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Power Point

Using Power Point

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100% found this document useful (4 votes)

591 views

Power Point

Using Power Point

Uploaded by

psychicpenguin

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 283

Microsoft

This practical book will have you

achieving immediate results using:

Get the most out of PowerPoint 2010

with practical tips on every page:

a friendly, visual approach

simple language

ALERT:
Solutions to common problems

practical, task-based examples

large, full-colour screenshots

Discover everything you wanted to

know about Microsoft PowerPoint
2010 in this easy-to-use guide; from
the most essential tasks youll want
to perform, to solving the most
common problems youll encounter.

HOT TIP:
Time-saving shortcuts

WHAT DOES THIS MEAN?

POWERPOINT

10.99

in Simple

CVR_HILL6158_01_SE_CVR.indd 1

Easy to follow Step-by-step tasks In full colour

DID YOU KNOW?

Additional features to explore

Jargon explained in plain English

steps

PowerPoint
2010

Microsoft

Visit us on the web at www.pearson-books.com

in Simple Steps

Practical. Simple. Fast.

PowerPoint 2010

Use PowerPoint 2010

with confidence

Microsoft

in Simple

steps

Josh Hill

18/5/10 10:34:42

PowerPoint
2010
Microsoft

A01_HILL6158_01_SE_FM.indd 1

25/05/2010 10:56

PEARSON EDUCATION LIMITED

Edinburgh Gate
Harlow CM20 2JE
Tel: +44 (0)1279 623623
Fax: +44 (0)1279 431059
Website: www.pearsoned.co.uk
First published in Great Britain in 2010
Josh Hill 2010
The right of Josh Hill to be identified as author of this work has been asserted
by him in accordance with the Copyright, Designs and Patents Act 1988.
Pearson Education is not responsible for the content of third party internet sites.
ISBN: 9780273736158
British Library Cataloguing-in-Publication Data
Library of Congress Cataloging-in-Publication Data
Hill, Josh.
Microsoft PowerPoint 2010 in simple steps / Josh Hill.
p. cm.
ISBN 9780273736158 (pbk.)
1. Presentation graphics software. 2. Microsoft PowerPoint (Computer file) I.
Title.
T385.H5493 2010
005.5'8dc22
2010019211
All rights reserved. No part of this publication may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, electronic, mechanical, photocopying,
recording or otherwise, without either the prior written permission of the publisher
or a licence permitting restricted copying in the United Kingdom issued by the
Copyright Licensing Agency Ltd, Saffron House, 610 Kirby Street, London EC1N 8TS.
This book may not be lent, resold, hired out or otherwise disposed of by way of trade in
any form of binding or cover other than that in which it is published, without the prior
consent of the Publishers.
Microsoft screenshots reprinted with permission from Microsoft Corporation.
10 9 8 7 6 5 4 3 2 1
14 13 12 11 10
Designed by pentacorbig, High Wycombe
Typeset in 11/14 pt ITC Stone Sans by 30
Printed in Great Britain by Scotprint, Haddington.

A01_HILL6158_01_SE_FM.indd 2

7/29/10 7:23 AM

PowerPoint
2010
Microsoft

in Simple

steps

A01_HILL6158_01_SE_FM.indd 3

Josh Hill

25/05/2010 10:56

Use your computer with confidence

Get to grips with practical computing tasks with minimal time, fuss and bother.
In Simple Steps guides guarantee immediate results. They tell you everything you need
to know on a specific application; from the most essential tasks to master, to every
activity youll want to accomplish, through to solving the most common problems
youll encounter.

Helpful features
To build your confidence and help you to get the most out of your computer, practical hints, tips
and shortcuts feature on every page:

ALERT: Explains and provides

practical solutions to the most
commonly encountered problems

HOT TIP: Time and effort

saving shortcuts

DID YOU KNOW?

Additional features to explore

WHAT DOES THIS MEAN?

Jargon and technical terms explained in plain English

Practical. Simple. Fast.

in Simple

steps

A01_HILL6158_01_SE_FM.indd 4

25/05/2010 10:56

Dedication:
For my wonderful wife, without whom I would not have written this book.

