



Exercise 79 - Rotate and FlipGuidelines:

Objects included on a slide can be rotated through any angle. They can also be flipped completely about either a horizontal or vertical axis.

Actions:

1. Click on the oval to select it.

2. Move the mouse pointer over the green rotate handle of the object and click and drag. The shape is rotated about its centre.

3. Try rotating the object whilst holding down <Shift>. The object is rotated by 15o intervals rather than continuously.

4. Select the Training logo.

5. Select the Picture Tools Format tab, and from the Arrange group, select

and then Rotate Right 90°. The graphic is turned through 90o.

6. Select the Smiley Face.

7. From the Drawing Tools Format tab, select the rotate tool again and then Flip Vertical. The graphic is turned upside down.

8. Select the Pyramid image.

9. Select the rotate tool again and then Flip Horizontal. The picture is reversed left to right – check the shadow is on the left.

10. Return all the objects to their original appearance (or cheat by closing the presentation without saving and reloading Objects).



Exercise 80 - Object OrderGuidelines:

Objects can be positioned on a slide so that they overlap, like pieces of overlaying paper. This obscures data on the lower level objects. The order of objects in such a stack can be changed, moving individual objects up and down levels, so changing what is seen.

Actions:

1. Move each of the four objects into the middle of the slide so that they overlap to some extent.

Note: The default order will be the order the objects were added to the slide, newest at the top.

2. Select the object that is on top of all the others.

3. From the Format tab, select from the Arrange group. The object will now be under all the others.

4. Select the Smiley Face object. Select . The object will now be on top of all the others.

5. Select the object recently moved to the back, click the drop down arrow on Bring to Front and select Bring Forward.

6. The object will move up one level.

7. Select Bring Forward twice more to move this object back to the top.

8. Separate the objects again and leave the presentation open for the next exercise.



Exercise 81 - Selecting and GroupingGuidelines:

Several objects can be selected at the same time so that they can be moved all at once and common formatting applied to every object in a single action.

Alternatively they can be grouped together, when they become a single object which can be manipulated and formatted like any other single object. This feature is useful if you want to create a diagram composed of many objects; it saves time, as actions only have to be carried out once. However, a single component in the grouped diagram can no longer be individually manipulated, although the objects can be ungrouped, individually changed, then regrouped.

Actions:

1. With the Objects presentation open, click to select the Oval. 2. Hold <Shift> down and select the Smiley Face. Both objects should now

be selected. Any formatting will now be applied to both objects.

3. Click one of the corner handles of the oval and drag it slightly outwards to enlarge the object. Both objects will be enlarged by the same amount. Click away to deselect them.

4. From the Home tab Editing group, make sure the Select Objects button, , is selected. Click and drag to draw a rectangle that encloses all four

objects.

5. Click and drag on the green Rotate handle for any of the objects to rotate it slightly. All objects remain in the same position and are rotated separately by the same amount.

6. While they are still all selected, return the objects to their original alignment (use the Undo button if appropriate).



Exercise 81 - Continued7. Still with all four objects selected, select the Drawing Tools Format tab.

Select Group, then Group again from the option list. The four individual objects now become one larger object, with one set of handles.

8. Click and drag on the one Rotate handle for the group. The whole group of four objects is rotated. Notice the difference from when the four individual selected objects were rotated.

9. Use the Rotate handle or the Undo button to straighten the group.

10. Try and change the size or position of one of the shapes in the group. It is not allowed.

Note: Some limited formatting is possible by double clicking on an individual shape.

11. With the group selected, select Group and then Ungroup. The group reverts to four separate objects. Click away from the objects to remove the selection.

12. Grouping is mainly used to create a composite picture from several components. Draw a rectangle drawing shape on the slide, larger than the pyramid image and completely enclosing it. Colour the rectangle pink.

13. Select the Drawing Tools Format tab and then Send to Back. The picture now appears as if in a frame.

14. Select both objects and select Group and then Group again. The picture with its frame is now a new object and will behave exactly like any other single object, until ungrouped. Use click and drag to move the picture around the slide.

15. Leave the presentation open for the next exercise.



Exercise 82 - Positioning ObjectsGuidelines:

One of the ways objects can be moved around on a slide is by clicking and dragging but there are alternatives available. Guides may be displayed to assist alignment, and objects may be positioned according to numerical co-ordinates to ensure even more accuracy.

Align and Distribute commands also exist to assist in positioning objects accurately.

Actions:

1. With the Objects presentation still open, select the Home tab. In the Drawing group, select Arrange, then Align and then Grid Settings.

Note: This option is also available from the Drawing Tools Format tab and the Picture Tools Format tab.

2. Select the options for Snap objects to grid and Display grid on screen. Set the Spacing as 0.5cm (2 grids per cm).

3. Click OK to see the grid displayed on the slide.

4. Change the Zoom setting to 100% and slowly move the picture image across the slide. Notice how it jumps from one grid mark to the next. Change the Zoom setting back to Fit.

Note: The Grid and Guides dialog box also allows the display of Guides. These function like Grid settings but they can be manually moved to specific positions on the slide.

5. Right click on the oval shape and select Size and Position.

6. Select the Position tab. This allows the exact position of any individual object to be defined by specifying co-ordinates.



Exercise 82 - Continued7. Set the Horizontal and Vertical position values to 3.1cm from the Top

Left Corner and click Close. The oval is moved up to this position.

8. Use any method to select all of the four objects on the slide.

9. Select the Drawing Tools Format tab and then Align. Make sure Align Selected Objects is selected.

10. Select Align Left. All selected objects are arranged so that their left edges are aligned.

11. Select Align again and this time select Align to Slide. Subsequent alignments will all be made relative to the edges of the slide.

12. Select Align and Align Right. All objects are aligned with the right edge of the slide.

13. Alignments are cumulative. Select Align and Align Middle. All objects are still aligned with the right edge of the slide, but are now also aligned with the middle of the slide. The result is they all overlap in one position.

14. Select Align and Distribute Horizontally. All objects are still aligned with the middle of the slide but are now distributed evenly across the width.

15. Practise using the different aligning and distributing options within Align to rearrange the group of objects. Notice the difference when the Align to Slide option is not selected.

16. Display the Grid and Guides, set the grid spacing to 0.2 cm and switch off the grid display option.




Exercise 83 - Manipulating ImagesGuidelines:

Having inserted images on to a slide, there are many commands within Picture Tools that can be used to alter their appearance.

Actions:

1. Create a new, Title Only slide and enter the title Clip Art.

Note: This exercise uses an imported clip art image as an example, but the actions apply equally to other images such as jpg and gif files.

2. Select the Insert tab and then Clip Art. Search for tiger and insert the following image. Enlarge the image to see the effects more clearly.

Note: If this image is not available, insert a substitute and modify the following instructions accordingly.

3. Click the Recolor button, , from the Picture Tools Format tab. Select Grayscale from the list of options. Notice how the image changes to the appearance of a monochrome photograph.

4. Now select in turn Sepia, Washout and Black & White to see the effect on the image.

5. Use Recolor and then No Recolor to return the image to its original colours.

6. Drop down the Brightness menu, , and select +30%.

7. Click on Picture Border. Select a line colour of green, then repeat and select a Weight of 3pt. Finally, click on Weight again and select More Lines. From the dialog box, choose a Compound type.

8. On the Picture Tools Format tab, click Reset Picture, . This causes the image to revert to its original (last saved) appearance.

9. Enlarge the picture again.



Exercise 83 - Continued

10. Drop down Picture Effects .

11. Move to the Shadow options and select any shadow effect.

12. Select all of the other effects in turn and investigate their abilities. The end product could be a bevelled picture with soft edge, a pink glow and a long shadow.

13. There is also a wide variety of preset styles to save the process of finding all the right settings. Browse through the Picture Styles available on the Picture Tools Format tab. Select Bevel Perspective.

14. For even more alternatives, all of the above formatting can be placed inside a new shape. Select the picture and then Picture Shape.

15. Click on the Heart shape to change the shape of the picture.

16. Experiment with shapes and all other picture formatting.

Note: All of the above options are also available from the Format Picture dialog box. Right click on the picture to open it.

17. Save the presentation as Tiger and leave the presentation open for the next exercise.



Exercise 84 - Cropping ImagesGuidelines:

When only a certain part of an image is required, cropping can be applied. This process can be used on Clip Art or photo images.

Actions:

1. Using the Tiger presentation, insert a new blank slide and insert the tiger clip art again. Resize the image.

2. Select the Crop button in the Size group of the Picture Tools Format tab.

3. The picture is now surrounded by a cropping border and the mouse pointer changes.

4. Move this pointer over the middle handle on the right edge of the image, (it changes to ). Click and move it inwards towards the tiger's head. Release the mouse button. The picture will now be cropped.

5. Move the pointer over the middle handle on the lower edge of the image and drag it upwards, to crop the lower part of the picture.

6. Practise the cropping technique (the handles can be dragged outwards to reveal more of the picture if necessary) until only the tiger's head is displayed.

7. Click away from the image to cancel the cropping process then click and drag on a corner sizing handle to increase the size of the cropped image.

8. Save the presentation and leave on screen for the next exercise.



Exercise 85 - Converting Pictures to a Drawing Object

Guidelines:

Occasionally a process is required for a Clip Art image that can only be carried out on a drawing object (sometimes called a vector drawing). In this case some Clip Art images can be converted to drawing objects.

Actions:

1. Using the Tiger presentation, insert a new blank slide and insert the tiger clip art again. Resize the image.

2. Right click on the image and select Edit Picture from the shortcut menu. A dialog box appears to warn of the possible conversion.

3. Select Yes. The image is converted to a drawing object so that it can be ungrouped.

4. Notice that the Picture Tools Format tab is replaced by the Drawing Tools Format tab, confirming the conversion. Select the Drawing Tools Format tab.

5. Ungroup the image from the Drawing Tools Format tab, Select Group from the Arrange group and then Ungroup.

6. The huge number of components that make up this image are displayed. This is far too complicated to use. Click Undo to lose this selection.

