Powerpoint Adv

7/31/2019 Powerpoint Adv

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PowerPoint:

Advanced

Peter BrowneIT ServicesJune 2009


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Advanced PowerPoint v9, June 2009, PB 2

Table of Contents

PowerPoint: ..................................................................................................... 1Advanced ......................................................................................................... 1Introduction .................................................................................................... 3

Topics....................................................................................................................... 3Notation and Usage .............................................................................................. 4PowerPoint Versions............................................................................................ 4

1 Design Considerations ........................................................................... 52 Slides and Presentations........................................................................ 6

2.1 Setup.............................................................................................................. 62.2 Exporting ...................................................................................................... 9

3

Pictures, Images and Drawn Objects .................................................. 10

3.1 Manipulation .............................................................................................. 103.2 Effects.......................................................................................................... 133.3 Editing Images .......................................................................................... 15

4 Charts/Graphs and Flow Diagrams...................................................... 184.1 Using Charts/Graphs............................................................................... 184.2 Flowcharts.................................................................................................. 19

5 Multimedia.............................................................................................. 205.1 Sound and Video ...................................................................................... 205.2 Animation ................................................................................................... 206.1 Slide Show Control .................................................................................. 236.2 Customised Shows .................................................................................. 267 Relating Information ............................................................................. 277.1 Linking......................................................................................................... 278.1 Record, run and assign .......................................................................... 29

Tip. In 2007, for macros to work, enable the Designer tab via the Office Orb.29

9 References for books and the Web. .................................................... 309.1 ECDL etc ..................................................................................................... 309.2 PowerPoint 2007 ....................................................................................... 30


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Introduction

This course covers a range of advanced features of PowerPoint, whichenable experienced users to increase the impact of their presentations. By theend of the course, attendees should understand some of the more advanced

features of PowerPoint and be able to create their own more sophisticatedpresentations.

These notes are based on the European Computer Driving Licence(ECDL) Advanced Module 6 Presentation version 1 syllabus. Most of thecourse is covered except some of the items in section 3, namely, editingimages. To perform these tasks, a third party application, such as AdobePhotoshop or JASC Paintshop is required. As far as possible, the notes are inthe same order as the syllabus and follow an abbreviated numbering system.For example, section 2.1.1 of these notes corresponds to AM6.2.1.1 of the

ECDL syllabus.

If you would like more information about the ECDL, please visit these sites.For general informationhttp://www.ecdl.comThe Advanced Module 6 syllabushttp://www.ecdl.com/main/download/MAM6.pdf

As this is an advanced course, it is assumed, that attendees haveattended the PowerPoint: Introduction course and/or have equivalentexperience. This course is NOT suitable for beginners.

Topics

Design considerations relating to the environment, target audience,assimilation of information and delivery

Setting up, merging, adding effects and exporting slides

Manipulating and applying effects to pictures, images and drawn

objects Creating and changing charts/graphs and flowcharts

Inserting sounds and movies

Using animations on slides

Slide show control, including navigation, slide timings, looping andanimation

Creating, editing and running customised shows

Linking and updating external spreadsheets and images to thepresentation

Macro recording, running and assignment to a custom button

References for ECDL and PowerPoint 2003/2007


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Notation and Usage

These notes try to be concise and clear. With regard to instructions, ashort hand method is used. For example

On the slide.Format Menu => Background=> Background fill section

This means select the slide, you wish to work on.From the Format Menu, select the Background item. This leads to a dialogbox and the top section is called the Fill Section

Sometimes, there are several ways of performing the same task. Forexample, RIGHT Click on an object to produce a local context sensitive menu.

Exercise files should often have file names, which relate to theappropriate section of the course. For example Apex3.ppt would correspondto section 3 of the notes. All the files used in this course are available from theH: network disk drive and in the PowerPoint Advanced folder. Forconvenience, these files are also stored on the Training Lab PCs. The locationis AdvPPT within the My Documents folder.

PowerPoint Versions

These course notes are based on Microsoft PowerPoint XP and 2003.The main differences are the two side panels about the central slide. The righthand side panel is the Task Pane, which replaces and extends dialog boxesused in earlier versions. The left hand side panel combines the slideminiatures with the outline view. Otherwise all versions are very broadlysimilar, apart from PowerPoint 2007.


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1 Design Considerations

When planning a presentation, it is important to note designconsiderations relating to the environment, target audience, assimilation ofinformation and delivery. Let us look at these four aspects in turn.

Part of the planning impact relates to the environment, in particularaudience size, room and facilities provided. A large audience means animpersonal presentation, however a small audience implies a more personalpresentation with more individual attention. The room is important too. In alarge lecture theatre, you will probably require a microphone and soundsystem to ensure, that you can be heard. The lighting may have an impact onthe choice of colour scheme and contrasts for your presentation. It is alsoimportant to know about computer facilities, projectors and electrical powerpoints. Do you need to provide a laptop? If not, does the PC have PowerPointsoftware and if so, which version? Is there a projector? Where are theelectrical power points located? (You do not want to be rummaging about asemi-dark room looking for power points!) If possible, the moral is to check outthe room BEFORE you give the presentation, else liaise with the organisers.

