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Thursday, October 13, 2011

PowerPoint 2010 All-in-One For Dummies






Table of Contents
Introduction ................................................................. 1
What’s in This Book, Anyway? ....................................................................... 1
What Makes This Book Special ...................................................................... 2
Easy-to-look-up information ................................................................. 2
A task-oriented approach ..................................................................... 3
Meaningful screen shots ....................................................................... 3
Foolish Assumptions ....................................................................................... 3
Conventions Used in This Book ..................................................................... 3
Icons Used in This Book ................................................................................. 4
Good Luck, Reader! ......................................................................................... 4
Book I: Getting Started in PowerPoint ............................ 5
Chapter 1: Introducing PowerPoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
PowerPoint Slides ............................................................................................ 7
Some PowerPoint Jargon ................................................................................ 9
PowerPoint as a Communication Tool ......................................................... 9
A Whirlwind Tour of PowerPoint ................................................................ 10
Creating the slides ............................................................................... 10
Designing your presentation .............................................................. 11
Inserting tables, charts, diagrams, and shapes ............................... 12
“Animating” your slides ...................................................................... 12
Showing your presentation ................................................................ 12
Chapter 2: PowerPoint Nuts and Bolts. . . . . . . . . . . . . . . . . . . . . . . . . . .15
Starting PowerPoint ...................................................................................... 15
Creating a New Presentation ........................................................................ 18
Deciding between the blank
presentation and a template ........................................................... 18
Creating a blank presentation ............................................................ 19
Creating a presentation from a template .......................................... 19
Starting from another presentation ................................................... 21
Saving Your Presentation Files .................................................................... 22
Saving a presentation .......................................................................... 22
Saving a presentation for the fi rst time............................................. 22
Telling PowerPoint where you like to save presentations ............. 22
Saving presentations for use in earlier versions of PowerPoint .... 23
Saving “AutoRecovery information” .................................................. 25
Navigating the Save As and Open Dialog Boxes ........................................ 26
Opening and Closing Presentations ............................................................ 28
Opening a presentation ....................................................................... 28
Closing a presentation ........................................................................ 30
Entering the Document Properties .............................................................. 30
Shortcut Commands Worth Knowing ......................................................... 31
Undoing a mistake ............................................................................... 32
Repeating an action — and quicker this time .................................. 32
Entering text quickly with the AutoCorrect command ................... 33
Chapter 3: Finding Your Way around the PowerPoint Screen. . . . . . .35
A Brief Geography Lesson ............................................................................ 35
Knowing Your Way around the PowerPoint Interface .............................. 37
The File tab ........................................................................................... 37
The Quick Access toolbar ................................................................... 38
The Ribbon and its tabs ...................................................................... 38
Context-sensitive tabs ......................................................................... 39
The anatomy of a tab ........................................................................... 40
Live previewing .................................................................................... 43
Mini toolbars ........................................................................................ 43
PowerPoint for keyboard lovers ........................................................ 44
Zooming In, Zooming Out ............................................................................. 44
Getting a Better View of Your Work ............................................................ 45
Changing views .................................................................................... 47
Normal/Slides view: Moving from slide to slide............................... 47
Normal/Outline view: Fiddling with the text .................................... 47
Slide Sorter view: Moving and deleting slides .................................. 47
Reading View view: Proofreading slides ........................................... 48
Slide Show view: Giving a presentation ............................................ 48
Notes Page view: Reading your speaker notes ................................ 48
Black and White and Grayscale views ............................................... 48
The Master views ................................................................................. 48
Hiding and Displaying the Slides Pane and Notes Pane ........................... 50
Displaying, Hiding, and Reading the Ruler ................................................. 51
Chapter 4: Planning Ahead for a Solid Presentation . . . . . . . . . . . . . . .53
Formulating Your Presentation ................................................................... 54
Start by writing the text ...................................................................... 54
Make clear what the presentation is about ...................................... 54