Note: The conversion process can be reversed. Right click on the image and select Save as Picture. Decide on the type of image required, name and save.

7. Save the presentation and leave on screen for the next exercise.



Exercise 86 - Editing Clip ArtGuidelines:

Drawn objects on slides can be easily coloured by using the Fill Color button, but Clip Art images can have specific colour components altered using Drawing toolbar commands.

Note: This exercise applies to Clip Art objects only, photo images can only be recoloured in specialist editing applications.

Actions:

1. Use the converted tiger image from the previous exercise. Select the image.

2. From the Arrange group click on Selection Pane.

3. This shows the Selection Pane allowing individual parts to be selected and formatted.

4. Click on Freeform 103 in the Selection Pane. The whiskers of the tiger are selected.

Note: The Freeform numbers may not be the same as shown here.

5. Click on a few of the other Freeform numbers to find out which part they represent.



Exercise 86 - Continued6. Click on Freeform 90. This is part of the foliage in the picture. Click on the

eye icon in the Selection Pane and the foliage selection disappears.

7. Click again on the eye icon and the selection is returned. Remove the selection again.

8. Click on Freeform 91. From the Drawing Tools Format tab, change the Shape Fill colour to purple.

9. A part of the drawing can be selected by clicking on it. Click on the foreleg of the tiger

.

10. Use the Shape Fill tool to change the colour to yellow.

11. The tiger is basically made up of 4 different colours. Practise changing the colours, using either method, until your tiger is completely different, still keeping to 4 basic colours.

12. Save and close the presentation.



Exercise 87 - Using External Data SourcesGuidelines:

If the necessary hardware is available, images can be saved from a digital camera and then used in a PowerPoint presentation. It is possible however to insert images into a PowerPoint slide directly from a camera without using the device software, although all necessary drivers must be installed.

Other external sources include scanners, memory sticks, external hard drives, mp3 players, etc.

Note: For the purposes of this exercise a picture will be inserted directly from a digital camera. If a camera with pictures is not available, read the exercise for information only.

Actions:

1. Start a new blank presentation and add a Picture with caption slide. An image will be inserted on to this slide directly from the camera.

2. Connect the camera to the computer using the maker’s instructions.

3. Click on the Insert Picture from slide icon . The Insert Picture dialog box appears.

4. After a few moments the camera will appear as an extra drive. The picture shows it as Removable Disk (E:), although yours may be different. Click on the drive and internal folders until the pictures are displayed, usually as .jpg files.

5. Click on the required picture and then Insert.

6. The picture may now be edited, resized, rotated, etc. as any other picture.

7. Save the presentation as Camera and then remove the hardware safely, if required.

Note: Ignore or close any dialog boxes that refer to scanning or opening pictures, although the Autoplay option can be used to save images to the computer.



Exercise 88 - Revision: Objects and Images1. Start a new blank presentation with a Title Only slide. Add a title of

Rocket.

2. Draw the following Shapes: Rounded Rectangle and Right Triangle (from Basic Shapes) and Right Arrow (from Block Arrows). Resize them to look approximately like the following picture and colour each shape a different shade of blue.

3. Copy the triangle, then Flip the copy vertically.

4. Rearrange the shapes to form the following pattern. Use the Align commands (not relative to slide) to align everything correctly.

5. Group all the component shapes into a single object and Rotate the new object through 90o Left.

6. Insert another Title Only slide with the title of Picture.

7. Insert the Ferry image from the supplied files.

8. Crop the picture to remove much of the background.

9. Re-colour the picture to Sepia.


Note: An example of how the presentation created in this exercise should look can be found in the Answers Section at the end of the guide.



Section 10

Charts and Diagrams


Use Combination ChartsEdit Charts

Animate ChartsCreate and Amend Flowcharts

Insert Other Diagrams



Exercise 89 - Combination ChartsGuidelines:

A combination (or mixed) chart shows different types of information by using two or more chart types. For example, a line-column chart may show projected figures as a column chart and actual figures as a line chart on the same grid. A 2 Axes chart has a different axis on the left and right of the chart so that completely different data can be displayed on the same chart, e.g. rainfall and temperature.

Actions:

1. Start a new blank presentation.

2. Create a new Title and Content slide and add the title Performance.

3. Click on the Chart icon

.

4. Select the Chart Type Clustered Column. This will be altered to show 2 separate axes.

5. Click OK.

6. Amend the datasheet as shown below to represent the turnover of a production company compared to production over a six month period. The units for Turnover (currency) and Output (number of units) are different, which is why a 2 axes chart is required.



Exercise 89 - Continued7. Close the datasheet.

8. Select the Data Series for Output by clicking on it.

9. Right click to drop down the shortcut menu and select Change Series Chart Type.

10. Select the first Line option and click OK.

11. To add the axis for this series, display the Format tab from Chart Tools. With the data series still selected, click Format Selection.

12. In the Format Data Series dialog box select Secondary Axis from Series Options.

13. Click Close.

14. The axis for the Turnover figures (blue columns) is on the left and is called the Vertical (Value) Axis. The axis for the Output figures (red line) is on the right and is called the Secondary Vertical (Value) Axis.

15. Save the presentation as Charts and leave it open.



Exercise 90 - Editing ChartsGuidelines:

Charts can be edited to show data in different ways. The type of the whole chart or a single data series on the chart can be changed, the scale of the value axis and the interval between the plotted numbers can be amended. The way figures are displayed can also be changed.

Actions:

1. With the chart selected, click on the Vertical (Value) Axis (on the left) and from Layout tab in Chart Tools, select Format Selection. This displays the Format Axis dialog box. Select Axis Options.

2. There are no Turnover figures below 18900 on the chart, so the lowest figure on the Value Axis can be changed to 15000. Click on Fixed in Minimum and change the value to 15000.

3. Change the Maximum value to 25000.

4. The interval between each value on the axis is currently set at 5000. Change the Major unit to 2500.

5. To change the Turnover units to thousands without amending the datasheet, click the drop down arrow next to Display units. Examine the possible settings then select Thousands.

6. Click Close in the dialog box. Notice how the column for Month 1 is now off the scale of the chart. This is because the Maximum value is too low.

7. Change Maximum to 30000 and click Close.



Exercise 90 - Continued8. Right click on the right axis and select Format Axis. Amend the

Secondary Value Axis settings as follows: Maximum to 13000, Minimum to 6000, Major unit to 1000 and Display units to Thousands. Click Close.

9. Right click on the Turnover data series and change the series chart type to a line chart.

10. To change the entire chart, select the Chart Tools Design tab and select Change Chart Type. Select the first Column chart, then click OK.

11. The new chart has only one vertical axis and the Output data is not seen. Right click on an axis figure and select Format Axis to display the Format Axis dialog box. Set the Minimum value back to 0. Click Close.

12. Save that presentation and leave it open.



Exercise 91 - Animating ChartsGuidelines:

Different elements of a chart can be animated separately so that the information is displayed gradually in a specified order.

Actions:

1. Click on the chart ensuring that no element of the chart is selected, only the chart (there should be a grey border around the chart with 3 dots in each corner and no other selection).

2. To animate the chart select the Animations tab. Click Custom Animation to open the task pane. Click .

3. Select Entrance and then Checkerboard. The effect is applied to the whole chart.

4. Click the drop down arrow at the right of in the Custom Animation task pane and select Effect Options.

5. Select the Chart Animation tab. This defines how animation is applied to the chart. From the Group chart drop down list select By Category.

6. Click OK to see a preview of the chosen effect. The plot area appears first, then both data series are introduced month by month.

7. To change the order in which the data is animated, redisplay the Effect Options dialog box (Step 4). Display the Chart Animation tab and change Group chart to By Series. Click OK. All the Turnover series is introduced first then the Output.

8. Change the animation order again by selecting By Element in Category in the Group chart box and notice the different order of display.

9. Select By Element in Series and click OK.

10. Save the presentation and leave it open.



Exercise 92 - Creating FlowchartsGuidelines:

Diagrams such as flowcharts can be created on slides using a variety of drawing AutoShapes.

Actions:

1. Insert a new Title Only slide and name it Flowchart.

2. From the Insert tab select Shapes. From Flowchart select the Flowchart: Terminator shape, .

3. To start the flowchart click and drag this shape at the top left of the diagram area and type in Order Received.

4. Flowchart shapes can be moved, resized and coloured like any other drawn object. Right click on the shape, select Size and Position and under the Size tab set the Width to 5.4cm.

5. Beneath this shape draw a Flowchart: Decision shape, and type New Client? Set the shape Width to 5.4cm.

6. Complete the flowchart as below, using Decision, Process and Terminator shapes, all the same width.

Note: The Align function on the Drawing Tools Format tab can be used to arrange the shapes neatly. Make sure Align Selected Objects is selected first.

Note: Some flowchart shapes can be created equally well by using standard drawing shapes such as Rectangle.



Exercise 92 - Continued7. To connect the shapes select the Arrow from the Lines area of Shapes.

Move the cursor over the first flowchart shape. Notice how red handles appear around the shape.

8. Click on the bottom centre handle of the Order Received shape. The line is drawn but is not in the correct position. Click on the arrow end and drag it to the top of the New Client? shape.

9. The line will ‘snap’ into place when it is close to the correct location. Release the mouse button to anchor the line.

10. Move the New Client? shape sideways. The connector moves with it. Click Undo to replace the shape.

11. Select the Elbow Arrow Connector and join the side of New Client? to the top of Process Order.

12. Join the other shapes as below, using Straight Arrow and Elbow Arrow connectors.

13. Save the presentation as Flowchart and leave it open.



Exercise 93 - Amending a FlowchartGuidelines:

The shape and design used in a flowchart can be amended at any time.

Actions:

1. Using the flowchart from the previous exercise, add a new Document shape to the right of Process Order, enter a label of Print Copy, and connect these two shapes together with a Straight Arrow connector.

2. Drag the new shape to the top right corner of the slide. Because the connector has been locked to the shape, it will extend to reach the new position.

3. Return the Print Copy shape to its original position.

4. The connector from Create Client Record goes to the wrong shape. Click this connector to select it, then drag the red handle at the right of the line up to the top of the Process Order shape.