You need to ask yourself lots of questions about the audience. Who aretalking to? What is the age and gender? Are there any cultural issues? Becareful of misunderstandings and different symbolism. What is the educationallevel/technical background of the audience? You may need to avoid jargonand technical terms. It may also be useful to know their likes and dislikes.

People may assimilate most information from pictures, images orcharts. Any text used on slides should support the graphics. Please do not puttoo much detail on the slide, as it may be distracting. Use the 72 rule.Stick to no more than 72 lines and words within a line.

With regard to slide design, you need to be mindful of fonts, font size,colours and have a consistent design by using templates. Sans serif fonts,such as Arial and Verdana are easier to read than serif fonts like TimesRoman. The font size depends on the room size and distance of the audiencefrom the screen. If in doubt, go large.

When considering colours for a slide, a fair choice is blue backgroundand gold text. Do not use too many colours, as it may be distracting. Stick totwo or three colours mainly. Be aware of cultural implications associated withcolours and symbols. Be aware of different emotional effects, for example redstimulates and blue calms. Avoid green - due to colour blindness problems.

Finally, we consider delivery. The presentation needs to follow a logicalsequence and should be tailored to time available. Bear in the mind theattention span of your audience too. Consider the time interval for each slide.For example, for a thirty minutes talk, allow twenty minutes for the talk itselfwith a minute per slide and allow ten minutes for questions.


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2 Slides and Presentations

In this section, we focus on slide and presentation setup. In particular,we shall look at creating a template with special features, such as custom filleffects, logo and line spacing. We shall also look at custom fill effects later for

individual slide(s). We shall merge presentations from either a completeseparate presentation or a word processed outline. Finally, we shall save aslide(s) in a different format, such as Tagged Image File Format (tif),Graphical Image Files for Line drawings (gif), Joint Photographic ExperimentalGroup for photos (jpeg) or, Windows Paints BitMaP (bmp).

2.1 Setup

2.1.1 Template creation with special effects.

You may create and save your own templates with a designed background,logo and different line spacing for your bulleted slides. Other ideas, which arenot included in this section, are 1) altering placeholders sizes, 2) different fillsfor different parts of the slide and 3) having a separate Title Master.

For successful creation of a template, you need to open a blank presentationand work in the Slide Master rather an individual bulleted slide.

Exercise. Follow the instructions in these notes for all parts a) to d)First, open a blank presentation and work with the Slide Master

View Menu => Master => Slide Master

a) Custom Background Fill EffectsFormat Menu => Background => Background Fill section

Dialog boxes and pull down list Instructions

Click on the pull down list aboveOmit Background Graphics from MasterNote. This is NOT obvious.

Click on Fill Effects


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This is a tabbed dialog box.Choose any of Gradient, Texture, Patternand Picture.Click on the OK button, when complete.

Return the Background dialog boxand click on Apply to All.

Aside. This dialog box occurs severaltimes in different parts of the course.See sections 2.1.4 and 3.2.4

b) Inserting a LogoNote. The logo will appear on all slides including the Title Slide.Insert the QMUL logo.On the Slide MasterInsert Menu => Picture => From FileNavigate to the appropriate folder and file called QMUL_crown.gif .Click on the Insert button and position the logo.

c) Changing the spacing between bullet pointsOn the Slide MasterInsert the cursor after the first level bullet pointSelect all levels by either Edit Menu => Select All or CTRL and AFormat Menu => Line Spacing => Line Spacing sectionFor example, increase from 1 to 2and the gap between the first and second point is increased.Hit the OK button.Close the Slide Master View

d) Saving the TemplateFile Menu => Save as Change the File Type to Design Template (*.pot).Supply a name, for example, Apex211.pot and hit the OK button.

Aside. Be careful, as Office may save your template in an unusual place.For example on a Windows 2000 and XP PCs, the default location is

C:\Documents and Settings\\Application Data\Microsoft\Templates


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2.1.2 Merge slides, a complete presentation with an existingpresentationIn PowerPoint, highlight the current slide after which the new slide(s) will beinserted.Open File called Apex212.ppt and in outline view click after the second slide.

Insert Menu => Slides from Files => Find Presentation tab.Use the Browse button to navigate to the required slide(s),for example Communicating Bad News.ppt or BadNews.ppt .

Either select an individual slide(s) by clicking and then hit the Insert button

OR, click on Insert All to include all.Note.Either Check the Keep Source Formatting box, if the original importedschema is requiredOR Untick the box and the imported slides have the current presentationcharacteristics.