Acknowledgements:
I have so many people Id like to thank. First, I want to acknowledge my wife for her
patient understanding, tolerant efforts as first reader, and constant support as cheerleader.
Special thanks also to my agent Neil Salkind, who took a chance on an untried writer, and
who was also patient and encouraging.
I wouldnt have completed this book without the help of Joli Ballew, who kept me on track
and in line along the way, and Id also like to acknowledge Steve and Katy and the gang
at Pearson Education. They have been an invaluable help to me along the way, and Im
grateful for the opportunity they offered me.

in Simple
steps
A01_HILL6158_01_SE_FM.indd 5

25/05/2010 10:56

Contents at a glance
Top 10 PowerPoint Tips
1 E
xploring Microsoft
PowerPoint 2010
l

Use the Home tab for common

tasks

19
24

Play a presentation from the Slide

Show tab120

2 Working with slides

Add slides

Apply a layout to a slide

Add text to slides

Choose slide templates

3 A
dd and format text and
paragraphs
l

Cut, copy and paste text

Choose fonts and font sizes

Add a text box to a slide

Find or replace text and fonts

4 A
dd tables, graphics and
clipart
Add a table to a slide

A01_HILL6158_01_SE_FM.indd 6

Add SmartArt graphics

Add clipart

Add an image

Arrange images on the slide

Crop an image

Resize an image

6 Add charts

Add an Excel spreadsheet

5 Add and edit images

Explore the PowerPoint 2010

Normal view

Design pages and slides with the

Design tab

Add a chart

103

Change the chart style or layout

105

Add a chart title

111

Format a chart

118

7 A
dd an audio clip to a
presentation
l

Add audio from a file

121

Add a picture to an audio

clip object

122

Fade audio files in or out

127

Set the audio file volume

128

8 Add video to a presentation

Embed a video from a file

133

Link to a video file from a

presentation

134

Link to a video on the Internet

135

25/05/2010 10:56

Set playback options for a video

145

9 Animate objects on a slide

Add an entrance animation effect 149

Add a motion path effect

Add multiple animations to a single

object
157
Set an animation trigger

159

Add a transition to a slide

167

Add sound to a transition

170

Apply a single transition to all

slides in a slide show

172

Set how slides advance

173

11 Use the review tools

Use the Spell Check tool

177

Use the Research tool

178

Add comments to a presentation 183

Merge two presentations

213

Create a custom slide show

217

Rehearse slide timings

221

Annotate slides during a slide

show

226

187

14 Sharing a presentation
l

12 W
orking with
presentation views
l

Use the Normal view for editing

197

Use the Slide Sorter view to arrange

slides
199
Add notes to a slide in Notes Page
view
200

A01_HILL6158_01_SE_FM.indd 7

Share a presentation through

229

Broadcast a presentation on
the Web

232

Prepare the slide show for use on

a CD
238

Create handouts to edit in

Microsoft Word

239

15 M
anage files and
information
Save a slide show with a new
name

244

Open recently used files

248

Create new files from templates

249

Print a presentation

250

209

Run a slide show from the local

computer

155

10 Apply slide transitions

Work with multiple windows

13 Playing a slide show

Explore the PowerPoint 2010 Normal view

Use the Home tab for common tasks
Add tables and images from the Insert tab
Add illustrations and links from the Insert tab
Add text objects from the Insert tab
Add symbols and media content with the Insert tab
Design pages and slides with the Design tab
Add transitions from the Transitions tab
Animate objects from the Animations tab
Play a presentation from the Slide Show tab
Prepare for slide show delivery with the Slide Show tab
Use Review tab tools for notes and comments
Select a view from the View tab

A01_HILL6158_01_SE_FM.indd 9

17
19
20
21
22
23
24
25
26
28
29
30
31

25/05/2010 10:56

2 Working with slides

l
l
l
l
l
l
l
l
l
l
l

Add slides
Remove slides
Move slides
Apply a layout to a slide
Add text to slides
Apply backgrounds
Apply watermarks
Use themes
Choose slide templates
Use slide masters
Organise slides

35
36
37
38
40
41
43
45
46
47
48

3 A
dd format text and
paragraphs

l
l
l
l
l
l
l
l
l

Add text to a slide

Cut, copy and paste text
Choose fonts and font sizes
Format fonts from the Home tab
Select and format fonts from the Font dialogue box
Format paragraphs from the Home tab
Format paragraphs with the Paragraph dialogue box
Add a text box to a slide
Find or replace text and fonts