Note: Connectors can be repositioned by clicking to select them and then dragging any of the marked points.

5. The connector now goes to the correct place but is the wrong shape. Right click it and from Connector Types select Curved Connector to see the effect.

6. Right click it again and select Elbow Connector.

7. Click away from the connector, the flowchart should look something like this.

8. Save the presentation and leave it open it.



Exercise 94 - Other DiagramsGuidelines:

A variety of diagram types can be easily added to a slide using a special Slide Layout.

Actions:

1. Insert a new slide into the presentation and select a slide layout of Title and Content.

2. Add a title of Diagrams, then click the SmartArt icon in the middle of the slide.

3. Select Cycle and then Block Cycle, click OK.

4. Type Cloud in the uppermost box (or use the Text box alongside), Rain in the second and Rivers in the third.

5. Click on the border of the two remaining boxes and press <Delete>.

6. From SmartArt Styles select Change Colors . Select Colorful – Accent Colors.

7. Select the Rivers box and click . Choose to Add Shape After then add the caption Sea.

8. Drop down the Layouts list and change the layout to Continuous Cycle.

9. Experiment by selecting other diagram styles and applying other options.

10. Save the presentation and close it.



Exercise 95 - Revision: Charts and Diagrams1. Open the Section10 presentation and insert a new slide at the end with a

layout of Title and Content. Add a title of 4 Weeks at Forest Lodge.

2. Use the following data to create a chart:

3. The appearance is not satisfactory. Change the Fitness Index Chart Type to Line.

4. Change the colour of this series to a dark blue.

5. Format the axis on the left (Value Axis) to have a minimum value of 70 and the right one (Secondary Value Axis) to have a minimum value of 5.

6. Resize the chart so that the tree logo can be seen.

7. Insert a Title Only slide with the title The Forest Lodge Way and create the following flowchart using AutoShape features:

8. Change all the connectors to Curved Connectors.

9. Insert a Title and Content slide with a title of Life Pyramid and add a Pyramid diagram.

10. Add an extra level and format the diagram in one of the Colorful range.

11. Add the following captions to the levels, starting at the lowest: Physical, Mental, Spiritual, You. Change the font of all the captions.





Section 11

Linking and Importing


Insert Text SlidesLink to DocumentsLink to Worksheets

Link to ChartsLink to Images

Update and Edit Links



Exercise 96 - Inserting Text SlidesGuidelines:

Individual sections of text can be imported into a PowerPoint presentation from word processing applications most easily by using Copy and Paste. However, if a document is created with the correct styles already set up, it can be imported using a command in PowerPoint, which will create new slides directly.

Actions:

1. Open the word processing application Word and open the file Welcome.docx, which is included with the supplied PowerPoint files. Make sure Outline View, , is selected.

2. Examine the text; it has been formatted at different levels.

3. When imported into PowerPoint, the highest level text will be translated into slide titles, the next level into 1st level bullet points, and so on. Close the document and close Word.

4. In PowerPoint create a new blank presentation. Add a Title Slide with Welcome as the title text and your organisation name as the subtitle text.

5. Apply a design theme of Solstice.

6. To import the outline, select the Home tab and drop down the New Slide options. Select Slides from Outline. Look in the supplied data files folder and select All Outlines from Files of type.

7. Select the file Welcome and click the Insert button, .

8. Three new slides are created from the outline file. Compare their structure with the original file layout.

9. Save the presentation as Links and leave it open.



Exercise 97 - Linking to a DocumentGuidelines:

Objects on a slide can be linked to external data from a variety of other applications. Linking an object means that if its source data is changed, those changes can be reflected in the object in the presentation. It also means that the source data can be opened in its own application directly from PowerPoint.

Actions:

1. At the end of the current presentation create a new Title Only slide and add the title Products.

2. To create the link, select the Insert tab, then Object and the Create from file option.

3. Click Browse and locate the supplied PowerPoint data files. Select the Products file and click OK.

4. In the Insert Object dialog box, check Link.

5. Click OK to insert the document as a linked object, then save the presentation.

6. The text cannot be altered directly on the slide. To amend the text, double click the object. Word starts and opens the source document.

7. In Word, format the Product Range heading as Bold Italic.

8. Save the document and close Word. Notice that the slide content has changed to match the changes to the source document.

Note: In this example the presentation was open when the source object was being changed. The situation where the presentation is not open will be covered in a later exercise.

9. Leave the presentation open.



Exercise 98 - Linking to a WorksheetGuidelines:

A link can be created from a slide to a range of data on a worksheet. As before the data cannot be amended from PowerPoint, but only by amending the source data in its original application (Excel).

Actions:

1. At the end of the current presentation create a new Title Only slide and add the title Performance.

2. Start Excel and open the workbook Sales from the data files.

3. Display the Data sheet and click and drag to select the range B3:D15. This range has already been given the name Range.

4. Copy the range then switch back to PowerPoint.

5. To create a link to the range, from the Home tab, select the Paste drop down options and then Paste Special.

6. Select the Paste link option and click OK.

7. The range selected from the spreadsheet is now linked to the presentation. Enlarge the range object by dragging a corner handle then save the presentation.

8. Although the data cannot be amended on the slide, the whole object can be formatted. Right click the object and select Format Object. Change the Fill Color to light blue and click OK.

Note: The link can also be created by using the Object button on the Insert tab as used in the last exercise. The part of the spreadsheet that was last selected will be used as the object.

9. Double click the object to open it in Excel, then leave Excel open for the next exercise.



Exercise 99 - Linking to a ChartGuidelines:

Rather than create a chart in PowerPoint, if a suitable one already exists within a workbook you can import it or create a link to it.

Actions:

1. With the Sales workbook open in Excel, click on the 2003 sheet tab to open it. Click on the chart and then click Copy, .

2. Switch to PowerPoint and insert two new Title Only slides at the end of the Link presentation.

3. Add the title Linked Chart to the first of the new slides and Imported Chart to the other.

4. Click in the main area of the Imported Chart slide and select Paste and then Paste Special.

5. With Paste selected, click OK. The chart is pasted into the presentation, with its associated data. It is embedded, i.e. no longer linked to the original workbook. Resize to make it fit the slide.

6. Click in the main area of the Linked Chart slide and select Paste and then Paste Special again.

7. This time select Paste link and click OK. The chart is pasted into the presentation as a link to the original workbook.

8. Double click the chart on the Linked Chart slide. The original workbook is opened in Excel. Close Excel without saving any changes.

Note: The chart and data can be amended on the Imported Chart slide by clicking the Edit Data button on the Chart Tools Design tab.

9. Leave the presentation open.



Exercise 100 - Linking to an ImageGuidelines:

Links to images can also be added to a presentation. If the original image is edited in any way, the changes are reflected in the linked PowerPoint object.

Actions:

1. At the end of the Links presentation create another Title Only slide.

2. Name it Linked Image.

3. To create a link to an image file, from the Insert tab, select Picture.

4. Select the location of the supplied data folder and select the file cat.gif file from the contents.

5. Click the drop down arrow on the Insert button.

6. Click the Link to File option. The linked graphic is placed in the presentation and can be manipulated like any inserted object.

Note: Links to images are handled differently to other links. Double clicking the image will not open it in any application.

7. Save the Links presentation and close it.

8. Close PowerPoint.



Exercise 101 - Updating Linked DataGuidelines:

The default when creating links is for them to have the automatic update option set. Whenever a presentation containing links is opened, you will always be prompted to update the data from automatic links. If the option is accepted, all automatic update linked objects within the presentation will be updated with the current versions of the source data. If not, they will be left unchanged.

Actions:

1. Open the workbook Sales in Excel.

2. Select the worksheet Data and change the number of licenses sold in January to 20.

3. Select the worksheet 2003 and right click on the Plot Area. Select Format Plot Area from the shortcut menu.

4. From Gradient fill, select a Preset color effect of Daybreak.

5. Click Close.

6. Save the workbook and close Excel.

7. Open Word and open the document Products. At the end of the list add a new product e-Citizen, with the same formatting as the existing content.



Exercise 101 - Continued8. Save the document with the same name and close Word.

9. Open Microsoft Paint (All Programs | Accessories | Paint from the Start menu) and open the image cat.gif from the supplied data files. Remember to specify All Files in the Files of type box.

10. Use the Fill With Color tool, , to change the colour of the cat from black to blue (select the colour from the palette at the top of the window).

11. Save the image and close the application.

12. Start PowerPoint open the presentation Links - the prompt opposite appears:

13. Read the text in the message box then click Update Links. The process may take a few moments.

14. Check the Products slide (slide 5). The new text is shown.

15. Check the Performance slide (slide 6). The new data for January is shown.

16. Check the Linked Chart slide (slide 7). The new data and chart background is shown.

Note: A linked chart can also be updated by right clicking on it and selecting Update Link from the shortcut menu.

17. Check the Imported Chart slide (slide 8). No changes are shown because this object is not linked, it is embedded.

Note: An embedded chart can also be updated by clicking the Refresh Data button found in the Data group of Chart Tools Design tab.

18. Check the Linked Image slide (slide 9). The image needs to be updated manually.

Note: The image will be updated if the PowerPoint application was closed and restarted, not just the Links presentation.

19. Save the presentation and leave it open for the next exercise.



Exercise 102 - Editing LinksGuidelines:

Once links have been created in a presentation, they can be amended, updated or broken at any time.

Actions:

1. Select the Office Button. From the list select Prepare and then Edit Links to Files. All links in the presentation are shown.

Note: If the linked picture did not update previously, select the Picture link at the top of the list. and click Update Now.

2. Click on the Document link (to Products). This is currently an Automatic link. Click the Manual option at the bottom of the dialog box.

3. Click Close on the dialog box, then save the presentation and close it.

4. Open Word and open the document Products. Delete the line showing Trainer's Packs.

5. Save the document with the same name and close Word.

6. In PowerPoint, open the Links presentation, selecting the Update Links option when prompted.

7. Check the Products slide (slide 5). The text has not been amended automatically, the update must be requested manually.