Click on Close to complete the action.

2.1.3 Merge a Word Processed Outline into a Presentation.Here a RTF (Rich Text Format) document created in Word is incorporated into

the Presentation. Please see the Warning at the end of this section.

In PPT, highlight the current slide after which the new slide(s) will be inserted.Insert Menu => Slides from OutlineIn the dialog box, navigate to appropriate folder and file called Apex213.rtfAll slides are incorporated.

Aside. In Word.Carefully create a Rich Text Format (RTF) File.The Slide title is Heading 1 style and centred with Font 22 Points.The Bullet points are Heading 2 style and left justified with Font 16 Points.

End line with the ENTER or Return key.Note. Numbering is lost and replaced with Bullet points.


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2.1.4 Apply graduated background fill colours, texture, patterns, picturefill effect to a slide or slides in a Presentation.On the SlideClick on either the Body or the Title PlaceholderFormat Menu => Format Placeholder => Colors and Lines tab => Fill

sectionComplete as before. See section 2.1.1 of these notes for further details.

2.2 Exporting

2.2.1 Save a slideto a drive in any of gif, tif, jpg or bmp format.

Saving a slide as a graphical file.Click on the required slide.File Menu => Save AsFrom the dialog box, click on the pull down list alongside, Save as TypeSelect any of gif, tif, jpg and bmp. For example, select tif or jpg for photos.Type in the filename, say Apex221

A further dialog box appears

Further dialog box of do you want to save every side or current slide only?Click on the Current Slide Only button to complete the task.

You may save an individual picture using a different method.

Select the picture, then RIGHT Click and select Save As Picture .Provide a file name, file type and storage location.

Aside 1.Use Paint to view bmp or gif files. Firefox or Mozilla to view the tif or jpg files

Aside 2.Office 2002 includes the MS Photo Editor (PhotoEd.exe) and Office 2003 &2007 include MS Photo Manager (OIS.exe). Internet Explorer re-directs jpgfiles into either the Photo Editor or Photo Manager respectively.


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3 Pictures, Images and Drawn Objects

This large section of the course deals with manipulation, applyingeffects and editing images. Unfortunately, not all items on the ECDLAdvanced Presentation syllabus can be produced by PowerPoint alone. Some

items require third party software, such as Adobe Photoshop or JASCPaintshop to manipulate and edit images. Also different versions ofPowerPoint have different capabilities. For example, only versions 2002 andabove can rotate images.

3.1 Manipulation

In this section, the manipulation tasks are performed. They are :-converting or breaking an image (for example a Windows MetaFile (.wmf) )

into an object(s), grouping/ungrouping, re-ordering and re-positioning objects.Open file Apex3.ppt for most of the examples in this section.

3.1.1 Convert (or break) a WMF picture into an objectGo to the Slide with the Title Break a Picture (Slide 3)Select the Pound Currency graphicEdit Menu => Picture Object.The Confirm box appears and click on the Yes button.

To view the main object and its two components, do the below instructions.Drawing Toolbar => Ungroup

There now should be three objects denoted by three green rotation dots.

Click away from the graphic and then click firmly on the blue circle.

Try and move the Pound within the blue circle away from the left graphic.


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3.1.2 Group and Ungroup Objects on slidea) Group objects on a slide (into a super object)Select the objects.Click on the first object and for subsequent objects use Ctrl key and ClickDrawing Toolbar => Draw pop up menu => Group

(Altematively, use RIGHT Click => Grouping => Group )

b) Ungroup objects on a slide.Select the single grouped object.Drawing Toolbar => Draw pop up menu => Ungroup(Altematively, use RIGHT Click => Grouping => Ungroup )

3.1.3 Bring a picture, image, drawn object backward or forward within agrouped selection.

Order Pop UpMenu.

Instructions.

On the Slide, select one of the objects.Drawing Toolbar => Draw pop up menu => Order menuChoose one of the self explanatory options on the left.

Experiment!

Tip. In 2002/3, you can tear off the Pop up Menu. NOT in 2007

3.1.4 Position a picture etc horizontally and/or vertically using specifiedco-ordinates.In the slide, select the object.Format Menu => AutoShape => Position Tab => Position on slide sectionBy default, the positioning is from the Top Left Corner in centimetres.

Add two centimetres to both horizontal and vertical co-ordinates, for example.


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3.1.5 Distribute selected pictures etc horizontal and/or vertical relativeto the slide.

Distribute Pop Up Menu Instructions

On the slide, select the objects.

(Recall. Click on the first object and forsubsequent objectsuse Ctrl key and Click)

Drawing Toolbar => Draw pop up menu =>Align or Distribute

For example, choose Distribute Horizontally

Tip. In 2002/3, you can tear off the Pop up Menu. NOT in 2007

3.1.6 Omit background graphics from a slide(s).Select slide (or slides.)Format Menu => Background...

Check (or tick) on the Omit background graphics for master checkbox.Click on the Apply button

Note. This is confusing, as the option is NOT available on the Slide Master!