51
52
54
55
56
57
58
60
61

4 A
dd tables, graphics and
clipart
Add a table to a slide
l Add rows and columns to a table
l Delete rows or columns from a table
l

A01_HILL6158_01_SE_FM.indd 10

65
66
67

25/05/2010 10:56

Merge cells in a table

Split cells in a table
Format a table
Add an Excel spreadsheet
Add SmartArt graphics
Convert text to SmartArt
Add pictures to SmartArt graphics
Add shapes
Delete shapes
Modify shapes
Change one shape to another
Apply a Quick Style to a shape
Add WordArt graphics
Add clipart

l
l
l
l
l
l
l
l
l
l
l
l
l
l
l

Add an image
Remove an image background
Correct image sharpness and contrast
Adjust image colour
Set an image colour to transparent
Apply artistic effects to an image
Compress image files
Change an image
Apply picture styles
Adjust style elements individually
Convert an image to SmartArt
Arrange images on the slide
Crop an image
Resize an image
Add a screenshot
Create a photo album slideshow

68
69
70
71
72
73
74
75
76
77
78
79
80
81

l
l
l
l
l
l
l
l
l
l
l
l
l

l

5 A
dd and edit images

A01_HILL6158_01_SE_FM.indd 11

85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100

25/05/2010 13:49

6 Add charts

l
l
l
l
l
l
l
l
l
l
l
l
l
l
l

Add a chart
Change chart types
Change the chart style or layout
Edit the chart data
Select the chart data
Link or embed a chart from Excel
Refresh the chart data
Add a chart title
Add chart axis titles
Add or remove a chart axis
Add or remove chart data labels
Add or remove chart data tables
Add or remove chart gridlines
Add or remove a chart legend
Format a chart

103
104
105
106
107
108
110
111
112
113
114
115
116
117
118

7 A
dd an audio clip to a
presentation
Add audio from a file
l Add a picture to an audio clip object
l Preview an audio file
l Add a bookmark to an audio file
l Remove a bookmark from an audio file
l Trim an audio clip
l Fade audio files in or out
l Set the audio file volume
l Set other audio file options
l Record audio files
l

A01_HILL6158_01_SE_FM.indd 12

121
122
123
124
125
126
127
128
129
130

25/05/2010 10:56

8Add video to a presentation

l
l
l
l
l
l
l
l
l
l
l
l
l

Embed a video from a file

Link to a video file from a presentation
Link to a video on the Internet
Adjust video brightness and contrast
Adjust video colour
Set the preview image for a video
Apply a style to a video
Apply a shape to a video
Apply a border to a video
Apply effects to a video object
Arrange a video on a slide
Crop a video object
Set playback options for a video

133
134
135
136
137
138
139
140
141
142
143
144
145

9Animate objects on a slide

l
l
l
l
l
l
l
l
l
l
l
l
l
l
l
l

Add an entrance animation effect

Adjust entrance animation effect options
Add an emphasis animation effect
Adjust emphasis animation effect options
Add an exit animation effect
Adjust exit animation effect options
Add a motion path effect
Adjust motion path effect options
Add multiple animations to a single object
View all animation effects on a slide
Set an animation trigger
Apply animations with the Animation Painter
Set when an animation starts
Set the duration of an animation effect
Set the delay of an animation effect
Reorder animations on an object

A01_HILL6158_01_SE_FM.indd 13

149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164

25/05/2010 10:56

10Applying slide transitions

l
l
l
l
l
l
l
l

Add a transition to a slide

Change a slide transition
Set options for a transition
Add sound to a transition
Set the duration for a transition
Apply a single transition to all slides in a slide show
Set how slides advance
Preview a slide transition

167
168
169
170
171
172
173
174

11Use the review tools

l
l
l
l
l
l
l
l
l
l
l
l
l
l
l
l

Use the Spell Check tool

Use the Research tool
Use the Thesaurus
Use the Translate Selected Text tool
Use the Mini Translator tool
Set language options
Add comments to a presentation
Edit comments on a slide
Delete comments from a slide
Scroll through and view comments
Merge two presentations
Accept changes to a slide
Reject changes to a slide
Accept or reject presentation changes
Scroll through and view all changes
Toggle the Reviewing pane on and off