Start from the conclusion ................................................................... 54
Personalize the presentation ............................................................. 55
Tell a story ............................................................................................ 55
Assemble the content .......................................................................... 55
Designing Your Presentation ....................................................................... 55
Keep it simple ....................................................................................... 55
Be consistent from slide to slide ....................................................... 57
Choose colors that help communicate your message .................... 57
When fashioning a design, consider the audience .......................... 57
Beware the bullet point ....................................................................... 58
Observe the one-slide-per-minute rule ............................................. 58
Make like a newspaper ........................................................................ 59
Use visuals, not only words, to make your point ............................ 60
Delivering Your Presentation ....................................................................... 60
Rehearse, and rehearse some more .................................................. 61
Connect with the audience ................................................................. 61
Anticipate questions from the audience ........................................... 61
Know your equipment ......................................................................... 61
Take control from the start ................................................................ 62
Play tricks with the PowerPoint screen ............................................ 62
Book II: Building Your Presentation ............................. 63
Chapter 1: Inserting and Handling Slides . . . . . . . . . . . . . . . . . . . . . . . .65
Understanding How Slides Are Constructed .............................................. 66
Slide layouts ......................................................................................... 66
Text frames and content frames ........................................................ 66
Selecting the right layout .................................................................... 68
Creating New Slides for Your Presentation ................................................ 68
Inserting a new slide ............................................................................ 68
Shortcuts for creating slides .............................................................. 69
Creating a duplicate slide ................................................................... 69
Copying and pasting slides ................................................................. 71
Stealing slides from other presentations .......................................... 73
Conjuring slides from Word document headings ............................ 74
Selecting a Different Layout for a Slide ....................................................... 77
Dividing a Presentation into Sections ......................................................... 78
Creating, naming, and removing sections ........................................ 78
Managing and manipulating sections ................................................ 79
Changing the Size and Orientation of Slides .............................................. 80
Changing the size of slides ................................................................. 80
Changing the orientation of slides ..................................................... 81
Selecting, Moving, and Deleting Slides ....................................................... 81
Selecting slides ..................................................................................... 81
Moving slides ........................................................................................ 82
Deleting slides ...................................................................................... 82
Hidden Slides for All Contingencies ............................................................ 83
Hiding a slide ........................................................................................ 83
Showing a hidden slide during a presentation ................................. 83
Chapter 2: Handling Master Slides and Master Styles . . . . . . . . . . . . .85
Using Master Slides and Master Styles for a Consistent Design .............. 85
Switching to Slide Master view .......................................................... 86
Understanding master slides (the Slide Master and layouts) ........ 87
Understanding how master styles work ........................................... 89
Relationships between the Slide Master, layouts, and slides ........ 90
Ground Rules for Handling Master Slides .................................................. 92
Altering a Master Slide .................................................................................. 93
Editing a master style .......................................................................... 93
Changing the layout of master slides ................................................ 94
Creating another Slide Master ..................................................................... 96
Restoring a Redesigned Presentation to Its Original State ...................... 98
Reconnecting a presentation slide to its original layout ................ 98
Re-imposing the original design on an entire presentation ........... 99
Removing a Background Graphic from a Single Slide ............................... 99
Chapter 3: Handling Slide Backgrounds . . . . . . . . . . . . . . . . . . . . . . . .101
Looking at Themes and Background Styles ............................................. 101
A look at themes ................................................................................ 102
A look at background styles ............................................................. 102
Design Considerations ................................................................................ 103
Setting the tone by your color choices ........................................... 103
Carefully selecting the background colors ..................................... 104
Making a Theme for Your Presentation .................................................... 106
Selecting a theme ............................................................................... 106
Customizing a theme ......................................................................... 108
Creating Slide Backgrounds on Your Own ............................................... 111