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3.2.4 Apply graduated background fill colours, texture, patterns, picturefill effect to a drawn object in a presentation.This works in a similar manner to section 2.1.4, as stated earlier in the notes.

In the Slide, select the drawn object.

Format Menu => AutoShape => Colors and Lines tab => Fill sectionGo to the Color pull down menu.Fill Effects as tabbed dialog boxes,namely, Gradient, Texture, Pattern, and Picture.

For example,

Use Gradient for the red square,

Pattern for the yellow triangle and

Picture for the blue circle.

Experiment.

3.2.5 Pick up a style from an object and apply it to another object.On a slide, select an object.

Icon InstructionFormat Toolbar, click on the Format Painter icon & click a differentobject.

(This object should now have the same properties as the original one.)

Tip. This technique works in other Microsoft Office products too.


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3.3 Editing Images

In the Editing images section, we look at a variety of different topics.Ideally applications, such as Photoshop or Paintshop should be employed.Initially, an external program MS Paint is used to alter the colour depth.

Next, we crop (trim), rescale, rotate, flip and mirror images. We look at specialeffects, such as Embossing and Engraving. Lastly, we convert images intograyscale, black and white version as well as different file formats, such asbitmap (bmp).

3.3.1 Change colour depth of an image, such as: 4 bit, 8 bit, 32 bit.Open an external application, such as Microsoft Paint.Save As Pull Down List Instructions

Note. 4, 8 and 32 bits = 16, 256and over 4000 million colours resp.

File Menu => OpenNavigate to the previously saved image.File Menu => Save As =>Save As dialog boxGo to the Save As Type: (at the bottom ofbox)Choose one of the options in the pull downlist. See left hand side panel.Provide a file name and location for thesaved image.

3.3.2 Crop and proportionately re-scale an image.a) Cropping (or Trimming)First of all, display the Picture toolbar.View Menu => Toolbars => Picture

To crop an image, the easiest way is to use the crop tool from the toolbar.Icon InstructionsClick on the Crop tool and the border around the image changes.

Click on the image and select one lily for example.

If you make a mistake, you can usually restore the original image.Format Menu => Picture => Picture tab => Image Control section => ResetbuttonOREdit Menu => Undo


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3.3.2 Crop and proportionately re-scale an image.b) Proportionally rescale an image.Click on the image => Format Menu => Picture => Size tab => Scale sectionEnter the required percentage in the Height part. Tab to the Width and thesame percentage appears. Adjust if necessary.

Again, if you make a mistake, you can usually rectify it.Format Menu => Picture => Size tab => Original Size section => Reset button=> OK

3.3.3 Rotate, flip and mirror an image.Example is the Weston the dog picture (Weston.jpg).a) RotateThere are three ways to rotate an image.

For all methods, on the slide, select the image.

Method 1 Any angle.The rotation tool has a handle with a light green circle at the end. Drag therotate handle on the object in the direction you want to rotate it. Click outsidethe object to set the rotation.

Method 2 Any angle.Format Menu => Picture => Size tab => Size and rotate sectionSet the rotation angle (to the right) and hit the OK button.

Method 3 Right Angle(s)Drawing toolbar => Draw => Rotate or Flip => Rotate Left or Rotate Right

b) FlipFor all methods, on the slide, select the image.Drawing toolbar => Draw => Rotate or Flip => Flip Horizontal or Flip Vertical.

c) MirrorExample file is Brisco the cat (Brisco.jpg).Create a mirror image of an object.Click on the image, you want to duplicate.Edit Menu => Copy => Paste at the required positionDrawing toolbar => Draw => Rotate or Flip => Flip Horizontal or Flip Vertical.Drag and position the duplicate object so that it mirrors the original object.

Note. You may need to override the Snap To Grid option to position the

object precisely. To do this, press ALT as you drag the object.


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A variety of Adobe Photoshop effects.

Inverted Pinch Embossed Stain Glass

3.3.4 Apply different available effects such as: negative effect, blurred,sharpened, stained glass, embossed etc to an image.

An external application is required for most of these features. See above.To Emboss/EngraveOn the slide, select the image.Drawing toolbar => ShadowApply Shadow Style 17 or18 respectively for Embossing or Engraving.

3.3.5 Convert an image to grayscale, black and white format.An external application is required for conversion, but both viewing andprinting are available within PowerPoint.

First of all, select the objectHowever, you may view or print a slide in colour, greyscale or black and white.View Menu => Toolbars => PictureColor/Grayscale ( - second icon on the Toolbar)Select one of Color, Grayscale or Pure Black and White.