8. Select the Office Button, select Prepare and then Edit Links to Files.

9. Click on the link to the Products document and click Update Now. The text is amended to match the source. Click Close to see the slide.

Note: In the Links dialog box, allows the link to be redirected to a new source and removes the link from that object.




Exercise 103 - Revision: Importing and Linking1. Open the Section11 presentation.

2. Insert text from the Facilities.docx file which is included with the supplied data files, to create 3 new slides at the end of the presentation.

3. Insert a Title Only slide at the end of the presentation and add a title of Price List.

4. Start Excel and open the spreadsheet Prices.xlsx and make sure the range A1:D4 is selected. Insert this range on to the new slide, so that the data on the slide is linked to the data in the spreadsheet.

5. Insert another Title Only slide at the end of the presentation and add a title of Occupancy.

6. Open the spreadsheet Forest.xlsx and insert the chart from the Chart sheet on to the new slide so that the data on the slide is linked to the data in the spreadsheet.


8. In the Prices spreadsheet, increase the prices in the Comfort range by £10, then save and close the file.

9. In the Forest spreadsheet, change the colour of the Chart Walls to another suitable colour, then save and close the file.

10. Close Excel.

11. In PowerPoint, open the Revision103 presentation so that the updated data is shown.

12. Edit the links in the presentation. Make the link to the Prices data a Manually updated link.

13. Break the link to the chart data so that the chart on the slide will no longer be affected by changes in the original spreadsheet.

14. Save and close the Revision103 presentation.




Section 12

Navigation


Create HyperlinksCreate Action Buttons

Edit HyperlinksCreate and Run Custom Shows

Hide Slides



Exercise 104 - Creating HyperlinksGuidelines:

When running a slide show, it is not necessary to show every slide in a fixed order. There are several methods of varying the sequence, for example the use of hyperlinks. Regular users of the Internet will be familiar with hyperlinks - text or images which move the user directly to another location when they are clicked. Hyperlinks can point to other slides in a presentation, to a different presentation, to files in different applications, or to Intranet locations.

Actions:

1. Open the presentation Progressive, which gives an introduction to the Progressive Training Company. Run through the slide show to see the content of the presentation.

2. View slide 2, Agenda in Normal View. A hyperlink can be used to jump from slide 2 directly to the slides showing financial information if required.

3. Highlight the line, Our Performance, select the Insert tab, then click the Hyperlink button.

4. From the Insert Hyperlink dialog box click the Place in This Document icon, and from the list of slide titles, select Performance Summary.

5. Click OK to add the hyperlink to the text.

6. Run the slide show from slide 1. On slide 2 move the mouse pointer over Our Performance. The pointer changes to a hand shape.

7. Click once to move directly to slide 9, Performance Summary.



Exercise 104 - Continued8. Press <Esc> to end the show, then display slide 2 in Normal View.

9. Notice the text colour of a hyperlink may be different to other text on the slide, and when the link has been used, the colour may change again. These colours can be altered if required. From the Themes group on the Design tab, select Colors.

10. Click Create New Theme Colors.

11. The last two options are for hyperlinks. Change the Followed Hyperlink to black, so that it will have the same colours as the other text once it has been used. Click Save when finished.

Note: Other parts of the slide design, e.g. bullet points, may be recoloured by this action.

12. Hyperlinks can also open files outside of PowerPoint. Insert a text box at the bottom of slide 9, underneath the table and add the text Click here for detailed figures.

13. Select the new text and click Hyperlink from the Insert tab, then select the Existing File or Web Page icon.

14. Use the Look in box to locate the supplied data files, select the Big.xlsx workbook and click OK.

15. Run the slide show again.

16. At slide 9, click the link Click here for detailed figures. The Big workbook will be opened in Excel showing the detailed figures behind the summary. This will be useful if there are any specific questions for instance, when the slide is being shown.

17. Close the workbook and close Excel. The slide show will resume.

18. Press <Esc> to return to Normal View, then save the presentation as Navigation and leave it open.



Exercise 105 - Action ButtonsGuidelines:

Navigation links and links to other applications can also be added to slides using Action Buttons.

Actions:

1. Display slide 2 of the Navigation presentation in Normal View.

2. To create an action button that links to slide 11, from the Insert tab, select Shapes. From Action Buttons select the Information action button, .

3. Click and drag the shape of the button on the bottom left side of the slide.

4. The Action Settings dialog box appears. Ensure that the Mouse Click tab is selected.

5. Click the Hyperlink to option and from the drop down list, select Slide. From the list of slides displayed, select slide 11 Where to Get More Information and click OK.

6. Click OK to insert the hyperlink.

7. Start the slide show, and on slide 2 click the new button.



Exercise 105 - Continued8. Slide 11 is shown. Press <Esc> to end the show.

9. Having moved to a new slide in a show, it is often useful to be able to move back to the original slide. Display slide 11 in Normal View and use AutoShapes to draw a Custom Action button in the lower left corner.

10. In the Action Settings dialog box, click Hyperlink to and select Last Slide Viewed.

11. Click OK and add the text Return to the button.

12. Run the slide show and click the Information button on slide 2.

13. Click the Return button on slide 11. Slide 2 is displayed again and the show can continue. Press <Esc> to end the show.

Note: Returning to the last viewed slide is also possible without creating a button. Right click on any slide in a show (except the first) and select Last Viewed.

14. Links can also be created to web sites. Display slide 11 in Normal View.

15. Create a Custom button to the right of the text Or visit our web site.

16. In the Action Settings dialog box, click Hyperlink to and select URL.

17. Enter the following address:

18. Click OK then click OK again to add the hyperlink. Add the text Site to the button.

19. Run the slide show. On slide 11, click the Site button. If Internet access is active, the ciasupport web site will be displayed in a browser window.

20. Close the browser window and the slide show will be resumed.

21. Press <Esc> to return to Normal View, then save the presentation as Navigation and leave it open.



Exercise 106 - Editing HyperlinksGuidelines:

It is possible to change the destination of links after they have been created, whether they are attached to buttons or text hyperlinks. Internal links are maintained when slides are added or deleted, but a change may be necessary if a web address (URL) changes for example.

Actions:


2. Right click on the Information button and select Edit Hyperlink. The link is to slide 11, Where to Get More Information. Click Cancel.

3. Click New Slide to insert a new slide after slide 2.

4. Redisplay slide 2, right click on the Information button and select Edit Hyperlink. The link is now to slide 12, Where to Get More Information. It has been automatically amended to point to the correct slide.

5. Click Cancel then delete the extra slide.

6. Display slide 11 in Normal View.

7. Right click on the Site button and select Edit Hyperlink. The ciasupport web address is shown.

8. Click on the drop down arrow of the Hyperlink to box and select URL.

9. Amend the entry in the Hyperlink To URL dialog box to www.ciatraining.co.uk and click OK.

10. Click OK again. The link has been changed.

11. Run the slide show and check the new web site link.

Note: The destination of any link, on a button or text, can be changed using the Edit Hyperlink function.

12. Return to Normal View and leave the presentation open.



Exercise 107 - Custom ShowsGuidelines:

Custom shows allow different parts of one presentation to be shown as different shows to different audiences without the need to create multiple versions of the same presentation. For example, an audience of salespeople could see a presentation without seeing those slides relating to administration and training, and finance staff could be given the same presentation but without the sales and training slides.

Actions:

1. With the Navigation presentation open, select the Slide Show tab, then Custom Slide Show and finally Custom Shows. Two different versions of the presentation are to be created.

2. Click the New button in the Custom Shows dialog box.

3. Enter the name Finance as this is the show that will be given to people interested in the financial aspect of the company.

4. Select slide 2 from the list on the left and click Add. The Agenda slide becomes slide 1 of the custom show.

5. Select slide 4 from the list on the left and then hold down <Ctrl> as you select slides 5, 6, 9 and 10. Click Add to add them all to the custom show, then click OK to return to the Custom Shows dialog box.

6. Create another custom show called Client and add slides 2, 3, 5, 6, 7, 8 and 11. Click OK.



Exercise 107 - Continued7. To edit the Client show, select Client from the list in the Custom Shows

dialog box and click Edit.

8. Future projects are meant to be secret. Select slide 5 from the list on the right.

9. Click Remove.

10. The New Training Centre slide is to be shown last. Select this slide from the right of the dialog box.

11. Click Move Down, .

12. Click OK and then Close.

13. To view a custom show, click Custom Slide Show from the Slide Show tab.

14. Select Client from the list.

15. Advance the show by using mouse clicks only (do not use any links). Note the slide numbers as the slides are shown. These still refer to the positions in the original presentation.

16. View the Finance show in the same manner. Run the show to the end until Normal View is shown again.




Exercise 108 - Running Custom ShowsGuidelines:

After custom shows have been created, it is possible to run them from within the main presentation by the use of action buttons.

Actions:


2. Draw a Custom Action Button at the lower left of the slide.

3. Select Hyperlink to and select Custom Show from the drop down list.

4. Select Finance, click OK then click OK again.

5. With the button selected type in Finance as a caption. Click away from the button.

6. Repeat the above steps to create a button for the Client custom show at the lower right of the slide.

7. Resize and move the buttons as necessary and change their fill colour to match the slide design if required.

8. Start the slide show from slide 1. There are three options. Either click Finance to run the Finance custom show, or click Client to run the Client custom show, or click anywhere on the slide away from a button to run the original full show.

9. Take each of the three options from slide 1 in turn and note the slide numbers as they are displayed in each show.




Exercise 109 - Hiding SlidesGuidelines:

Individual slides in a presentation can be marked as Hidden. They will not then appear in the sequence of any slide show, but can still be accessed with commands or hyperlinks.

Actions:

1. View the Navigation presentation in Slide Sorter View.

2. Right click on slide 9, Performance Summary and select from the shortcut menu. The number on the slide icon is changed to indicate that it will be hidden during a show.

Note: Alternatively, Hide Slide appears as a button in the Setup group of the Slide Show tab.