Using a solid (or transparent) color for the slide background .... 112
Creating a gradient color blend for slide backgrounds ................ 112
Placing a clip-art image in the slide background ........................... 114
Using a graphic or photo for a slide background .......................... 115
Using a texture for a slide background ........................................... 117
Creating a pattern for slide backgrounds ....................................... 118
Changing the Background of a Single or a Handful of Slides ................. 119
Selecting a different theme for some of the slides ........................ 119
Creating a different background for some of the slides ............... 120
Using a different background for slide layouts .............................. 120
Chapter 4: Entering the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Entering Text: The Basics ........................................................................... 123
Normal/Outline View for Reading and Editing Text ................................ 124
Manipulating the Text ................................................................................. 125
Selecting text on a slide .................................................................... 126
Moving, copying, and pasting text ................................................... 126
Deleting text........................................................................................ 129
Changing the Look of Text .......................................................................... 129
Choosing fonts for text ...................................................................... 130
Finding and replacing fonts throughout a presentation ............... 134
Changing the font size of text ........................................................... 135
Applying font styles to text .............................................................. 135
Applying text effects to text ............................................................. 136
Changing the color of text ................................................................ 140
Quick Ways to Handle Case, or Capitalization ......................................... 140
Entering Symbols, Foreign Characters, Quote Marks, and Dashes ....... 142
Entering symbols and characters with the Symbol dialog box ... 142
Handling dashes and quotation marks ........................................... 143
Correcting Typos Automatically with the AutoCorrect Command ....... 144
Opening the AutoCorrect dialog box .............................................. 144
Telling PowerPoint which typos and misspellings to correct ..... 145
Preventing capitalization errors with AutoCorrect ....................... 146
Finding and Replacing Text ........................................................................ 147
Finding stray words and text ............................................................ 147
Conducting a Find-and-Replace operation ..................................... 148
Correcting Your Spelling Errors ................................................................ 150
Correcting misspellings one at a time ............................................. 151
Spell checking an entire presentation ............................................. 152
Fine-tuning the spell checker ........................................................... 153
Researching a Topic inside PowerPoint ................................................... 158
Using the Research task pane .......................................................... 159
Choosing your research options ..................................................... 160
Finding the Right Word with the Thesaurus ............................................ 162
Working with Text Written in a Foreign Language .................................. 163
Telling PowerPoint which languages you will use ......................... 163
Marking text as foreign language text ............................................. 164
Translating Foreign-Language Text ........................................................... 165
Chapter 5: Formatting Text on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . .167
Putting a Text Box on a Slide ..................................................................... 167
Creating a text box ............................................................................. 168
Rotating a text box ............................................................................. 169
Establishing a default text box style ............................................... 170
Using a Shape as a Text Box ....................................................................... 171
Turning a shape into a text box ....................................................... 171
Turning a text box into a shape ....................................................... 172
Selecting Text Boxes and Text Frames ..................................................... 172
Changing the Direction of Text .................................................................. 173
Controlling How Text Fits in Text Frames and Text Boxes .................... 174
Choosing how PowerPoint “autofi ts” text in text frames ............ .175
Choosing how PowerPoint “autofi ts” text in text boxes .............. .177
Positioning Text in Frames and Text Boxes ............................................. 177
Aligning text in frames and text boxes ............................................ 178
Indenting text in text frames and text boxes .................................. 179
Aligning Text with Tab Stops ..................................................................... 183
Changing the tab settings ................................................................. 185
Creating tab settings with the ruler................................................. 185
Creating tab settings with the Tabs dialog box ............................. 185
Adjusting and removing tab stops ................................................... 186
Handling Bulleted and Numbered Lists .................................................... 187
Creating a standard bulleted or numbered list .............................. 187
Removing bullets and numbers from lists ...................................... 188
Choosing a different bullet character, size, and color .................. 188
Choosing a different list-numbering style, size, and color ........... 190
Making sublists, or nested lists ........................................................ 191
Fine-Tuning the Text Layout ...................................................................... 192
Adjusting the space between lines and paragraphs...................... 192
Fixing a top-heavy title ...................................................................... 194
