PowerPoint: Advanced

Peter Browne IT Services June 2009

Table of Contents

PowerPoint: ..................................................................................................... 1 Advanced ......................................................................................................... 1 Introduction .................................................................................................... 3 Topics ....................................................................................................................... 3 Notation and Usage .............................................................................................. 4 PowerPoint Versions............................................................................................ 4 1 Design Considerations ........................................................................... 5 2 Slides and Presentations ........................................................................ 6 2.1 Setup .............................................................................................................. 6 2.2 Exporting ...................................................................................................... 9 3 Pictures, Images and Drawn Objects .................................................. 10 3.1 Manipulation .............................................................................................. 10 3.2 Effects.......................................................................................................... 13 3.3 Editing Images .......................................................................................... 15 4 Charts/Graphs and Flow Diagrams ...................................................... 18 4.1 Using Charts/Graphs ............................................................................... 18 4.2 Flowcharts .................................................................................................. 19 5 Multimedia.............................................................................................. 20 5.1 Sound and Video ...................................................................................... 20 5.2 Animation ................................................................................................... 20 6.1 Slide Show Control .................................................................................. 23 6.2 Customised Shows .................................................................................. 26 7 Relating Information ............................................................................. 27 7.1 Linking ......................................................................................................... 27 8.1 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. .................................................... 30 9.1 ECDL etc ..................................................................................................... 30 9.2 PowerPoint 2007 ....................................................................................... 30

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Introduction
This course covers a range of advanced features of PowerPoint, which enable experienced users to increase the impact of their presentations. By the end of the course, attendees should understand some of the more advanced features of PowerPoint and be able to create their own more sophisticated presentations. These notes are based on the European Computer Driving Licence (ECDL) Advanced Module 6 Presentation version 1 syllabus. Most of the course is covered except some of the items in section 3, namely, editing images. To perform these tasks, a third party application, such as Adobe Photoshop or JASC Paintshop is required. As far as possible, the notes are in the 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 information http://www.ecdl.com The Advanced Module 6 syllabus http://www.ecdl.com/main/download/MAM6.pdf As this is an advanced course, it is assumed, that attendees have attended the PowerPoint: Introduction course and/or have equivalent experience. 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 and animation Creating, editing and running customised shows Linking and updating external spreadsheets and images to the presentation Macro recording, running and assignment to a custom button References for ECDL and PowerPoint 2003/2007

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Notation and Usage

Sometimes, there are several ways of performing the same task. For example, RIGHT Click on an object to produce a local context sensitive menu. Exercise files should often have file names, which relate to the appropriate section of the course. For example Apex3.ppt would correspond to section 3 of the notes. All the files used in this course are available from the H: network disk drive and in the PowerPoint Advanced folder. For convenience, these files are also stored on the Training Lab PCs. The location is 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 right hand side panel is the Task Pane, which replaces and extends dialog boxes used in earlier versions. The left hand side panel combines the slide miniatures with the outline view. Otherwise all versions are very broadly similar, apart from PowerPoint 2007.

Advanced PowerPoint v9, June 2009, PB

Design Considerations

When planning a presentation, it is important to note design considerations relating to the environment, target audience, assimilation of information and delivery. Let us look at these four aspects in turn. Part of the planning impact relates to the environment, in particular audience size, room and facilities provided. A large audience means an impersonal presentation, however a small audience implies a more personal presentation with more individual attention. The room is important too. In a large lecture theatre, you will probably require a microphone and sound system to ensure, that you can be heard. The lighting may have an impact on the choice of colour scheme and contrasts for your presentation. It is also important to know about computer facilities, projectors and electrical power points. Do you need to provide a laptop? If not, does the PC have PowerPoint software and if so, which version? Is there a projector? Where are the electrical power points located? (You do not want to be rummaging about a semi-dark room looking for power points!) If possible, the moral is to check out the room BEFORE you give the presentation, else liaise with the organisers. You need to ask yourself lots of questions about the audience. Who are talking to? What is the age and gender? Are there any cultural issues? Be careful of misunderstandings and different symbolism. What is the educational level/technical background of the audience? You may need to avoid jargon and technical terms. It may also be useful to know their likes and dislikes. People may assimilate most information from pictures, images or charts. Any text used on slides should support the graphics. Please do not put too 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 Times Roman. The font size depends on the room size and distance of the audience from the screen. If in doubt, go large. When considering colours for a slide, a fair choice is blue background and gold text. Do not use too many colours, as it may be distracting. Stick to two or three colours mainly. Be aware of cultural implications associated with colours and symbols. Be aware of different emotional effects, for example red stimulates and blue calms. Avoid green - due to colour blindness problems. Finally, we consider delivery. The presentation needs to follow a logical sequence and should be tailored to time available. Bear in the mind the attention 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 itself with a minute per slide and allow ten minutes for questions.