177
178
179
180
181
182
183
184
185
186
187
189
190
191
192
193

12Working with
presentation views
Use the Normal view for editing
l Use the Slide Sorter view to arrange slides
l

A01_HILL6158_01_SE_FM.indd 14

197
199

25/05/2010 10:56

l
l
l
l
l
l
l
l
l
l

Add notes to a slide in Notes Page view

Preview the slide show with Reading view
Use Slide Master view to format Slide Masters
Edit fonts in Slide Master view
Use Handout Master view to format handouts
Use Notes Master view to edit notes
Change the zoom level
Change slide view to Grayscale
Change slide view to black and white
Work with multiple windows

200
201
202
203
204
205
206
207
208
209

13Playing a slide show

l
l
l
l
l
l
l
l
l
l
l
l
l

Run a slide show from the local computer

Broadcast a slide show to external viewers
Broadcast a slide show to internal viewers
Create a custom slide show
Set the Show Type settings for a slide show
Set the Show Options settings for a slide show
Set slides to play and display device options
Rehearse slide timings
Set recording options and start point
Set recorded slide show playback options
Set the monitor options
Use the laser pointer tool in a slide show
Annotate slides during a slide show

213
214
216
217
218
219
220
221
222
223
224
225
226

14 Sharing a presentation

l
l
l
l
l
l

Share a presentation through email

Share a presentation through SharePoint
Broadcast a presentation on the Web
Share a presentation with a slide library
Change the presentation file type
Share a presentation in XPS or PDF format

A01_HILL6158_01_SE_FM.indd 15

229
231
232
233
234
235

25/05/2010 10:56

Create a video from your slide show

Prepare the slide show for use on a CD
l Create handouts to edit in Microsoft Word
l
l

236
238
239

15 M
anage files and
information

l
l
l
l
l
l
l
l
l
l
l

Save the slide show from the File tab

Save a slide show with a new name
Open and close documents
Set presentation permissions
Check the file for issues before sharing
Open recently used files
Create new files from templates
Print a presentation
Optimise media content
Improve media performance
Manage options and add-ins, and get Help

243
244
245
246
247
248
249
250
252
253
254

1 Use the Outline tab to quick-start a

presentation
2 Use the mini-menu for quick formatting
3 Turn the mouse pointer into a pen or highlighter
during presentations
4 Add and lay out slides in the side panel
Slides tab
5 Use the Office Clipboard Task Pane
6 Use the mouse scroll wheel to move between
ribbon tabs
7 Create a photo slide show
8 Turn the mouse pointer into a laser pointer
during presentations
9 Turn your slide show into a video
10 Customise a slide show for an audience

A01_HILL6158_01_SE_FM.indd 1

Top 10 PowerPoint
Tips

2
3
4
5
6
7
8
9
10
12

25/05/2010 10:56

Tip 1: Use the Outline tab to

quick-start a presentation
1 Click View and click the Normal button.
2 Click the Outline tab in the side panel.
3 Click beside the first slide icon in the Outline view and type the title.
4 Press the Enter key on the keyboard and press the Tab key to add content to the
first slide.

5 Type the text for the new line or bullet point, and press Enter to move to a new line.
6 Press the Shift and Tab keys together (Shift+Tab) to create a new slide from the new
line.

1
1

2
3

DID YOU KNOW?

The default action for the Enter key

depends on the position on the slide. If the
cursor is on a title line, Enter creates a new
slide. If the cursor is on non-title text, the
Enter key starts a new line of text.

The default slide layout for

the Outline tab is the Title
and Content layout.

A01_HILL6158_01_SE_FM.indd 2

25/05/2010 10:56

Tip 2: Use the mini-menu for

quick formatting
1 Click in or highlight text or select an object to format.
2 Move the mouse pointer over the faint mini-menu above the highlighted text
or object.

3 Select the formatting desired from the mini-menu.

4 Move the mouse pointer off the mini-menu to deactivate it.

3
1

DID YOU KNOW?

ALERT: You will not be able to

The mini-menu is a miniature version of

the Home tab. Several tools for fonts,
formatting and basic object creation
and editing are available, including font
colour and the Format Painter.

reactivate the mini-menu unless you deselect and re-select the text or object.