Adjusting the space between characters........................................ 195
Changing the internal margins of a text frame or box .................. 196
Putting Footers (and Headers) on Slides .................................................. 197
Some background on footers and headers ..................................... 198
Putting a standard footer on all your slides ................................... 198
Creating a “nonstandard” footer ...................................................... 199
Removing a footer from a single slide ............................................. 200
Book III: Communicating with Tables,
Charts, and Diagrams ............................................... 203
Chapter 1: Constructing the Perfect Table. . . . . . . . . . . . . . . . . . . . . . .205
Talking Table Jargon ................................................................................... 205
Creating a Table ........................................................................................... 206
Entering the Text and Numbers ................................................................. 208
Selecting Different Parts of a Table ........................................................... 209
Aligning Text in Columns and Rows .......................................................... 210
Merging and Splitting Cells ......................................................................... 211
Laying Out Your Table ................................................................................ 212
Changing the size of a table, columns, and rows ........................... 212
Adjusting column and row size ........................................................ 213
Inserting and deleting columns and rows....................................... 213
Moving columns and rows ................................................................ 214
Changing the size of cell margins .................................................... 214
Formatting Your Table ................................................................................ 215
Designing a table with a table style ................................................. 216
Calling attention to different rows and columns ........................... 217
Decorating your table with borders and colors ............................ 217
Neat Table Tricks ........................................................................................ 219
Changing the direction of header row text ..................................... 219
Using a picture as the table background ........................................ 220
Drawing diagonal lines on tables ..................................................... 222
Drawing on a table ............................................................................. 223
Wrapping slide text around a table ................................................. 223
Chapter 2: Putting a Chart on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . .225
A Mercifully Brief Anatomy Lesson ........................................................... 225
The Basics: Creating a Chart ...................................................................... 227
Choosing the Right Chart ........................................................................... 229
Ground rules for choosing a chart .................................................. 230
Examining the different kinds of charts .......................................... 231
Providing the Raw Data for Your Chart .................................................... 245
Entering data in an Excel worksheet ............................................... 246
Resizing the data range ..................................................................... 250
Updating a chart with new data ....................................................... 250
Changing a Chart’s Appearance ................................................................ 251
Changing the chart type .................................................................... 251
Changing the shape of a chart.......................................................... 252
Relying on a chart style to change appearances ........................... 252
Changing the layout of a chart ......................................................... 252
Handling the gridlines ....................................................................... 256
Changing a chart element’s color, font, or other particular ........ 257
Saving a Chart as a Template So That You Can Use It Again ................. 259
Saving a chart as a template ............................................................. 260
Creating a chart from a template ..................................................... 260
Chart Tricks for the Daring and Heroic .................................................... 260
Decorating a chart with a picture .................................................... 261
Annotating a chart ............................................................................. 261
Displaying the raw data alongside the chart .................................. 263
Animating a chart............................................................................... 263
Creating an overlay chart ................................................................. 263
Converting 97–2003 Charts to PowerPoint 2010 Charts ......................... 264
Troubleshooting a Chart ............................................................................ 265
Chapter 3: Putting Diagrams on Slides. . . . . . . . . . . . . . . . . . . . . . . . . .267
The Basics: Creating SmartArt Diagrams ................................................. 267
Creating the Initial Diagram ....................................................................... 269
Creating a diagram ............................................................................. 270
Swapping one diagram for another ................................................. 271
Changing the Size and Position of a Diagram ........................................... 271
Laying Out the Diagram Shapes ................................................................. 272
Selecting a diagram shape ................................................................ 272
Removing a shape from a diagram .................................................. 273
Moving diagram shapes to different positions .............................. 273
Adding shapes to diagrams apart from hierarchy diagrams ....... 273
Adding shapes to hierarchy diagrams ............................................ 274
Adding shapes to Organization Charts ........................................... 275
Promoting and demoting shapes in hierarchy diagrams ............. 277
Handling the Text on Diagram Shapes ...................................................... 278