3. Start a slide show from slide 1.

4. Slide 9 is included in the Finance custom show. Click the Finance button to run it.

5. Click with the mouse to advance through the slides. Slide 9 will not be shown.

6. Hidden slides can be seen if there is a specific link to them. Run the Finance slide show again. This time stop at slide 2 and click the Our Performance text hyperlink. Slide 9 is displayed.




Exercise 110 - Revision: Navigation1. Open the Section12 presentation.

2. On slide 2, insert a hyperlink on the text line Physical Well Being which will display slide 4.

3. Similarly add hyperlinks from the lines Mental Attitude and Spiritual Health which will display slides 5 and 6 respectively.

4. Change the colour of a followed hyperlink to brown.

5. Insert a Title and Content slide as a slide before the last slide, and add a title of Testimonials.

6. Enter the following three bullet points:

7. Demote the third line to a second level bullet point and then insert a hyperlink to the document Testimonial.docx which can be found with the supplied data files.

8. Test the hyperlink, read the document, then close Word.

9. Create a custom show with a title of Public, which includes the slides 2, 4, 5, 6, 9, 7, in that order.

10. Create a Custom Button in the bottom right of slide 1 with a caption of Demo. Clicking this button is to start the custom show Public.

11. Test the button and the custom show.

12. What happens to the slide show if slide 1 is clicked anywhere else apart from the button?

13. On which tab is the Hide Slide command found?


Note: Answers to this exercise can be found in the Answers Section at the end of the guide.



Section 13

Animation and Timing


Apply Custom AnimationAmend Animation OptionsAmend Animation Effects

Control Animation SequenceInsert Animated Clips

Insert Sounds and MoviesApply Slide TransitionsSet Slide Show Timings



Exercise 111 - Introducing Custom AnimationGuidelines:

Applying preset animation schemes to complete slides was covered in the Introductory guide, but it is possible for animation effects to be defined separately for every individual object on a slide. This is known as Custom Animation. Effects can be chosen from 4 areas:

Entrance effects (how an item comes on to the screen)

Emphasis effects (what it does on the screen)

Exit effects (how an item disappears)

Motion Paths (to move an item around a slide)

More than one animation effect can be applied to the same item.

Customising also allows greater control over details within effects, such as the timing, speed and order of the animations, and any accompanying sound. For any selected effect, all options can be set from a dialog box with up to 3 tabs.

The Effects tab controls the addition of sounds, what happens to the item after animation and whether to introduce text all at once, word by word or letter by letter.

The Timing tab controls when an effect is activated - on the click of the mouse or automatically, how fast the effect runs and whether it repeats.

The Text Animation tab controls how the effects are applied to a bulleted text list (either to the whole list or by heading/subheading).

Actions:

1. Open the Galactic presentation and select slide 1. This slide has a variety of custom animation effects applied. Many effects include sounds, make sure that your system's speakers are connected and switched on.

2. View the Slide Show. The slide background is shown, then the title appears, accompanied by sounds. Nothing more will happen.

3. Click the mouse button. A graphic object appears, moves, and disappears, then a subtitle is displayed, again with sound.

4. Click the mouse button. The subtitle changes colour and the first bullet point appears (with sound).

5. Click the mouse button twice more to bring in the next two bullet points.

6. Click the mouse button. A WordArt logo appears, with sound.

7. Press <Esc> to end the show and leave the presentation open.



Exercise 112 - Applying Custom AnimationGuidelines:

All custom animation effects can be applied from the Custom Animation Task Pane. Animated objects can be set to run automatically, or to appear only when the mouse button is clicked.

Actions:

1. View slide 1 of the Galactic presentation in Normal View. Select the Animations tab and then Custom Animation. The Custom Animation task pane shows a list of all the individual objects on the slide that have effects applied.

2. Select slide 2. This has all the same objects as slide 1, but no animation. The animation will be applied in the following exercises.

3. On slide 2, click on the slide heading Galactic Tours Presents and then click from the task pane.

4. Select Entrance, then More Effects, then scroll down the list of effects and select Spiral In (from the Exciting section). Click OK.

5. Click in the main text box on the slide and click .

6. Add the Entrance Effect of Thread (from the Exciting section). By default this is applied to all text lines in the body of the slide.



Exercise 112 - Continued7. Select the Sun graphic and add an Entrance Effect of Light Speed

(again from the Exciting section).

8. Select the WordArt logo in the lower right corner and add an Entrance Effect of Peek In (Basic section).

9. The task pane now lists all the animated objects on the slide, but all lines in the main text box are summarised in the Rectangle 3 entry. Click the chevrons, , under the Rectangle 3 entry to expand the entries.

10. Notice each object is given a number indicating its sequence in the animation. This number is repeated on the slide display next to the appropriate object.

11. Click on the task pane to see the animation effects on the slide. Notice that the mouse must be clicked to introduce every object.

12. In Normal View, click on the Rectangle 2 line in the task pane.

13. Click the drop down arrow on the Start box and select With Previous from the list.

14. Click the Speed drop down arrow and select Medium from the list.

15. Click again. Now the title appears without a mouse click, and at a slower speed. The mouse is still needed for all other objects.

16. End the show. Notice that the title now has a sequence number of 0. This is because the numbering actually refers to mouse clicks and the title now appears before the first mouse click.

17. Save the presentation as Animate and leave it open.



Exercise 113 - Amending Animation OptionsGuidelines:

Once animation effects have been set up, all options for them can be amended at any time, including adding sounds.

Actions:

1. View slide 2 of the Animate presentation in Normal View.

2. Click on the drop down arrow of the Rectangle 2 line in the task pane and select Effect Options from the list.

3. Click in the Sound box and select Bomb from the list.

4. Click in the Animate text box and select By word from the list.

5. Click OK then click to see the effect. The title appears word by word and is accompanied by a sound. Return to Normal View.

6. Click on the drop down arrow of the Guided Tours line in the task pane and select Effect Options from the list.

7. Click in the Sound box and select Applause from the list.

8. Click in the After animation box and read the options. Select a dark blue colour for the text after animation.

9. Click the Timing tab. Animation speed can be set from here. Click the arrow in the Speed box and select 3 seconds (Slow). Click OK.

10. Select the Effect Options for the Barnacle Group logo (WordArt 4). Apply a sound of Chime, make sure Direction is From Bottom and on the Timing tab select a Speed of 2 seconds (Medium).

11. Click OK then click to see the effect. Return to Normal View.




Exercise 114 - Amending Animation EffectsGuidelines:

As well as amending animation options, the effects themselves can be changed.

Actions:

1. With slide 2 of the Animate presentation open in Normal View, click the entry for Mercury in the task pane.

2. The animation for this line is Thread. Click , to change it.

3. Select Entrance, More Effects, then Float (from the Exciting section) and click OK.

4. Click the drop down arrow for Mercury and select Effect Options. Add a sound effect of Voltage and set the Animate text option to By letter, with a 10% delay between letters. Click OK.

5. Run the Slide Show for the slide. The Mercury text now has a new entrance effect.

6. Select the task pane entries for Venus and Mars in turn and change each Entrance effect to Float, with the same effect options as Mercury.

7. Different effects can be added to the same object. Select the Sun (AutoShape 5) on the slide and click .

8. Select Emphasis and choose Grow/Shrink.

9. On the task pane, change the Size to Huge (400%) and Speed to Slow.

10. Select the Sun graphic on the slide again and click .

11. Select Exit, More Effects, and choose Stretchy (from the Moderate section).

12. On the task pane, change the Speed to Slow.

13. Run Slide Show for the slide. All of the required animation is now present, but not necessarily in the right order.




Exercise 115 - Animation SequenceGuidelines:

When animation effects have been created, it is important that the sequence of effects is correct. This includes not only the order of appearance, but also what will trigger each effect and whether any delays are required.

Actions:

1. With slide 2 of the Animate presentation open in Normal View, look at the Sun graphic on the slide. There are three numbers representing the three effects applied to this object. Notice they are not sequential.

2. In the Custom Animation task pane, select entry 6, the WordArt group logo.

3. Click the Re-Order button twice. The effect is moved to the end of the sequence, and the three Sun effects are now together.

4. Click the first Sun effect (No 5), hold down <Shift> and click the third one (No 7). All three Sun effects are selected.

5. Click the button until the three Sun effects appear immediately after the first effect (Rectangle 2).

6. Click to see the revised animation sequence.

7. We want the first Sun effect to start with a mouse click, but the rest of the effect to follow automatically. Select the second Sun effect (No 2) (Grow/Shrink), in the task pane.

8. Click the drop down arrow and select Effect Options.

9. Select the Timing tab.

10. Change the Start setting to After Previous and enter a Delay value of 2 seconds.




11. Click OK.

12. Select the third Sun effect (Stretchy), in the task pane and display the Effect Options dialog box, Timing tab.

13. Change the Start setting to After Previous but leave the Delay as 0. Click OK.

Note: On the slide, the Sun graphic now has only one sequence number as only one mouse click is required to run the series of effects.

14. Select the Guided Tours effect in the task pane and display the Effect Options, Timing tab.

15. Change the Start setting to After Previous and enter a Delay value of 1 second. This text line will now appear automatically, one second after the end of the Sun animation. The effects list should look like the following:

16. Click to view the final animation sequence.

17. Close the Custom Animation task pane, save the presentation and close it.



Exercise 116 - Inserting Animated ClipsGuidelines:

Instead of animating images using Custom Animation, there are images containing animation available from the Clip Art gallery. These can be inserted and manipulated like any other Clip Art image.

Actions:

1. Start a new presentation with one blank Title Only slide. Add a title of Animated Clip.

2. From the Insert tab, select Movie and then Movie from Clip Organiser. The Clip Art task pane appears. This contains icons for all the available animated clip art images. There may not be many installed with the application, but there will be many more available online.

3. Type business in the Search for box in the task pane.

4. Click Go to limit the selection to this topic.

Note: Animated clips are indicated by an animation icon in the bottom right corner.

5. Click on one of the available images to insert it on to the page.

6. Resize the image by dragging one of the corner handles.

7. Click the Slide Show button, , to see the image with the animation in action.

8. Press <Esc> to return to Normal View. From the Animations tab select Custom Animation.

9. The Custom Animation task pane shows that there is no animation applied to this slide. It is all contained within the object.