A01_HILL6158_01_SE_FM.indd 3

25/05/2010 10:56

Tip 3: Turn the mouse pointer

into a pen or highlighter during
presentations
1 Click the Slide Show tab and click Set Up Slide Show from the Set Up group.
2 Select the pen colour from the Pen colour
drop-down menu and click OK to save.

3 Right-click the slide during the presentation

and select Pointer Options from the
quick menu.

HOT TIP: Create a custom

colour by selecting More Colours
from the Pen colour drop-down
menu in the Show Options
option group.

4 Select Pen or Highlighter from the Pointer

Options menu to mark or highlight the slide.

5 Right-click and choose Pen Options from the quick menu.

6 Select Arrow from the Pointer Options
menu to return to a standard pointer.

3
4

DID YOU KNOW?

HOT TIP: Select an ink colour for

the highlighter or pen from the Pointer
Options quick menu any time during
a presentation. Select a new colour to
work best with different themes and
backgrounds on each slide.

A01_HILL6158_01_SE_FM.indd 4

You must click and hold down

the left mouse button to write
or highlight with the pointer.

ALERT: The pen or highlighter will

not revert to a standard pointer when
the mouse button is released as the
laser pointer tool does.

25/05/2010 10:56

Tip 4: Add and lay out slides in

the side panel Slides tab
1 Right-click in the Normal view side panel Slides tab.
2 Select New Slide from the quick menu.
3 Right-click the new slide thumbnail.
4 Select Layout from the quick menu.
5 Choose a layout from the menu gallery.
6 Edit the slide content as usual.

A01_HILL6158_01_SE_FM.indd 5

25/05/2010 10:56

Tip 5: Use the Office Clipboard

Task Pane
1 Click Home.
2 Click the Clipboard group pop-out icon to open the Office Clipboard Task Pane.
3 Use the drop-down menu from any entries to choose whether to paste or delete
them.

4 Click the Paste All button to paste all the entries, or click Clear All to clear the
Office Clipboard.

5 Click the Clipboard group pop-out icon again to close the Office Clipboard
Task Pane.

1
2
4

DID YOU KNOW?

The Office Clipboard is capable of
holding 24 items, including text
and objects, and shows items from
all Microsoft Office applications,
not just PowerPoint 2010.

A01_HILL6158_01_SE_FM.indd 6

25/05/2010 10:56

Tip 6: Use the mouse scroll

wheel to move between
ribbon tabs
1 Move the mouse pointer over the tabs on the ribbon.
3 Roll the mouse scroll wheel up (i.e. away from your hand) to move through the tabs
to the left.

3 Roll the mouse wheel down (i.e. toward your hand) to move through the tabs to
the right.

Position the mouse

over the tabs and
scroll with the
wheel to move
through the tabs

A01_HILL6158_01_SE_FM.indd 7

25/05/2010 10:56

Tip 7: Create a photo slide show

1 Click the Insert tab on the ribbon.
2 Click Photo Album in the Images group and select New Photo album from
the menu.

3 Click File/Disk under Insert

picture from the Photo
Album window to browse for
pictures to add.

4 Click New Text Box under

3
4

Insert text to add a text box

to the presentation.

5 Tick Captions below ALL

pictures and ALL Pictures
black and white to set those
options.

6 Order images in the album

using the up and down
arrows; remove images with
the Remove button.

HOT TIP: The Photo Album

window doesnt allow you to edit
the text while creating the photo
album, but you can click to edit
the text boxes later.

A01_HILL6158_01_SE_FM.indd 8

25/05/2010 10:56

Tip 8: Turn the mouse pointer

into a laser pointer during
presentations
1 Click the Slide Show tab and click Set Up Slide Show in the Set Up group.
2 Select a laser pointer colour from the drop-down list under Show Options.
3 Click OK to save the laser pointer setting and start the slide show when ready.
4 Press and hold the Ctrl key and the left mouse button together to activate the laser
pointer during the slide show.

5 Release the Ctrl key and mouse button to return the laser pointer to a standard
mouse pointer.

HOT TIP: Pick a colour which

sharply contrasts with the theme
chosen for the slide show to
maximise visibility.

A01_HILL6158_01_SE_FM.indd 9

ALERT: The slides may not

advance while using the laser pointer
unless they are set to advance on a
timing. Any animations or transitions
set to start by clicking will not work
while the laser pointer is in use.