Entering text on a diagram shape .................................................... 278
Entering bulleted lists on diagram shapes ..................................... 279
Changing a Diagram’s Direction ................................................................ 280
Choosing a Look for Your Diagram ........................................................... 280
Changing the Appearance of Diagram Shapes ......................................... 282
Changing the size of a diagram shape ............................................. 282
Exchanging one shape for another .................................................. 282
Changing a shape’s color, fi ll, or outline........................................ .283
Changing fonts and font sizes on shapes ........................................ 284
Creating a Diagram from Scratch .............................................................. 284
Writing Equations with the Equation Editor ............................................ 285
Launching the Equation Editor ........................................................ 285
Templates and slots .......................................................................... 286
Drawing equations ............................................................................. 287
Book IV: Embellishing Your Slides
with Graphics and Shapes ......................................... 289
Chapter 1: Drawing Shapes, Lines, and Other Objects . . . . . . . . . . . .291
The Basics: Drawing Lines and Shapes ..................................................... 291
Drawing Lines and Arrows ......................................................................... 293
Drawing a straight line (or arrow) ................................................... 293
Changing a line’s length and position ............................................. 294
Changing a line’s appearance ........................................................... 295
Attaching and handling arrowheads ............................................... 296
Drawing and editing arcs and curved lines .................................... 297
Freeform and scribble drawing ........................................................ 300
Connecting Shapes with Connectors ........................................................ 301
Making a connection ......................................................................... 302
Attaching a connector to a different shape .................................... 302
Adjusting a connector ....................................................................... 303
Drawing Rectangles, Ovals, Stars, and Other Shapes ............................. 303
Drawing a shape ................................................................................. 304
Changing a shape’s symmetry ......................................................... 305
Exchanging One Shape for Another .......................................................... 305
Using a Shape as a Text Box ....................................................................... 306
WordArt for Bending, Spindling, and Mutilating Text ............................ 307
Creating a WordArt image ................................................................ 307
Editing a WordArt image ................................................................... 308
Chapter 2: Managing and Manipulating Objects . . . . . . . . . . . . . . . . .309
The Basics: Manipulating Lines, Shapes, Art,
Text Boxes, and Other Objects .............................................................. 309
Selecting Objects So That You Can Manipulate Them ........................... 311
Laying Out Objects with the Grid, Drawing Guides, and Rulers ............ 313
Displaying the grid and drawing guides.......................................... 314
Telling PowerPoint how tight to make the grid ............................. 314
Creating and moving drawing guides .............................................. 315
Displaying and hiding the rulers ...................................................... 316
Changing an Object’s Size .......................................................................... 316
“Eye-balling it” with the selection handles ..................................... 317
Entering Height and Width measurements..................................... 317
Changing an Object’s Proportions ............................................................ 317
Positioning Objects on a Slide ................................................................... 318
Dragging to move objects ................................................................. 318
Positioning objects by way of the dialog box ................................ 319
Copying Objects ........................................................................................... 320
When Objects Overlap: Choosing which Appears above the Other ..... 320
Controlling overlaps with the Bring and Send commands ........... 321
Controlling overlaps with the Selection and Visibility pane ........ 322
Rotating and Flipping Objects .................................................................... 322
Tricks for Aligning and Distributing Objects ........................................... 323
Aligning objects .................................................................................. 323
Distributing objects so that they are equidistant .......................... 325
Changing an Object’s Color, Outline Color, and Transparency ............ 326
How PowerPoint handles object color ............................................ 326
Filling an object with a color, picture, or texture .......................... 327
Making a color transparent .............................................................. 328
Putting the outline around an object .............................................. 329
Using a shape effect ........................................................................... 330
Grouping Objects to Make Working with Them Easier .......................... 331
Grouping objects................................................................................ 332
Ungrouping and regrouping ............................................................. 332
Putting a Third Dimension on an Object .................................................. 332
Letting PowerPoint do the work ...................................................... 332
Building the third dimension on your own..................................... 333
Putting a Shadow on an Object .................................................................. 334
Chapter 3: Decorating Slides with Graphics and Photographs. . . . .337
All about Picture File Formats ................................................................... 337
Bitmap and vector graphics ............................................................. 338