10. Close the Custom Animation and Clip Art task panes but leave the presentation open for the next exercise.



Exercise 117 - Inserting Sounds and MoviesGuidelines:

Movie files can easily be added to slides. Sound files can also be added as separate objects, rather than as options to an existing animation effect.

Actions:

1. Insert another Title Only slide and give it a title of Movies.

2. From the Insert tab select Movie and then Movie from File.

3. Locate and select cia.avi from the supplied files and click OK.

4. Click Automatically so that the movie starts as the slide is displayed.

5. From the Insert tab select Sound and then Sound from File.

6. Locate and select growl.wav from the supplied files, click OK and select the Automatically option.

7. Move the loudspeaker icon representing the sound object to one side and enlarge the movie object.

8. Run the slide show. When the slide is displayed, the movie runs, then the sound is heard.

9. Press <Esc> to return to Normal View. From the Animations tab select Custom Animation. There are animation entries for the movie and the sound. Ignore the entry for the Trigger.

10. Select the Media entry for the sound, and display the Effect Options.

11. Click the Timing tab and change the Start to With Previous.

12. Click the Sound Settings tab and check the option to Hide sound icon during slide show. Click OK.

13. Run the Slide Show again. There is no icon visible for the sound file and the sound and the movie play together.

14. Close the Custom Animation task pane, save the presentation as Movies and close it.



Exercise 118 - Applying TransitionsGuidelines:

Transition effects can be applied to slides, controlling how one slide changes to the next. Timings can be applied to the effects, so that slides appear after a specified interval, or they can be displayed manually by clicking the mouse.

Actions:

1. Open the Analysis presentation, and display it in Slide Sorter View.

2. Select the Animations tab. There are some Transition effects shown in the Transitions to This Slide group.

3. Click the More button to display a panel with more effects, the select Newsflash from the Wipes section.

4. From Transition Speed select Medium and from Advance slide make sure On Mouse Click is the only selection, then click Apply to All.

5. View the slide show from the first slide. Click the mouse button to move through all the slides and notice the effects as the slides change.

6. At the moment each slide will only appear when the mouse is clicked. To apply timings to the transitions, click Automatically After in the Animations tab, then remove the check from On Mouse Click.

7. Enter a value for the delay time of 5 seconds.

8. Click Apply to All. The transition timing for each slide is now shown underneath the slide image in Slide Sorter View.

9. View the slide show but do not click the mouse. The slides will change every 5 seconds. Using this option the show could be left to run without the need for a presenter, as a continuously running display for example.

10. When the show ends, click in On Mouse Click so that both Advance slide options are selected. Then each transition can be activated by using the mouse if required, but if this does not happen within the set time, the transition will start automatically.

11. Save the presentation as Timings and leave it open for the next exercise.


More


Exercise 119 - Slide Show TimingsGuidelines:

Instead of applying the same timing to each transition in a slide show, timings can also be applied to each slide separately. This means that enough time can be allowed to describe each particular slide. These timings can be set up during a practice run of the show, known as a rehearsal.

Actions:

1. Make sure the Timings presentation from the previous exercise is displayed in Slide Sorter View.

2. From the Slide Show tab click the Rehearse Timings button,

. The slide show begins, with the Rehearsal toolbar on the screen.

3. Allow enough time to talk about the slide then click the Next button, . The next screen appears with the time for the current slide reset to zero.

4. Pause the rehearsal if required by clicking , then restart it using the same button. Move to the next slide/effect.

5. View the entire presentation, clicking the Next button after the required time period for each slide, until the show is finished.

Note: At the end of the rehearsal a dialog box appears showing the total time for the slide show and asking if the timings are to be saved for future use.

6. Click Yes in the dialog box. The individual times for each slide are now displayed. The total time for the slide show is made up of these times. If the show is set running, each slide will display for the set time before the next one automatically appears.

7. Timing for the whole show can be changed at any time by clicking the Rehearse Timings button again, and timings for individual slides can still be amended. Click on slide 3 and from the Animation tab, increase the time value in Automatically After by 5 seconds.



NextPause Slide Time Repeat

Total time


Exercise 120 - Revision: Animation and Timing1. Open the Section13 presentation.

2. On slide 1, apply a custom animation Entrance effect of Float to the title, then add an Emphasis effect of Wave.

3. Apply an Entrance effect of Thread to the subtitle.

4. Set the Effect options for the first effect to Slow speed, animate By letter with 10% delay, and start On Click.

5. For effect 2, the title emphasis, set the options to Medium speed, animate By letter with 10% delay, and start one second After Previous.

6. Set the Effect options for the subtitle entrance to Fast speed, animate All at once and start three seconds After Previous. Add a sound of Chime to the effect.

7. Run the Slide Show for the first slide to see these effects.

8. On slide 10 add an entrance effect of Magnify (Medium speed) to each of the shapes in turn, then an effect of Dissolve In (Medium speed) to each of the connectors.

9. Change the order of the animation so that each shape is shown, followed by a connector, followed by the next shape, and so on. Make the long connector back from Complete? to Absorb, the last animation.

10. Run the Slide Show for slide 10 to see these effects.

11. Insert a new Title only slide at the end, with a title Re-Launch Your Life.

12. Insert the movie file Movie from the supplied data files so that it plays automatically.

13. Insert the sound file Sound so that it plays automatically.

14. In the Custom Animation task pane, move the sound object so that it plays before the movie object, and apply a setting so that the sound icon is not seen during the slide show.

15. Run the Slide Show for slide 11 to see these effects.

16. Apply a slide transition of Dissolve, Medium speed to all slides in the presentation. All slides are to start automatically after 5 seconds.

17. Rehearse the slide show so as to apply practical times to each transition then save the presentation as Revision120 and close it.

Note: An example of some of the final Custom Animation settings can be found in the Answers Section at the end of the guide.



Section 14

Macros


Understand MacrosRun a Macro

Assign a Macro to the Quick Access ToolbarRemove a Macro Button



Exercise 121 - MacrosGuidelines:

Macros are used to save time. They are composed of a series of recorded actions that can be run as a single command at any time.

PowerPoint 2007 does not have the facility to record macros as easily as previous versions. This is probably because the simpler macro actions have all been incorporated into the program.

If you are familiar with Visual Basic as a program, then you will be able to create your own macros. However, that will not be covered here.

Actions:

1. Open the presentation Progressive. The purpose of this exercise is to direct those who can use Visual Basic to the correct screens.

2. From the View tab select Macros.

3. Enter a title in Macro name, and make sure Macro in shows Progressive.pptx.

4. Click Create. The macro may now be created by entering code in the Visual Basic window.

5. Once complete, the Visual Basic window can be closed. Save the presentation (this will save the macro details) and close it.



Exercise 122 - Running a MacroGuidelines:

A macro in a presentation can be run at any time by using menu commands.

With more and more viruses being attached to macros, security has become an issue. Microsoft Office products include a comprehensive security system to control the opening of items that include macros. The system is based different levels of security. The effect of the security level settings also depends on what type of digital signature, if any, has been attached to the macros. The assignment of digital signatures is beyond the scope of this guide.

Actions:

1. To check the macro security, select the Office Button and PowerPoint Options. Select Trust Centre and then Trust Centre Settings. You may wish to return to this screen and reset the security level at the end of these exercises.

2. Read the description for each level and then select the Disable all macros with notification option. Click OK twice.

3. Open the Macro presentation. There may be a security banner below the Ribbon. Click Options, read the text, then click Enable this content.

4. When the presentation is opened, select slide 2. From the View tab select Macros.

5. Make sure Colour is the selected macro and click Run. The background of the slide changes to green.




Exercise 123 - Assigning a MacroGuidelines:

Instead of running a macro from the Tools | Macro menu, it can be assigned to a new button on a toolbar, or to a new option in an existing menu.

Actions:

1. Display the Macro presentation in Normal View.

2. Select the Office Button and PowerPoint Options. Click on Customize.

3. Scroll down the Choose commands from list and select Macros.

4. Click on the Colour macro from the right of the dialog box, and then click Add to add it to the Quick Access Toolbar.

5. Click Modify and change the button to one with a green background.

6. Click OK to close the dialog box.

7. Select slide 5. Click on the coloured button on the Quick Access Toolbar. The macro runs, changing the background of the slide.


Note: Reverse the procedure to remove a button from the toolbar.



Exercise 124 - Revision: Macros1. Open the presentation MacroTest. You may need to Enable this

content.

2. Apply a design template of Concourse, and replace the title Macro Test with your name.

3. Select your name and run the Standout macro.

4. Edit the Standout macro to change the font Size from 40 to 48

5. There is no need to save after editing, just close the Visual Basic window.

6. Run the Standout macro on your name again. There should be a difference in the size of the text.

7. Move to slide 2 and select the image.

8. Run the Logo macro then move the image back to the centre of the slide.

9. Switch to Slide Master view and select the main slide master.

10. Insert a Bowler Clip Art image onto the Slide Master.

11. Run the Logo macro on this image.

12. Switch back to Normal view to review the images on both slides.

13. Save the presentation as Revision124.




Section 15

Finishing a Presentation


Record a NarrationInclude CD Tracks

Finalise a PresentationUnderstand Slide Show Types



Exercise 125 - Recording a NarrationGuidelines:

A narration can be recorded to accompany a presentation. This would be particularly useful for a self-running presentation. Narration can be saved in the presentation file itself (embedded) or saved as separate sound files (linked).

Actions:

1. Open the Mower presentation, select the second slide.

2. Make sure that a microphone is correctly attached to your computer and select the Slide Show tab then Record Narration.

3. Click Set Microphone Level and follow the instructions.

4. Make sure Link narrations in is not checked and click OK. Click to start at the Current Slide.

5. The first slide is shown in Slide Show View. Speak the narration for this slide (read the slide text if required) then click the mouse.

6. Repeat the process for the remaining slides. When the show is ended a message will be displayed.

7. Click Save to retain the timings used in the narration. The recorded narration is saved with the slides and the presentation is displayed in Slide Sorter View with the necessary timings shown.