25/05/2010 10:56

Tip 9: Turn your slide show into

a video
1 Click File and then click Share on the sidebar.
2 Click Create a Video in the File Types section.
3 Select a display size from the
Computer & HD Displays drop-down
menu under Create a Video.

4 Select to use recorded timings and

narrations from the Timings and
Narration drop-down menu.

ALERT: Small text or elements may

be difficult or impossible to read at the
smallest resolution. If viewers will be
watching the video on a hand-held device
or at the smallest resolution, be sure all
content is legible at that resolution.

DID YOU KNOW?

The Computer & HD Displays menu offers three display sizes: Large resolution
(960 720) for computer monitors, high-definition displays and projectors;
medium resolution (640 480) for the Internet and standard DVDs; and small
resolution (320 240), for devices like a Microsoft Zune or Apple iPod.

HOT TIP: Add recorded timings and narrations directly

from the Timings and Narrations drop-down menu with the
Add timings and narrations selection, or use Preview timings
and narrations to see them in action.

A01_HILL6158_01_SE_FM.indd 10

25/05/2010 10:56

5 Set the amount of time for each slide from the Seconds to spend on each slide
timer box.
11

6 Click Create Video, select the save location in the Save dialogue box and click Save
to create the video.

5
6
2

DID YOU KNOW?

The video file PowerPoint makes
from slide shows is a Windows
Media Video (.wmv) file.

A01_HILL6158_01_SE_FM.indd 11

ALERT: The presentation file size and

complexity will determine how long it takes
PowerPoint 2010 to generate the video file.

25/05/2010 10:56

Tip 10: Customise a slide show

for an audience
1 Click Slide Show and click Custom Slide Show in the Start Slide Show group.
2 Select Custom Shows from the drop-down menu.
3 Click New on the Custom Shows dialogue box to create a new slide show.
4 Type the custom show name in the Slide show name box.

1
2

DID YOU KNOW?

An ellipsis following a menu command indicates additional
options and settings are available when the command is
selected. Dialogue boxes or messages boxes may appear
when a command followed by an ellipsis is clicked.

HOT TIP: Click on any custom

shows in the Custom Shows
drop-down list to launch them.

A01_HILL6158_01_SE_FM.indd 12

HOT TIP: Click the Show button on the

Custom Shows dialogue box to launch a
selected customised slide show.

25/05/2010 10:56

5 Select the slides in the Slides in presentation pane.

6 Click Add to add slides to the Slides in custom show pane.

7 Click OK to save.

4
5

DID YOU KNOW?

Use the Edit, Remove and Copy
buttons on the Custom Shows
dialogue box to work with
customised slide shows.

A01_HILL6158_01_SE_FM.indd 13

HOT TIP: Add the slides in the order

they will appear in the custom show, or
rearrange them in the Slides in custom
show pane using the up and down arrows.

25/05/2010 10:56

A01_HILL6158_01_SE_FM.indd 14

25/05/2010 10:56

1 Exploring
Microsoft
PowerPoint 2010
Explore the PowerPoint 2010 Normal view

Use the Home tab for common tasks

Add tables and images from the Insert tab

Add illustrations and links from the Insert tab

Add text objects from the Insert tab

Add symbols and media content with the Insert tab 23

Design pages and slides with the Design tab

Add transitions from the Transitions tab

Animate objects from the Animations tab

Play a presentation from the Slide Show tab

Prepare for slide show delivery with the Slide

Show tab

Use Review tab tools for notes and comments

Select a view from the View tab

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25/05/2010 10:57

Introduction
Microsoft introduced a new interface to its Office suite in its 2007
version. The new interface is refined and offers better functionality in
Office 2010, including PowerPoint 2010. The old menu and submenu
system was replaced with a tabbed interface called a fluent User
Interface, also called the ribbon. The features of the old menu system
remain on the ribbon, but are grouped to make them easier to find and
use. The ribbon is context-sensitive, and opens appropriate command
sets or tabs, depending on the task.
The ribbon may present challenges to users moving to PowerPoint 2010
from versions prior to 2007. This chapter will help familiarise you with
the ribbon so you can work quickly and efficiently. Knowing where
the right commands are for the task at hand is the first step toward
working comfortably in PowerPoint 2010.