Resolution ........................................................................................... 339
Compression....................................................................................... 339
Color depth ......................................................................................... 340
Choosing File Formats for Graphics .......................................................... 340
The All-Imprtant Copyright Issue ............................................................ 341
Inserting a Picture on a Slide ..................................................................... 342
Touching Up a Picture ................................................................................ 343
Softening and sharpening pictures .................................................. 345
Correcting a picture’s brightness and contrast ............................. 345
Recoloring a picture .......................................................................... 346
Choosing an artistic effect ................................................................ 347
Selecting a picture style .................................................................... 348
Cropping off part of a picture ........................................................... 348
Removing the background ................................................................ 350
Compressing Pictures to Save Disk Space ............................................... 351
Using Graphics as Backgrounds ................................................................ 352
Using a picture in the background .................................................. 352
Using a graphic as background for text .......................................... 353
Putting Together a Photo Album ............................................................... 356
Creating your photo album .............................................................. 356
Putting on the fi nal touches ............................................................. 359
Editing your photo album ................................................................. 359
Using Microsoft Offi ce Picture Manager .................................................. .359
Mapping the graphic fi les on your computer ................................ .360
Displaying the graphic fi le you want to work with ....................... .361
Editing a picture ................................................................................. 361
Chapter 4: Decorating Slides with Clip Art . . . . . . . . . . . . . . . . . . . . . .365
What Is Clip Art? .......................................................................................... 365
Inserting a Clip-Art Image in a Slide .......................................................... 366
Tinkering with a Clip-Art Image’s Appearance ........................................ 367
Handling Media Files with the Clip Organizer .......................................... 368
Knowing your way around the Clip Organizer ............................... 368
Locating the media fi le you need .................................................... .369
Inserting a media fi le into a PowerPoint slide ............................... .371
Storing your own fi les in the My Collections folders ................... .371
Book V: Flash and Dash ............................................ 375
Chapter 1: Taking Advantage of Transitions and Animations . . . . . .377
Comparing Transitions and Animations ................................................... 377
Showing Transitions between Slides ........................................................ 378
Assigning transitions to slides ......................................................... 379
Troubleshooting transitions............................................................. 380
A Short but Sweet Animation Primer ........................................................ 380
Uses for animations ........................................................................... 381
Choosing which slide elements to animate .................................... 383
Choosing an animation and animation effect ................................. 383
Defi ning the order of animations .................................................... .384
Deciding when elements are animated ........................................... 384
The Quick Way to Animate a Slide ............................................................ 386
Advanced Techniques for Animating Slides ............................................ 387
Planning ahead ................................................................................... 387
Using the Animations tab and Animation pane ............................. 387
Applying an animation ...................................................................... 390
Changing and scrapping animations ............................................... 392
Modifying an animation .................................................................... 392
Animating text frames and text boxes ............................................ 395
Hiding elements and changing their color after animation .......... 398
Motion paths for moving elements across a slide ......................... 399
Playing choreographer with animations ......................................... 403
Starting an animation with a trigger ................................................ 408
Playing Sounds along with Animations ..................................................... 410
Suggestions for Animating Slides .............................................................. 411
Animating bulleted and numbered lists .......................................... 411
Changing elements’ size as they move............................................ 412
Building a slide one element at a time ............................................ 412
Animating different parts of a chart ................................................ 413
Chapter 2: Making Video Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .415
Looking before You Leap ............................................................................ 415
Understanding how video fi les strain your computer ................. .415
Understanding video fi le formats .................................................... 416
Compressing video fi les .................................................................... 417
Placing Videos on Slides ............................................................................. 417
Inserting a video on a slide ............................................................... 418
Inserting a video that isn’t compatible with PowerPoint ............. 419
Starting and Pausing a Video during a Presentation ............................... 420