Further modifications, including the Negative effect (Inverse Grayscale) maybe obtained from the Settings option of the Grayscale Toolbar.Close the Toolbar after use.

Aside.Office 2002 includes the Photo Editor (PhotoEd.exe) and Office 2003 & 2007include Photo Manager (OIS.exe) which enable you to perform somechanges.

3.3.6 Convert an image to into a file format such as: bmp, gif, jpeg, tif.Convert an image to a BitMaP, Graphical Image File or Photo JPeG etc.On the slide, select the image.RIGHT Click on the object and choose Save as Picture.

Provide a file name, file type and storage location.


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4 Charts/Graphs and Flow DiagramsIn this section, we create and modify graphs & flow diagrams.

4.1 Using Charts/Graphs

Office products use a common Chart/Graphs tool called MS Graph.Here we create a classic line column on two axes combination graph, wherethe columns are on the (left) primary axis and the line(s) are on the (right)secondary axis. Note, the Excel file needs to be carefully crafted. We canchange the Chart type and its format. We can modify the minimum, maximum,scale interval and the Y axis display units. (Note, see 5.2.4 for ChartAnimation.)

4.1.1 Create a line column on two axes / mixed chart/graph.New Slide => Slide Layout Task Pane => Title and Content slide => ChartPowerPoint inserts a default column graph on two axes with a Datasheet.

To import an existing (partial) spreadsheet file into PowerPoint, do Edit Menu => Import file => Apex41alt.xls => Import File options => Sheet 1Presentation 1 Datasheet

Select Chart => RIGHT Click => Chart Type => Custom tab => Line-Column on 2Axes => OK

4.1.2/3 Change a chart type/style/format such as: a column chart/graph .to aline - column on two axes / mixed chart/graph OR to a named chart style orformat.In all cases. On the slide, double click on the chart and hatched border appears.a) Chart Menu => Chart Type => Choose a different Chart Type.

b) Chart Menu => Chart Type => Select a different Sub Chart type.

c) Select line => Format Menu => Selected Data Series => Patterns tab => Linesection => Custom radio button => Weight set to the maximum

4.1.4 Change scale of value axis (y-axis), minimum, maximum number todisplay major interval between plotted numbers in a chart/graph.On the slide with chart, double click on the chart and hatched border appears.RIGHT Click on anyY axis and select Format Axis from the local menu.Choose the Scale tab and within the Value (Y) Axis scale section, untick the Autooptions and modify the required components, such as, scale, min and max.

4.1.5 Apply built in feature to display y axis units in a chart/graph inhundreds, thousands, millions on the value axis, not changing numbers in thegrid.On the slide with chart, double click on the chart and hatched border appears.RIGHT Click on anyY axis => Format Axis => Scale tab => Display units sectionClick on the pull down list. Select hundreds, thousands or millions as appropriate.


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4.2 Flowcharts

In this section, we use the Drawing Toolbar to create a Flowchart.

Tip. Tricky, so before you start, turn on grids and guides to help you.

View Menu => Grid and Guides => Grid Settings sectionTick the Display Grid on screen option.At the end of the task, untick the Display Grid on screen option.

4.2.1 Draw a flowchart using built-in flowchart options, other availabledrawing tools.

New Slide => Slide Layouts Task Pane => Title only slide.In the blank body, create a Flowchart and use the Drawing Tool

Drawing Toolbar => AutoShapes => Flowchart menu => select items andalign carefully.Drawing Toolbar => AutoShapes => Flowchart menu => Connectors =>Straight Connector and align carefully. Please do NOT aim for perfection!

An Example is given below.

4.2.2 Change or delete flowchart shapes in a flowchart.Select a component (click on it), delete or replace it.

4.2.3 Change connector type between flowchart shapes.Select a connector.Drawing Toolbar => AutoShapes => Connectors => Straight Arrow Connector.


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5 Multimedia

Multimedia enables you to make your presentation more exciting.You may incorporate sounds and/or video clips into your presentation.Animation may be used effectively on bulleted textual slides. Here a bullet

points may be introduced manually via a mouse click or automatically. Thebullet points may be re-ordered and/or dimmed. Finally, animating charts isbriefly examined.

5.1 Sound and VideoYou may include sounds and/or video clips into your presentation.

Please note, the sound or movie only plays in Slide Show mode.

Tip. PowerPoint implicitly uses Windows Media Player to play video and audiofiles. You are strongly encouraged to ensure any video and audio files to beincorporated into the presentation are in a compatible file format for WMP elseproblems! See also section 6.1 about Slide Control and running programs.

Tip. Be careful with sound, as it may prove irritating to your audience.

5.1.1 Insert sound with entry animation style, timing for automaticplaying.Create a new Title only slide.

Insert Menu => Movies and Sounds menu => Sound from a file(OR Sound from a Clip Organiser )

On the Training Labs PCs, select a file in C:\WinNT\Media folder or Clip.(Aside. In Windows 9x, XP and Vista, select a file in C:\Windows\Media .)