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25/05/2010 10:57

Explore the PowerPoint 2010

Normal view
PowerPoint 2010s default view is called the Normal view. It is separated into sections
or panels. Each panel works with an element of a PowerPoint presentation, and some
commands open additional panels for specific tasks.

1 Locate the Quick Access toolbar in the upper left corner of the application
title bar.

2 Click the Minimize, Restore and Close buttons in the title bar to show, hide or close
the PowerPoint screen.

3 Click tab names on the ribbon to access command groups on each tab.
4 Click the Slides tab in the side panel to see thumbnail images of the presentation
slides.

DID YOU KNOW?

Add and remove command
buttons by clicking the dropdown menu to the right of
the Quick Access toolbar
and making menu selections
for commands to add or
remove. Click the More
Commands option on the
drop-down menu to select
new commands to add to
the Quick Access toolbar.

HOT TIP: Click the Minimize/

Expand ribbon button to show
or hide the ribbon command
groups. Its next to the Help
button just below the title bar.

WHAT DOES THIS MEAN?

Quick Access Toolbar: the Quick Access toolbar is a series of shortcut icons that
provide easy access to commonly used commands.
Thumbnail image: a small image showing the picture or slide. Some details may
not be visible in thumbnail images, but colours and larger content show.

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25/05/2010 10:57

5 Click the side panel Outline tab for an outline view of the text content of the slides.
6 Edit presentation slides in the slides pane or click in the Notes pane at the bottom
of the screen to add slide notes.

1
4
5

DID YOU KNOW?

The Slides pane is the largest
portion of the Normal view
screen. It is specifically
designed to make creating
and editing slide content
simple and easy.

M01_HILL6158_01_SE_C01.indd 18

DID YOU KNOW?

Slide notes can be used as speaker
notes for a speakers private viewing
only, or as supplementary information
for audiences in printed handouts to
accompany a presentation.

25/05/2010 10:57

Use the Home tab for

common tasks
The Home tab contains most of the command groups needed to perform many
common tasks in PowerPoint 2010. The Home tab has command groups to create
slides, add, format, copy and paste text and paragraphs, insert basic drawing shapes
and select styles, and search and replace text and fonts.

1 Click the Home tab on the ribbon and

use Clipboard group commands to cut,
copy and paste objects and formats.

2 Click the Slides group commands to

create slides, layouts, and manage
sections in the side panel Slides tab.

3 Choose fonts, sizes and format text in the

Font group.

4 Click command buttons in the Paragraph

HOT TIP: Click the pop-out

icon on the Font group to open
the Fonts dialogue box.

group to create bullets or numbers, format

paragraphs, and more.

5 Add shapes, text boxes, arrange slide

objects and format borders and fills with the Drawing group.

1
2

DID YOU KNOW?

The pop-out icon in the Paragraph group opens the Paragraph
dialogue box with additional options and settings.

Add tables and images from

the Insert tab
The Insert tab is the main location for adding objects to a slide. The Insert tab houses
command groups for adding pictures, clipart, graphics and tables. The Tables group
provides tools for working with table structures and the Images group provides tools for
working with pictures.

1 Click the Insert tab.

2 Click Table in the Tables group to insert or draw a table on the slide.
3 Click Picture in the Images group to add images from files with the Insert Pictures
dialogue box.

4 Click the Clip Art button and

search for artwork with the Clip
Art pane to add clipart.

5 Click Screenshot for a menu of

1
2

open application windows or

take screenshots of screen areas.

6 Click Photo Album to create or

edit a slide show from digital
photos.

DID YOU KNOW?

graphics and clipart, covers working

with clipart and graphic objects.

Default object placeholders

on new slides contain an icon
to add tables, pictures, video
content, and more.

Add illustrations and links from

the Insert tab
The Insert tab Illustration command group adds and formats illustrations, including
SmartArt graphics and charts. Hyperlinks and action links can be added from the Links
group to open documents, applications, Internet webpages and more.

1 Click the Insert tab on the ribbon.

2 Click Shapes in the Illustrations group to access the shapes drop-down gallery, to
add a shape.

3 Click SmartArt to add SmartArt graphic illustrations from the gallery dialogue box.
4 Click Chart to open the Insert Chart dialogue box and add a chart.
5 Click Hyperlink from the Links group
to create a hyperlink from the Insert
Hyperlink dialogue box.