Fine-Tuning a Video Presentation ............................................................. 421
Editing a Video ............................................................................................. 423
Adding Spice to Your Video Presentation ................................................ 424
Adjusting the size of the video screen ............................................ 424
Putting a border and poster frame on a video ............................... 425
Chapter 3: Making Audio and Music a Part of a Presentation . . . . .427
Ways to Include Sound in a Presentation ................................................. 427
A Word about Audio File Formats ............................................................. 428
Finding Audio Files on the Internet ........................................................... 429
Marking Slide Transitions with Sound ...................................................... 429
Assigning a transition sound to a slide ........................................... 429
Fine-tuning transition sounds .......................................................... 431
Inserting Audio Files in Presentations ...................................................... 431
Inserting an audio fi le in a slide ...................................................... .432
Telling PowerPoint when and how to play an audio fi le ............... 433
Playing audio after a few seconds have elapsed ........................... 434
Playing an audio fi le as several slides appear ............................... .436
Getting the audio from a CD ............................................................. 436
Playing a string of audio fi les ........................................................... 439
Starting, Pausing, and Resuming an Audio File ........................................ 442
Recording a Voice Narration for PowerPoint .......................................... 442
Testing your computer’s microphone ............................................ 443
Recording a voice narration in PowerPoint ................................... 445
Book VI: Giving a Presentation .................................. 447
Chapter 1: Giving an In-Person Presentation . . . . . . . . . . . . . . . . . . . .449
Rehearsing and Timing Your Presentation .............................................. 449
Putting on the Finishing Touches .............................................................. 452
Showing Your Presentation ........................................................................ 452
Starting and ending a presentation ................................................. 452
Going from slide to slide ................................................................... 453
Switching to another program during a presentation .................. 455
Drawing on Slides ........................................................................................ 456
Wielding a pen or highlighter in a presentation ............................ 456
Hiding and erasing pen and highlighter markings ......................... 457
Pointing with the Arrow .............................................................................. 458
Making Use of Blank Screens ..................................................................... 458
Customizing Shows for Particular Audiences .......................................... 459
Assembling slides for a custom show ............................................. 459
Editing a custom show ...................................................................... 460
Presenting a custom show ................................................................ 461
Summarizing PowerPoint Presentation Techniques ............................... 462
Chapter 2: Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . .465
What Are Notes and Handouts? ................................................................. 465
All about Notes ............................................................................................ 466
Entering a note ................................................................................... 466
Editing your notes in Notes Page view ............................................ 467
The Notes Master for formatting notes pages ............................... 468
Providing Handouts for Your Audience .................................................... 470
Printing an Outline Version of Your Presentation ................................... 473
Printing Slides, Handouts, and Notes Pages ............................................ 473
Printing: The basics ........................................................................... 473
Examining the Print options ............................................................. 474
Getting around in the Preview area ................................................. 476
Chapter 3: Creating a Self-Running Presentation . . . . . . . . . . . . . . . .477
Good Uses for Self-Running Presentations ............................................... 477
Challenges of a Self-Running Presentation ............................................... 478
Deciding How Long to Keep Slides On-Screen ......................................... 479
Entering time periods yourself......................................................... 479
“Rehearsing” slide times ................................................................... 480
Telling PowerPoint that Your Presentation Is Self-Running ................... 481
Starting and Ending a Self-Running Presentation .................................... 482
Chapter 4: Creating a User-Run Presentation . . . . . . . . . . . . . . . . . . . .483
What Is a User-Run Presentation? ............................................................. 483
Uses for User-Run Presentations ............................................................... 485
Challenges of a User-Run Presentation ..................................................... 485
Helping viewers understand how to run the presentation .......... 485
Fitting action buttons on slides ....................................................... 487
Preventing a presentation from stalling ......................................... 487
Making Yours a User-Run Presentation .................................................... 487
Action Buttons vs. Hyperlinks ................................................................... 488
Action Buttons for Going from Slide to Slide ........................................... 489
Drawing an action button ................................................................. 491
Repairing, removing, and reshaping action buttons ..................... 492
Creating your own action button ..................................................... 492
Placing action buttons on a master slide........................................ 493