Example files to try (a) tada.wav (b) chimes.wav (c) The Microsoft Sound.

5.1.2 Insert movies with entry animation style, timing for automaticplaying.

Create a new Title only slide.Insert Menu => Movies and Sounds menu => Movie from a Clip OrganiserSelect a Movie Clip (animated gif file), such as Communication orBusinessmen.

5.2 AnimationHere we look at several types of animation. Firstly, the introduction of

objects, especially bullet points, either by mouse click or automatically after aspecified time. The former is best for live presentations and the latter for an

unattended kiosk. The most useful tasks are re-ordering and dimming theanimations. Lastly, we briefly look at animating a chart and its elements.


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5.2.1 Introduce animated objects by mouse click or automatically aftera specified time.a) On Mouse ClickCreate a new slide with a title and three bullet points.Change the Task Pane to Custom Animation (CA).

Select the Title and the Task Pane becomes active.Click on Add Effect => Entrance => 5. Fly inThe Fly in goes from the bottom of screen to the top.Now, change the direction to Fly in from the Right.Modify: Fly in => Go to the Direction pull down list => From the Right.Repeat the above procedure with each individual bullet point.Click on the Play button.

b) Automatically after a specified timeIn the Custom Animation Task Pane, under Direction and Speed is the

Custom Animation List.For each item, click on the Pull Down ListSelect Start After Previous option and then TimingIn the Fly in dialog box and Timing tab, set the Delay option to say 1second.Repeat for each item.

5.2.2 Change the sequence of animations in a slide.Revert to on mouse click introduction.Go to the Custom Animation List (CA List) and underneath there is a Reordersection with two arrows one up and one down.Click on an item in the CA List and use one of the arrows to either Move Up orDown

5.2.3 Apply automatic settings so that bulleted points, drawn objects ina presentation will dim after to a specified colour after animation.

If you want all objects to dim to the same colour, do the following procedure.Edit Menu => Select AllFrom CA List, click on the Pull Down Menu and selectEffect Options => Effects tab => Enhancements section => After Animationsetting.By default, this is set to Do Not Dim.Click on the Pull Down Menu and select a colour, for example Light Blue.Hit the OK button.Click on the Play button to view the Dimming.


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5.2.4 Animate chart elements by series, by category and by elements inthe series.You can either animate the entire chart or its elements.However, it depends on the chart type, whether you can animate its elements.

Tip. To enable the (old style) animation to work correctly, you need to changea setting in the Option to turn off the New Animation effects.If you do not do this, a (default) column chart will only animate as ONE object.

Tools Menu => Options => Edit tab => Disable New Features sectionCheck the normally cleared box along New animation effects itemHit the OK button

To create a chart.New Slide => Slide Layout Task Pane => Title and Content slide => ChartPowerPoint inserts a default column graph on two axes with a Datasheet.

To animate the Chart.Remain within the current slide.Slide Show Menu => Custom Animation

Custom Animation DB with Chart Effects tab Instructions

Check to animate slideobjects:Check Chart (and Title)

Chart Effect tab =>Introduce chart elementspull down list and selectone of:-All at onceBy SeriesBy Category

By Elements in SeriesBy Elements in Category

Click on the OK button

Experiment!

Recall in the default example chart, that the Series is East, West & Northand the Category is the Quarter.


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6 Managing Presentations

Presentations may be managed in two ways with Slide Show Controland Customised Slide Shows. With the former, we examine interactivenavigation, slide timings and looped presentations. With the latter, we look at

creating a new presentation with a subset of possibly re-ordered slides of anexisting one

6.1 Slide Show Control

6.1.1 Set up interaction on slide content to navigate to a slide, slides,presentation, file, URL.Tip. View Menu => Use Grid and Guides to help with the layout of the slide.

Create a new slide, say with a Title only.Create an action key.Slide Show menu => Action Buttons sub menu

Action Buttons InstructionsSelect the Forward or Next Button, position and size.

Tip. Use Format Autoshape to make button 1 cm square & change thecolour.

Action Settings Dialog Box InstructionsSelect the button and click on theHyperlink icon on the Standardtoolbar(or RIGHT Click on the button andchoose Edit Hyperlink.)

Select one of the items of the pull

down list and complete thesubsequent dialog box.Make several different type links,for exampleSlide, URL, File and Presentation.


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More fully, this opens The Action Settings dialog box => Mouse Click tab => Action on Click section.The Hyperlink to: down arrow produces a list of options, including :-

Option Meaning

Slide Slide option is a list of slide numbers & associated titles.OtherPowerPointPresentation

Presentation option leads to a dialog box, which enables youto navigate to the appropriate drive, folder and file name witha warning.