8. Run the Slide Show from slide 1. The narration will play and the slides will advance automatically.

9. Save the presentation as Mower2 and close it.

Note: The size of the file will increase dramatically with the narration added.

Note: If the Link narrations in option had been selected, the narration would have been saved in a separate file, and may be pre-recorded.



Exercise 126 - Include CD TracksGuidelines:

It is possible to play tracks from a CD during a presentation. This could be as background to a speaker's commentary or as music for a self-running presentation. The CD must always be present when this effect is required, as the audio is not recorded as part of the presentation.

Note: You should be aware of regulations governing public performance of recorded music if using this feature.

Actions:

1. Open the original Mower presentation and display slide 1 in Normal View.

2. Make sure the CD of your choice is inserted in the CD drive and that audio speakers (or headphones) are connected and switched on.

3. From the Insert tab select Sound and then Play CD Audio Track.

4. Use the Clip selection boxes to specify which track(s) you require. The default is to play the whole CD.

5. Click the options to Loop until stopped and Hide sound icon, then click OK. Click Automatically when prompted for starting options.

6. Run the Slide Show from slide 1. The track will start automatically, but will stop the first time the mouse is clicked. Press <Esc> to end the show.



Exercise 126 - ContinuedNote: This option allows CD sound to accompany one particular slide only.

7. Display slide 1 with the Custom Animation task pane visible. There will be a Media entry for the sound object. Click on it to select it.

8. Click the drop down arrow and select Effect Options.

9. Select the Effect tab and look at the Stop playing clip area.

10. The default setting is to stop the track when the mouse is clicked. Click the After option and enter a number of slides. Enter a number that is greater than the number of slides in the presentation, so that the CD will play throughout.

Note: The CD could be set to play for a particular range of slides by inserting the sound on the first slide of the range, and setting it to stop playing after the required number of slides.

11. Run the whole Slide Show to the end to check that the CD continues to play.

12. Save the presentation as Sounds and close it.



Exercise 127 - Finalise a PresentationGuidelines:

When all the content for a presentation has been added, it should be checked to make sure that it is error free and that it produces the effect that is required.

Actions:

1. Open the Intro presentation and from the Review tab select Spelling to spell check the presentation content.

2. There will be a spelling error on slide 2. Correct it by accepting the suggested alternative. Make any further corrections you think are necessary.

3. Select slide 1 and run the Slide Show without using the mouse in order to check the timings.

4. Slide 3 seems to disappear as soon as it is displayed. Display slide 3 in Normal View and select the Animations tab. Look in the Advance Slide area. The automatic delay for this slide has been set to 0. Change it to 10 seconds.

5. Some presenters do not like the abrupt end of a black slide. From the Office Button, select PowerPoint Options. Click on Advanced and from the Slide Show section remove the check from the End with black slide option. Click OK.

Note: This is a global setting. Changing it in this presentation will mean that the black slide will be removed from the end of all presentations. Switch the option back on after these exercises if you wish.

6. Insert a new Title and Content slide at the end of the presentation with the following content:

7. Save the presentation as Intro2 and leave it open.



Exercise 128 - Slide Show TypesGuidelines:

Once a presentation has been finalised, the slide show options can be set up, including the choice of show type. The same presentation can be presented in different ways depending on the circumstances.

Actions:

1. With the Intro2 presentation open, select the Slide Show tab and then Set Up Slide Show.

2. A self-running version of the presentation is required. Select a Show type of Browsed at a kiosk (full screen). The Loop continuously option is automatically selected and ghosted so that it cannot be changed.

3. The last slide is not really appropriate here. In the Show slides section, click the From option and enter the values 1 to 7.

4. Make sure the Advance slides setting is Using timings, if present then click OK.

5. Run the Slide Show to see the effect. Notice that neither the left or right mouse button has any effect during the show.

6. Press <Esc> to end the show and then save the presentation as Kiosk.

7. To produce a presented version, select Set Up Slide Show again and apply the following settings: Show Type - Presented by a speaker, Show options - Show without animation, Show slides - All, Advance slides - Manually.

8. Save the presentation as Manual and run the Slide Show to see how it varies from Kiosk. End the presentation and close it.



Exercise 129 - Revision: Finishing1. Open the Section15 presentation.

2. Spell check the document, correcting any mistakes that require alteration.

3. At present the presentation is set to run automatically with rehearsed timings only. Change the setting so that mouse clicks can be used to override the timings if required.

4. Run the slide show for the first slide. There is too long a delay before the title appears on the slide. This is because the first animation on slide 1 is set to be triggered by a mouse click, although it will eventually appear automatically.

5. Stop the show and change the settings for the first animation on slide 1 so that it starts as soon as the slide appears.

6. If you have a music CD available, set it to start on slide 2 and play for the next three slides.

7. Insert a blank slide at the end of the presentation and add a WordArt object in the centre with the text Thank You for Watching. Make sure a blank black slide is not displayed.

8. Set up a slide show to run unattended, full screen. Ensure that only slides from the Public custom show are shown, and it should loop continuously. There will be no sound available so it should have any narration switched off, but all animations should be seen.

9. Run the slide show to check that it is satisfactory.




Section 16

Collaboration


Use CommentsUnderstand the Reviewing Process



Exercise 130 - CommentsGuidelines:

The simplest way for reviewers of a presentation to pass information back to the author is by the use of Comments. These are notes that can be attached to individual slides during the editing of a presentation. They can only be reviewed during editing, they cannot be seen during the actual presentation itself.

Comments are useful when a single copy of a presentation has shared access by several users.

Actions:

1. Open the Comments presentation, as a reviewer. You will be adding some comments.

2. Display slide 2 in Normal View. Select the Review tab and then New Comment. A comment box is displayed with your user name and the date at the top.

3. Enter the following text in the comment box:Check your facts! We have had complaints from animal welfare groups.

4. Click on the slide away from the comment to close the box. An icon containing the user’s initials remains in the top left corner of the slide to indicate that there is a comment on this slide.

5. Click on slide 4 and select New Comment. Enter the text:Where is the web site address?

6. Save the presentation as Comments2 and close it.



Exercise 131 - Reading CommentsGuidelines:

Comments can be reviewed, hidden, amended or deleted. They can also be used by the presentation author, for example as possible reminders for future actions.

Actions:

1. Open the Comments2 presentation, as the author. You will be checking the comments that have been added to your work.

2. Click on the second slide. It shows an icon indicating a comment.

3. Comment icons can be hidden. Select the Show Markup button, . All Comment icons are hidden.

4. Click the button again to reveal the icons.

5. Click the Next button, . The comment on slide 2 is opened.

6. Read the comment, then change the last bullet point on the slide to Safe for most Pets.

7. This comment has been dealt with, right click on the icon and select Delete Comment from the shortcut menu. The comment is removed.

8. Click Next, again to view the comment on slide 4.

9. Select Edit Comment from the Review tab to open the full comment box.

10. Delete the existing text (be careful not to delete the whole comment) then add the text Contact IT dept to supply new web address. This can be left as a reminder that this action is still outstanding.




Exercise 132 - ReviewingGuidelines:

A more controlled method of receiving feedback on presentations under development is to use the Reviewing process. Versions of a presentation are sent to reviewers over a network or via the Internet. Reviewers can make their suggested changes and return the files. The suggested changes can be evaluated and incorporated into the original presentation if required.

Actions:

1. Open the Progressive presentation and save it immediately as Original. As the author of the presentation Original, you will be sending a copy of this out for review.

2. One way to send out the file is via the Internet. To do this, select the Office Button and then Send, followed by E-mail.. Your mail messaging application will start with all the necessary information entered, except the address.

Note: This shows a message in Rich Text format. If your email application is set up to use HTML format, any attached items will be shown in a separate line below subject.

3. If you have the facility, enter your own email address and send the presentation to yourself.




Exercise 133 - Revision: Collaboration1. Open the Section16 presentation.

2. Read and delete the comment on slide 3.

3. Read the comment on slide 9 then edit it and add the line Check this with Tariq.

4. Add a comment of your own to slide 7 reminding you to get next year’s prices for this slide.

5. Save the presentation, changing the name to Review1 and saving it in the supplied data folder.

6. If you have the facility, send the publication to yourself. Close the presentation.

7. Open your email application and, once the email arrives, open the email attachment.

8. Review the comments before deleting them all.

9. What command will delete all comments in one stroke?




Section 17

A Wider Audience


Use Package for CDSend Presentations by e-mail

Publish to the WebWork with Web Pages



Exercise 134 - Package for CDGuidelines:

A presentation can be “packed up” on to a CD, ready to be unpacked and used on a different computer. Package for CD includes all of the relevant files and fonts required, including a Viewer program, so that the presentation can be run on a computer that does not have PowerPoint installed.

A CD writer will be required if packaging to a CD, but there is also an option to save the same components to a folder rather than a CD.

Actions:

1. Open the Package presentation and select slide 12.

2. Insert the document Welcome from the supplied data as a link on this slide. (Select the Insert tab, click Object, select Create from file, browse for the Welcome file and select the Link option.)

3. To start the packing process, select the Office Button then Publish and finally Package for CD.

Note: There may be a warning message about converting files. Click OK.

4. Click the Options button.

5. Check the boxes to include the Viewer Package, Linked files and Embedded TrueType fonts.



Exercise 134 - Continued6. Click OK. In the Options dialog box, click the Copy to Folder button.

7. Change the Folder name to Test Presentation and use Browse to change the Location to Documents (if necessary). Click OK to copy the files and Yes to confirm the linked files.

8. When copying is complete, close the Package for CD dialog box. Save and close the Package presentation and close PowerPoint.

9. To check the Test Presentation folder, navigate to it and display the contents in Folders view. Notice that the folder contains copies of the required linked files, e.g. Welcome.docx.

10. Double click on the viewer, PPTVIEW.EXE to run it.

11. Select the Package presentation and click Open to run the presentation, without PowerPoint open.

12. Press <Esc> to end the presentation. Close the PowerPoint Viewer window.

13. Delete the Test Presentation folder.

14. Start PowerPoint and open the Package presentation, updating the links.

Note: If your computer does not have a CD writer or you do not wish to create a copy on CD, then move to the next exercise.