Creating Hyperlinks ..................................................................................... 494
Creating a hyperlink to a slide ......................................................... 494
Creating a hyperlink to a Web page ................................................ 495
Hyperlinking to a fi le in another program ..................................... .496
Creating an e-mail hyperlink............................................................. 497
Repairing and removing hyperlinks ................................................ 498
Making Sure That Your Presentation Doesn’t Stall ................................. 499
Chapter 5: Alternative Ways to Distribute Presentations. . . . . . . . . .501
Putting On the Finishing Touches ............................................................. 501
Locking a File with a Password .................................................................. 502
Password-protecting a presentation ............................................... 503
Removing a password from a presentation .................................... 503
Sending Your Presentation in an E-Mail Message ................................... 504
Packaging Your Presentation on a CD ...................................................... 505
Packaging a presentation on a CD ................................................... 505
Playing a packaged presentation from a CD ................................... 507
Creating a Presentation Video ................................................................... 507
Book VII: PowerPoint for Power Users ........................ 511
Chapter 1: Customizing PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . .513
Customizing the Ribbon ............................................................................. 513
Displaying and selecting tab, group, and command names ......... 515
Moving tabs and groups on the Ribbon .......................................... 515
Adding, removing, and renaming tabs,
groups, and commands ................................................................. 515
Creating new tabs and groups ......................................................... 517
Resetting your Ribbon customizations ........................................... 517
Customizing the Quick Access Toolbar .................................................... 518
Adding buttons to the Quick Access toolbar ................................. 518
Changing the order of buttons on the Quick Access toolbar....... 519
Removing buttons from the Quick Access toolbar ....................... 520
Placing the Quick Access toolbar above or below the Ribbon .... 520
Customizing the Status Bar ........................................................................ 521
Changing Color Schemes ............................................................................ 522
Chapter 2: Creating a Presentation Design for Your Company . . . . .525
Creating a Template for Your Presentation Designs ............................... 525
Making Your Company Colors Part of the Design ................................... 526
Finding out a color’s RGB or HSL setting ........................................ 527
Employing a company color in a PowerPoint design .................... 529
Making Your Company’s Fonts Part of the Design .................................. 530
Designing Your Template ........................................................................... 531
Creating Slide Layouts for Your Template ............................................... 531
Creating a new slide layout .............................................................. 532
Deleting slide layouts ........................................................................ 533
Including Boilerplate Content in the Slide Design ................................... 533
Telling Co-Workers How to Use Your Template ...................................... 534
Loading a template on a computer .................................................. 535
Creating a presentation from a template ........................................ 535
Chapter 3: Collaborating with Others on a Presentation . . . . . . . . . .537
Comments for Critiquing Others’ Work .................................................... 537
Writing and editing a comment ........................................................ 538
Reading and reviewing comments ................................................... 539
Cleaning comments from a presentation ........................................ 539
Sharing Slides in a Slide Library ................................................................ 540
Reusing slides from a slide library .................................................. 542
Chapter 4: Linking and Embedding for Compound Presentations . . .543
What Is OLE, Anyway? ................................................................................ 543
Linking and embedding ..................................................................... 544
Uses for object linking ....................................................................... 545
Uses for object embedding ............................................................... 546
Pitfalls of object linking and embedding ......................................... 546
Embedding Data from Other Programs on a PowerPoint Slide ............. 546
Embedding an object ......................................................................... 547
Editing an embedded object ............................................................. 549
Linking a PowerPoint Slide to a Source File ............................................. 549
Establishing the link .......................................................................... 550
Updating a link ................................................................................... 551
Editing data in the source fi le........................................................... 551
Converting a linked object to an embedded object ...................... 552
Chapter 5: Automating Tasks with Macros . . . . . . . . . . . . . . . . . . . . . .553
What Is a Macro? ......................................................................................... 553
Displaying the Developer Tab .................................................................... 554
Managing the Macro Security Problem .................................................... 554
Running a Macro .......................................................................................... 556
Running a Macro from a Button on the Quick Access Toolbar ............. 556
Installing Add-Ins ......................................................................................... 557
Index ....................................................................... 559

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