Other File Similar to Presentation above with a warning.URL URL option leads to dialog box to enter the Web Page.

When completed, hit the OK button.

Exercise. Create a slide with several different types of Action Keys withappropriate links and test them. If short of time, create one action key for aURL pointing to the IT Services intranet page, namely,http://qm-web.css.qmul.ac.uk .

See Apex6bit.ppt and Apex6all.ppt for presentations without/with Hyperlinks.

6.1.2 Change the property of interaction on a slide content to navigateto a slide, slides, presentation, file, URL.

You can edit or remove a Hyperlink from an action key. Do this bySelect Action Key => RIGHT Click => Choose Edit Hyperlink OR RemoveHyperlinkIf editing, change the Hyperlink settings, as required.

Note.6.1.1 and 6.1.2 sections. If you would like to hover instead of a mouse click,

you may use the Mouse Over option instead of Mouse Click tab etc.


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6.1.3 Apply timings to or remove timings from slide transitions.

a) Apply timings to slide transitions.Slide Sorter Mode and select the first slide.Slide Show Menu => Slide Transition => Advance Slides section

Untick On Mouse click option box. Instead tick the Automatically After box andenter an appropriate amount of time in seconds. Repeat the procedure foreach slide separately.Note, that you may apply the same timings to all slides by pressing the Applyto All Slides button in the Task Pane.

b) Remove timings from slide transitions.In Slide Sorter Mode and select all slides (use CTRL and A).Untick Automatically After box and tick the On mouse click box.

A common dialog box for the sub-sections from 6.1.4 to 6.1.5 is given below.

6.1.4 Apply timings to a slide show so that it loops continuously, whenplayed or does not loop continuously, when played.See the dialog box at the top of this page.To loopSet up a 1 second transition for all slides. See the previous section.Slide Show Menu => Set up Show => Show options sectionTick the Loop continuously until Esc option. Hit the OK button.

Not to loop.

From the previous paragraph, Untick the loop continuously until Esc option.Hit the OK button.


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6.1.5 Apply settings so that slides advance manually, advance usingtimings if present, so that the slide show is presented with or withoutanimation.

See the Set Up Show dialog box at the top of the previous page. Slide Show

Menu => Set up Show => Show options sectionTick the Show without animation option. Hit the OK button.

To reverse, untick the Show without animation option. OK button.

6.2 Customised ShowsUseful, when you want to give the same presentation to different audiencesand with different overall timings.

6.2.1 Create a customised slide show6.2.2 Edit a customised slide show6.2.3 Run a customised slide show

Create.Open a presentation, for example Communicating Bad News via theAutoContent Wizard or BadNews.ppt .(N.B. The AutoContent Wizard is NOT available in PowerPoint 2007).

Slide Show Menu => Custom Shows => Custom Shows dialog box =>New buttonProvide a new name for the Slide Show Name, for example, Bad News 2Now, look at the bottom half of the dialog box.On LHS are the Slides in Presentation (source list) and on RHS are Slides inthe Custom Show (target list)Use the Add>> button to copy a slide from the LHS to the RHS.Use the Remove Button to a slide in the RHS list.Use the Up and Down arrows to reorder the slides.When complete, hit the Close button.

Edit.Slide Show Menu => Custom Shows => Custom Shows dialog boxSelect the Custom Show name, for example BadNews2.pptClick on Edit buttonAdd, Remove and Reorder slides as in the Create section.When complete, hit the Close button.

Run.Slide Show Menu => Custom Shows => Custom Shows dialog box

Select the Custom Show name, for example. BadNews2.pptClick on Show button to the view the Customised Show.


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7 Relating Information

Terminology

Object Linking and Embedding (OLE) is a proprietary Microsoft

Windows technology, which is employed for transferring and sharinginformation among applications or programs. It is possible to create so-calledcompound documents. For example, a compound document may be a Worddocument with an Excel spreadsheet, PowerPoint slide(s), video or audioobjects included. OLE allows in-place editing, so instead of starting an entirenew application or program when an OLE object is activated, the user simplysees a new set of tools or menu items. For example, if you edit an Excelgraph within PowerPoint presentation, the application appears to be Excel.

When an object is linkedin a compound document, the document

contains a link to the object; any changes made to the contents of the originalobject will be seen in the compound document.

When an object is embedded in a compound document, the documentcontains a copy of the object; any changes made to the contents of theoriginal object will not be seen in the compound document, unless theembedded object is updated.

7.1 Linking

You may link to either dynamic separate object (which may bemodified) or, a static embedded object (such as a spreadsheet.)

A common dialog box for the sub sections from 7.1.1 to 7.1.4 is given below.

Key ComponentsLink check box: Ticked for Object Linking

Clear for EmbeddingDisplay as icon Tick for a connection to the appropriate application

Clear for displaying the actual data


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7.1.1 Link text from a document, a range from a worksheet,spreadsheet, generated chart into a slide and display as an object.Select a slide or create a Title only slideInsert Menu => Object => Create from a file option.Click on Browse and navigate to the Blood.xls spreadsheet.