15. To create a CD of the presentation, insert a blank CD into the drive and select Office Button then Publish and finally Package for CD.

16. Click Copy to CD. The same files as were copied to the folder previously, are copied to the CD. The progress is shown in a Copying Files to CD dialog box.

17. When complete the following message box is displayed:

18. Click No and remove the CD. The CD can then be inserted into any PC and the presentation will run automatically.

19. Close the Package to CD dialog box and then close the Package presentation without saving any changes.



Exercise 135 - Send PresentationsGuidelines:

A presentation can be sent as an e-mail attachment to anyone whose network or Internet address is known. They can then save the attachment or run it on their computer using PowerPoint.

Alternatively, the Package for CD folder as described in the previous exercise could be sent, so as to include all necessary linked files and a viewer.

Actions:

1. Open the Marketing presentation.

2. To send this presentation as an attachment, select Office Button then Send and then E-mail. Your current messaging application will open. This example shows Outlook.

3. Enter the address of the recipient in the To box and add any extra text you wish in the message area.

4. To send the e-mail, click .

Note: The Send option will not be present if there is no network or Internet connection.

Note: The recipient can run the presentation by double clicking the icon, in the received message.




Exercise 136 - Publish to the WebGuidelines:

The most efficient way to get a presentation seen by a large number of people is to publish it to an internal network or to the Internet.

The user must have an Internet connection and service provider before any web pages can be published to the Internet. To publish to an internal network (intranet) the user must know the address on the server to save the site. Ask the IT Administrator for assistance with this if necessary. For the purposes of this guide, the presentation will be published to the folder containing the data files.

Actions:

1. Open the Intro presentation and select the Office Button followed by Save as and then Other Formats.

2. Click the drop down arrow for Save as type and from the list select Web Page (*.htm; *.html). This option stores all the necessary components for the web site in a folder.

3. Make sure the supplied data folder is the selected location and change the File name to abc.

Note: The alternative Save as type option of Single File Web Page stores all the site components in a single file. This is more compact than the first option but it does not allow individual components to be accessed.

4. Click Publish.




5. Click Web Options to see what settings are available, then click Cancel to return to the Publish as Web Page dialog box. Notice that there are options to publish only certain pages or custom shows.

6. Make sure the File name in this dialog box has the same path as that entered previously in Save As. Change it if necessary.

7. Make sure Open published Web page in browser is checked, then click Publish. When your browser application opens, a security banner may be displayed. Click on it for options and select Allow Blocked Content then click Yes at the warning.

8. The slide titles have been used to create a Navigation frame on the left. Move through the presentation using these links, then close the browser.

9. Close PowerPoint without saving the presentation.



Exercise 137 - Working with Web PagesGuidelines:

Web pages produced from a presentation can be accessed like any other site. Amendments can be made directly to the pages, but a better idea is to make changes to the original presentation and then publish again, so that the web pages and the presentation are always in step.

Actions:

1. Start your browser application, e.g. Internet Explorer and select File | Open.

Note: If the Menu Bar is not displayed, click the Tools button and select Menu Bar.

2. Click Browse and locate the supplied data folder (PowerPoint 2007 Advanced Data).

3. If the steps in the previous exercise have been completed, there will be a folder here called abc_files, containing all the files necessary to view the presentation as a web site, and a starting web page, abc.htm.

4. Double click on abc.htm to open it in your browser. If the security banner is displayed, click on it for options, select Allow Blocked Content then click Yes at the warning.

5. Navigate through the slides of the presentation in the browser.

Note: Changes can be made to the pages by using File | Edit with Microsoft Office PowerPoint, but these would only apply to the web page version of the presentation, which would then differ from the original.

6. Close the browser window without any further action.

7. Start PowerPoint and open the Intro presentation.

8. Change the company name on slide 1 to ABC Training and save the presentation.

9. Use File | Save As to publish the presentation exactly as described in the previous exercise, using the same file name and location. Click Yes when asked if you want to replace the existing web page.

10. The new web pages are shown, including the new company name.

11. Close the browser and the presentation.



Exercise 138 - Revision: Wider Audience1. Open the Section17 presentation. There are four possible methods of

distributing the presentation to a wider audience.

2. Use Package for CD to create a copy of the presentation on CD, complete with Viewer. If you do not have a CD writer, save the copy of the presentation to a new folder called Revisions within Documents.

3. If you have an active e-mail connection, either via the Internet or an internal network, send the Section17 presentation as an e-mail attachment.

4. Publish the presentation as a Single File Web Page in the supplied data folder. Call the web page Revision, and only include the slides in the Public custom show.

5. Start your browser application and view the Revision web page.

6. Use Computer to open the Revisions folder in Documents. Run the Viewer program and display the stored Section17 presentation.

7. Are any amendments to the presentation possible during this process?

8. Is it possible to make any on screen markings during this process?

9. At the end of the show, close Documents.




Answers

Exercise 77 - Revision







Step 12 Slide 2 will appear. Further clicking will display the full show with all slides in their default order.

Step 13 Hide Slide is on the Slide Show tab.


Slide 1

Slide 10



Slide 11



Step 9 Use Delete All Markup in this Presentation.


Step 7 No, whenever the slide show is ended, you are returned to PowerPoint Viewer window.

Step 8 No, the pointer options are not available.



GlossaryAlignment Lining up a series of objects either with each

other, or relative to the slide.

Attachment Any file that is transmitted with an e-mail.

Browser An application allowing you to interface with web pages, usually on the Internet.

Clip Art A collection of graphic images included with Office 2007.

Colour Scheme A set of pre-defined colours available for a specific slide design.

Connectors Lines joining the various shapes in a flowchart.

Custom Animation Animation effects that can be applied separately to every item on a slide.

Design Theme A pre-set design that can be applied to slides, including colours and fonts.

Drawing Objects Objects that can be created directly on the slide using tools on the Drawing toolbar.

Embedded An embedded object is stored within the presentation and not connected to any external object.

Fill Effects A range of effects (colours, patterns, textures) that can be applied as backgrounds to slides or shapes.

Flowchart A diagram using pre-set Shapes to illustrate systems, processes or procedures.

Grid Series of invisible lines on a slide, used to help align objects.

Group Combine a number of graphic objects on a slide into a single composite object.

Header/Footer Information that is displayed at the top/ bottom of every slide.

Loop Show a presentation continuously. After the last slide, the presentation starts again from slide 1.



Narration A recorded audio commentary which can be played back with a slide show.

Office Online Microsoft’s web site offering support to Office users (office.microsoft.com).

On Click Specifies that an effect will only start when the mouse button is clicked.

Shapes Ready-made shapes in a variety of categories, available from a menu on the Drawing toolbar.

Slide Master Design and content added to specific slide types.

Slide Transition Settings that determine the way in which a slide appears when the slide show is viewed.

Sound Icon A loudspeaker icon that appears on a slide to indicate that sound item is present. Can be hidden.

Template A presentation framework containing formatting, that can be applied to future presentations.

Timings Timings may be applied to animations or slide transitions, so that actions occur automatically.

Transitions Special effects that occur as one slide changes to the next during a Slide Show. Timings and sound effects may be specified as well as visual effects.

Viewer An application that can be included with a packaged presentation, allowing it to be run as a slide show (but not amended).

WordArt Special graphical text that can be inserted into a slide.



IndexAction Buttons 67

Advance Slides 85

Animated Clips 83

AnimationAnimated Clips 83Animating Charts 48Applying Custom Animation 77Effects 80Introducing Custom Animation 76Options 79Sequence 81Sounds and Movies 84Transitions 85

Attachments 108

Background Styles 20

Bullet Levels 16

CD Tracks 95

Charts And Diagrams 43Amend Flowchart 51Animating 48Combination Charts 44Create Flowchart 49Editing 46Other Diagrams 52

Collaboration 100Comments 101Reviewing 103

Colour Gradients 20, 60

Colour Schemes 18Apply 18Edit 19

CommentsCreating 101Deleting 102Reading 102

Converting Pictures 38

Cropping Images 37

Custom ShowsCreating 70Running 72

Design Considerations 8

Diagrams 52

Embedded Objects 58

External Data Sources 41

Finishing A PresentationFinalise 97Include CD tracks 95Recording a Narration 94Slide Show Types 98

FlowchartsAmending 51Creating 49

Handout Master 13

Hiding Slides 73

HyperlinksCreating 65Editing 69

Image Editing 35, 37, 38, 39

Inserting Text Slides 55

Linking Breaking Links 62Editing Links 62To A Chart 58To A Document 56To A Worksheet 57To An Image 59Updating Linked Data 60

Macros 88Assigning 91Deleting 91Running 90

Master Slides Handout Master 13Notes Master 15Slide Master 11

NavigationAction Buttons 67Create Custom Shows 70Create Hyperlinks 65Edit Hyperlinks 69Hiding Slides 73Run Custom Shows 72

Notes Master 15



Objects and ImagesAlign 34Camera 41Converting 38Cropping 37Editing 35, 39Embedded Object 58Grouping 31Object Order 30Positioning 33Recolouring 35Rotate And Flip 29Selecting 31Ungroup 31

Outline 17, 55

Package For CD 106

Publish To The Web 109

Recording A Narration 94

Reviewing 103

RevisionAnimation and Timing 87Charts and Diagrams 53Collaboration 104Finishing 99Importing and Linking 63Macros 92Master Slides 26Navigation 74Objects and Images 42

Wider Audience 115

Rotate and Flip 29

Shapes 24

Slide Master 9

Slide ShowCustom 70, 72Timings 86Transitions 85Types 98

Snap to Grid 33

Spellcheck 97

Sounds And Movies 84

TemplatesCreating 23Deleting 25Using 25

Transitions 85

Ungroup Objects 31

Updating Linked Data 60

Web Pages 111Creating 109Viewing 111

Wider AudiencePackage for CD 106Publish to the Web 109Send as Attachment 108



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