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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 fill effects, logo and line spacing. We shall also look at custom fill effects later for individual slide(s). We shall merge presentations from either a complete separate presentation or a word processed outline. Finally, we shall save a slide(s) in a different format, such as Tagged Image File Format (tif), Graphical Image Files for Line drawings (gif), Joint Photographic Experimental Group 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 are not included in this section, are 1) altering placeholders sizes, 2) different fills for different parts of the slide and 3) having a separate Title Master. For successful creation of a template, you need to open a blank presentation and 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 Effects Format Menu => Background => Background Fill section Dialog boxes and pull down list Instructions

Click on the pull down list above Omit Background Graphics from Master Note. This is NOT obvious.

Click on Fill Effects

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

Return the Background dialog box and click on Apply to All.

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

b) Inserting a Logo Note. The logo will appear on all slides including the Title Slide. Insert the QMUL logo. On the Slide Master Insert Menu => Picture => From File Navigate 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 points On the Slide Master Insert the cursor after the first level bullet point Select all levels by either Edit Menu => Select All or CTRL and A Format Menu => Line Spacing => Line Spacing section For example, increase from 1 to 2 and the gap between the first and second point is increased. Hit the OK button. Close the Slide Master View

d) Saving the Template File 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\<user>\Application Data\Microsoft\Templates

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2.1.2 Merge slides, a complete presentation with an existing presentation In PowerPoint, highlight the current slide after which the new slide(s) will be inserted. 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 imported schema is required OR Untick the box and the imported slides have the current presentation characteristics. 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 Outline In the dialog box, navigate to appropriate folder and file called Apex213.rtf All 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, picture fill effect to a slide or slides in a Presentation. On the Slide Click on either the Body or the Title Placeholder Format Menu => Format Placeholder => Colors and Lines tab => Fill section Complete as before. See section 2.1.1 of these notes for further details.

2.2

Exporting

2.2.1 Save a slide to 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 As From the dialog box, click on the pull down list alongside, Save as Type Select 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 jpg files into either the Photo Editor or Photo Manager respectively.

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Pictures, Images and Drawn Objects

This large section of the course deals with manipulation, applying effects and editing images. Unfortunately, not all items on the ECDL Advanced Presentation syllabus can be produced by PowerPoint alone. Some items require third party software, such as Adobe Photoshop or JASC Paintshop to manipulate and edit images. Also different versions of PowerPoint have different capabilities. For example, only versions 2002 and above 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 object Go to the Slide with the Title Break a Picture (Slide 3) Select the Pound Currency graphic Edit 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 slide a) 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 Click Drawing 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 a grouped selection. Order Pop Up Menu. Instructions. On the Slide, select one of the objects. Drawing Toolbar => Draw pop up menu => Order menu Choose 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 specified co-ordinates. In the slide, select the object. Format Menu => AutoShape => Position Tab => Position on slide section By 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 relative to the slide. Distribute Pop Up Menu Instructions On the slide, select the objects. (Recall. Click on the first object and for subsequent objects use 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

Effects

In the part of the course, we show how to apply semi-transparent, 3-D or shadow (coloured) effects. In a similar manner to earlier in the course, we can apply graduated background fill colours, texture, patterns, picture fill effect to a drawn object. Lastly, we use the Format Painter (or Format Paintbrush) to pick up a style from an object and apply it to another object.

3.2.1 Apply a semi-transparent effect to a picture etc. Require a definitely designed background, for example, Mountain Top.pot . Change the template to Mountain Top, if necessary. Move the yellow triangle object near the mountain range at the bottom. View should be obscured. Select the yellow triangle object. Format menu => Autoshape => Colours and Lines tab => Fill section Go to the Transparency component, which is initially set to zero percent. Either drag the slider across OR set the percentage. Increase to 50%.

3.2.2/3 Apply a 3-D or shadow effect to a drawn object. On a slide, select an object. Drawing Toolbar => 3-D style or Shadow tool

Note. Clicking on the Settings option displays an appropriate toolbar, which permits greater control over the 3D and/or Shadow effect.

3-D effect menu

Shadow effect menu

Select one of the styles for each slide.