Tick on the Link option.

a) Either Tick the Display as icon check box. Click OK.An (Excel) icon appears on the screen, which may be resized.Double click, on the icon to open the applicationb) Or Leave the Display as an icon cleared. Click OK.The spreadsheet now appears on the screen. It may need to be re-sized.

7.1.2 Update, modify data linked to a presentation.

For all parts, select a slide with a linked object

a) Update (as above in section 7.1.1 (b) only)RIGHT Click on the data => Update Link(Any new changes in the original data will be now shown in the linked slide.)b) Update (as above in section 7.1.1 (b) only) more complexEdit Menu => Links => select original file => Update Now button => Closebutton(Beware of duplicates in a list of linked files in the dialog box.)

c) Modify from IconDouble Click on the application icon, modify data and save the filed) Modify from displayed dataEdit Menu => Linked Worksheet Object => Editthen modify data and save the file

7.1.3 Change a linked object in a slide to an embedded object.Create a slide with a linked object, for example sample.rtf. See section 7.1.1.Edit Menu => Links

Select link and click on the Break button and then Close.Note. The Word Document is converted to a Picture, which may be edited.

Edit Menu => Picture ObjectThe same Confirm Box, as in section 3.1.1 of the notes appears.This is an imported picture, not a group. Do you want to convert it to aMicrosoft Office drawing object ? Click on Yes.The Picture now becomes a series a Text Boxes, one per line, which may beedited.

7.1.4 Insert an image from a file and link the image to the file.Same as 7.1.1, except with an image file, for example the Water Lilies file.


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8 MacrosMacros are time savers, which work in a similar manner to tape

recoding. With macros, you can record a sequence of key strokes, which maybe played back later. Thus you save time, when dealing with repetitive tasks.

Tip. Macros can be created and run in a similar way for other Office products.

8.1 Record, run and assign8.1.1 Record a simple macro such as: animation effects rescale a drawnobject, formatting of text.Record.Let us reformat a set of bullet points as an italic (red Comic Sans MS) font.Create a bulleted slide with a few points and duplicate it (CTRL and D).On the first slide, insert the cursor in front of the first bullet point.

Tools Menu => Macro => Record New MacroSupply a macro name, for example, Text_Ital(and its storage location. Default is the current Presentation.)Hit the OK button.Now Highlight the entire bulleted text and change the font to Italics etc.Stop the recording by clicking on the Stop Recording (toolbar) button ORTools Menu => Macro => Stop Recording

Tip. If the Stop Recording (toolbar) button is missing, restore it by -View Menu => Toolbar => Stop Recording => Click to tick on thetoolbar

and it re-appears on the screen.

8.1.2 Run a macro.Create a different bulleted slide and place the cursor at the first bullet point.To run the macro.Tools Menu => Macro => MacrosSelect the Text_Ital macro and click on the Run button.The text should now have an Italic (red) font.

8.1.3 Assign a macro to a custom button on a toolbar.Tools Menu => Customize => Commands tabWithin Categories, choose Macros.Select Text_It, hold down the left mouse button and drag it to the FormatToolbar.

Tip. In 2007, for macros to work, enable the Designer tab via the Office Orb.


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9 References for books and the Web.

9.1 ECDL etc

ECDL4: The Complete Coursebook for Office XPby Paul Holden and Brendan Munnelly.Published by Pearson Books (2004). Price 20.http://www.pearsoned.co.uk

Learning to Pass ECDL Syllabus 4.0 Using Office 2003 Revised Editionby Angela BessantPublished by Heinemann (2007). Price 21.http://www.heinemann.co.uk

ECDL/ICDL 4.0 Study Guideby The British Computer Society (Author)Published by BCS/Sybex (2004). Price 18.

Microsoft Office 2003 for Dummiesby Wallace WangPublished by the Dummies series (2003). Price 16.50.http://www.dummies.com

European Computer Driving Licence ECDLhttp://www.ecdl.com

Microsoft Office for PowerPoint, Training and many other delights.http://office.microsoft.com/PowerPoint

9.2 PowerPoint 2007

Microsoft Office PowerPoint 2007 demo:http://office.microsoft.com/en-gb/powerpoint/HA101672691033.aspx?pid=CL100626991033

Demo: Up to speed with PowerPoint 2007:http://office.microsoft.com/en-gb/powerpoint/HA101672691033.aspx

Online training: Up to Speed with PowerPoint 2007:http://office.microsoft.com/training/training.aspx?AssetID=RC100687671033

Windows Vista and the 2007 Office System Demo: Better Togetherhttp://office.microsoft.com/en-us/help/HA102120011033.aspx