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3.2.4 Apply graduated background fill colours, texture, patterns, picture fill 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 section Go 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 Instruction Format Toolbar, click on the Format Painter icon & click a different object. (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 special effects, such as Embossing and Engraving. Lastly, we convert images into grayscale, black and white version as well as different file formats, such as bitmap (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 File Menu => Open Navigate to the previously saved image. File Menu => Save As => Save As dialog box Go to the Save As Type: (at the bottom of box) Choose one of the options in the pull down list. See left hand side panel. Note. 4, 8 and 32 bits = 16, 256 Provide a file name and location for the and over 4000 million colours resp. saved 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 Instructions Click 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 => Reset button OR Edit 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 section Enter the required percentage in the Height part. Tab to the Width and the same 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) Rotate There 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 the rotate handle on the object in the direction you want to rotate it. Click outside the object to set the rotation. Method 2 Any angle. Format Menu => Picture => Size tab => Size and rotate section Set 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) Flip For all methods, on the slide, select the image. Drawing toolbar => Draw => Rotate or Flip => Flip Horizontal or Flip Vertical.

c) Mirror Example 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 position Drawing 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/Engrave On the slide, select the image. Drawing toolbar => Shadow Apply 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 and printing are available within PowerPoint. First of all, select the object However, you may view or print a slide in colour, greyscale or black and white. View Menu => Toolbars => Picture Color/Grayscale ( - second icon on the Toolbar) Select one of Color, Grayscale or Pure Black and White. Further modifications, including the Negative effect (Inverse Grayscale) may be 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 & 2007 include Photo Manager (OIS.exe) which enable you to perform some changes.

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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Charts/Graphs and 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, where the 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 can change 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 Chart Animation.)

4.1.1 Create a line column on two axes / mixed chart/graph. New Slide => Slide Layout Task Pane => Title and Content slide => Chart PowerPoint 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 1 Presentation 1 Datasheet Select Chart => RIGHT Click => Chart Type => Custom tab => Line-Column on 2 Axes => OK

4.1.2/3 Change a chart type/style/format such as: a column chart/graph .to a line - column on two axes / mixed chart/graph OR to a named chart style or format. 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 => Line section => Custom radio button => Weight set to the maximum

4.1.4 Change scale of value axis (y-axis), minimum, maximum number to display 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 any Y axis and select Format Axis from the local menu. Choose the Scale tab and within the Value (Y) Axis scale section, untick the Auto options 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 in hundreds, thousands, millions on the value axis, not changing numbers in the grid. On the slide with chart, double click on the chart and hatched border appears. RIGHT Click on any Y axis => Format Axis => Scale tab => Display units section Click 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 section Tick 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 available drawing 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 and align 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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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. The bullet points may be re-ordered and/or dimmed. Finally, animating charts is briefly examined.

5.1

Sound and Video

You 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 audio files. You are strongly encouraged to ensure any video and audio files to be incorporated into the presentation are in a compatible file format for WMP else problems! 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 automatic playing. 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 automatic playing. Create a new Title only slide. Insert Menu => Movies and Sounds menu => Movie from a Clip Organiser Select a Movie Clip (animated gif file), such as Communication or Businessmen.

5.2

Animation

Here we look at several types of animation. Firstly, the introduction of objects, especially bullet points, either by mouse click or automatically after a specified time. The former is best for live presentations and the latter for an unattended kiosk. The most useful tasks are re-ordering and dimming the animations. 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 after a specified time. a) On Mouse Click Create 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 in The 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 time In the Custom Animation Task Pane, under Direction and Speed is the Custom Animation List. For each item, click on the Pull Down List Select Start After Previous option and then Timing In the Fly in dialog box and Timing tab, set the Delay option to say 1 second. 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 Reorder section 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 or Down

5.2.3 Apply automatic settings so that bulleted points, drawn objects in a 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 All From CA List, click on the Pull Down Menu and select Effect Options => Effects tab => Enhancements section => After Animation setting. 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 in the 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 change a 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 section Check the normally cleared box along New animation effects item Hit the OK button

To create a chart. New Slide => Slide Layout Task Pane => Title and Content slide => Chart PowerPoint 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 slide objects: Check Chart (and Title) Chart Effect tab => Introduce chart elements pull down list and select one of:All at once By Series By Category By Elements in Series By Elements in Category Click on the OK button Experiment! Recall in the default example chart, that the Series is East, West & North and the Category is the Quarter.

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Managing Presentations

Presentations may be managed in two ways with Slide Show Control and Customised Slide Shows. With the former, we examine interactive navigation, slide timings and looped presentations. With the latter, we look at creating a new presentation with a subset of possibly re-ordered slides of an existing 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 Instructions Select the Forward or Next Button, position and size.

Tip. Use Format Autoshape to make button 1 cm square & change the colour. Action Settings Dialog Box Instructions Select the button and click on the Hyperlink icon on the Standard toolbar (or RIGHT Click on the button and choose Edit Hyperlink.) Select one of the items of the pull down list and complete the subsequent dialog box. Make several different type links, for example Slide, 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 Slide Other PowerPoint Presentation Other File URL Meaning Slide option is a list of slide numbers & associated titles. Presentation option leads to a dialog box, which enables you to navigate to the appropriate drive, folder and file name with a warning. Similar to Presentation above with a warning. 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 with appropriate links and test them. If short of time, create one action key for a URL 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 navigate to a slide, slides, presentation, file, URL. You can edit or remove a Hyperlink from an action key. Do this by Select Action Key => RIGHT Click => Choose Edit Hyperlink OR Remove Hyperlink If 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 and enter an appropriate amount of time in seconds. Repeat the procedure for each slide separately. Note, that you may apply the same timings to all slides by pressing the Apply to 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, when played or does not loop continuously, when played. See the dialog box at the top of this page. To loop Set up a 1 second transition for all slides. See the previous section. Slide Show Menu => Set up Show => Show options section Tick 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 using timings if present, so that the slide show is presented with or without animation. See the Set Up Show dialog box at the top of the previous page. Slide Show Menu => Set up Show => Show options section Tick the Show without animation option. Hit the OK button. To reverse, untick the Show without animation option. OK button.

6.2

Customised Shows

Useful, when you want to give the same presentation to different audiences and with different overall timings. 6.2.1 Create a customised slide show 6.2.2 Edit a customised slide show 6.2.3 Run a customised slide show Create. Open a presentation, for example Communicating Bad News via the AutoContent 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 button Provide a new name for the Slide Show Name, for example, Bad News 2 Now, look at the bottom half of the dialog box. On LHS are the Slides in Presentation (source list) and on RHS are Slides in the 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 box Select the Custom Show name, for example BadNews2.ppt Click on Edit button Add, 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.ppt Click on Show button to the view the Customised Show.

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Relating Information

Terminology Object Linking and Embedding (OLE) is a proprietary Microsoft Windows technology, which is employed for transferring and sharing information among applications or programs. It is possible to create so-called compound documents. For example, a compound document may be a Word document with an Excel spreadsheet, PowerPoint slide(s), video or audio objects included. OLE allows in-place editing, so instead of starting an entire new application or program when an OLE object is activated, the user simply sees a new set of tools or menu items. For example, if you edit an Excel graph within PowerPoint presentation, the application appears to be Excel. When an object is linked in a compound document, the document contains a link to the object; any changes made to the contents of the original object will be seen in the compound document. When an object is embedded in a compound document, the document contains a copy of the object; any changes made to the contents of the original object will not be seen in the compound document, unless the embedded object is updated.

7.1

Linking

You may link to either dynamic separate object (which may be modified) 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.

Link check box: Display as icon

Key Components Ticked for Object Linking Clear for Embedding 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 slide Insert 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 application b) 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 complex Edit Menu => Links => select original file => Update Now button => Close button (Beware of duplicates in a list of linked files in the dialog box.) c) Modify from Icon Double Click on the application icon, modify data and save the file d) Modify from displayed data Edit Menu => Linked Worksheet Object => Edit then 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 Object The 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 a Microsoft Office drawing object ? Click on Yes. The Picture now becomes a series a Text Boxes, one per line, which may be edited.

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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Macros

Macros are time savers, which work in a similar manner to tape recoding. With macros, you can record a sequence of key strokes, which may be 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 assign

8.1.1 Record a simple macro such as: animation effects rescale a drawn object, 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 Macro Supply 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 OR Tools 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 the toolbar 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 => Macros Select 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 tab Within Categories, choose Macros. Select Text_It, hold down the left mouse button and drag it to the Format Toolbar.

Tip.

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

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9
9.1

References for books and the Web.

ECDL4: The Complete Coursebook for Office XP by 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 Edition by Angela Bessant Published by Heinemann (2007). Price 21. http://www.heinemann.co.uk ECDL/ICDL 4.0 Study Guide by The British Computer Society (Author) Published by BCS/Sybex (2004). Price 18. Microsoft Office 2003 for Dummies by Wallace Wang Published by the Dummies series (2003). Price 16.50. http://www.dummies.com European Computer Driving Licence ECDL http://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/engb/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 Together http://office.microsoft.com/en-us/help/HA102120011033.aspx

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