6 Click Action and set an action to

perform with the Action Settings
dialogue box.
HOT TIP: Click in a word to
create a link from that word. The
entire word doesnt need to be
selected to create a hyperlink or
action link.

DID YOU KNOW?

The shapes gallery can be accessed from
the Home tab Drawing group as well.

DID YOU KNOW?

WHAT DOES THIS MEAN?

Hyperlink: A link to another presentation,
document, file or Internet page.
Action link: An action to be taken when the
mouse is clicked or the pointer is held over
the object or text.

M01_HILL6158_01_SE_C01.indd 21

Right-click text in a slide and choose

Convert to SmartArt to change the
selected text element to a graphic
illustration incorporating the text.
See Chapter 4, Add tables, graphics
and clipart, for more information.

25/05/2010 10:57

Add text objects from the

Insert tab
Text objects such as text boxes and WordArt graphics are added from the Insert tab
Text group. Headers and footers, slide numbers and date and time stamps for printed
pages are also added here, as well as embedded objects like Microsoft Excel charts or
Adobe Illustrator art.

1 Click the Insert tab on the ribbon.

2 Click Text Box to add a text box by dragging the mouse pointer.
3 Click Header & Footer to edit the header and footer in the Header and Footer
dialogue box.

4 Click Date & Time to open the Date and Time dialogue box and select format and
language.

5 Click Slide Number to insert the slide number using the Header and Footer dialogue
box, or at the cursor point.

6 Click Object to open the Insert Object dialogue box and select an object type to
insert.

HOT TIP: Click in a text box or shape to

insert the slide number at the cursor point
with the Slide Number button.
DID YOU KNOW?
The Text Box button does not automatically
add a box-shaped text object on the slide.
The cursor becomes a tool used to drag and
create the text box to the desired size.

M01_HILL6158_01_SE_C01.indd 22

DID YOU KNOW?

The Header and Footer
dialogue box allows control
over how the headers and
footers appear on the slides
with the Slide tab, and on
printed pages with the Notes
and Handouts tab.

25/05/2010 10:57

Add symbols and media content

with the Insert tab
PowerPoint 2010 allows use of special characters and symbols with the Insert tabs
Symbols group. Add characters not on the standard keyboard from the Insert tab as
well as mathematical equations and symbols. Media content such as video and audio
clips can be used on slides as well.

1 Click the Insert tab on the ribbon.

2 Click Equation in the Symbols group to open the drop-down menu.
3 Click an equation on the menu to add it or click Insert New Equation to create one.
4 Click the Symbol button in the Symbols
group to open the Symbols dialogue box.

5 Click Video in the Media group and select a

video source from the drop-down menu.

6 Click Audio in the Media group and select

an audio source from the drop-down menu.

DID YOU KNOW?

The Insert New Equation selection from the

Equation menu opens the Equation Tools
Design tab on the ribbon. This ribbon tab
isnt available while doing other tasks, but
PowerPoint opens it automatically when
equations are created or edited.

an audio clip to a presentation;

and Chapter 8, Add video to a
presentation.

DID YOU KNOW?

Media content can be embedded

into a presentation and become
part of the PowerPoint file, or
linked from another source to
reduce file size.

The symbols dialogue box is similar to the

Character Map dialogue box in appearance and
function. The characters available are shown in a
special pane on the dialogue and can be inserted
into an object or copied to the clipboard.

M01_HILL6158_01_SE_C01.indd 23

25/05/2010 10:57

Design pages and slides with

the Design tab
Design tab tools allow page set up such as size and page orientation. Themes for
presentations and slide backgrounds can also be selected from the Design tab. Use the
Design tab to apply a uniform appearance to the presentation or apply a background to
a specific slide.

1 Click Design and click Page Setup in the Page Setup group to open the Page Setup
dialogue box.

2 Set the printable area size, specify page orientation, and set the slide start number.
3 Click Slide Orientation and choose Landscape or Portrait from the drop-down menu.
4 Select a theme in the Themes group gallery, or choose colours, fonts and effects
individually.

5 Click Background Styles in the Background group to select a background style from
the menu.

6 Check Hide Background Graphic to hide a themes background on the current slide.
SEE ALSO: Chapter 2, Working with

slides, covers themes, backgrounds and

DID YOU KNOW?

HOT TIP: Right-click a blank space on a slide to

Click the pop-out icon on

the Background group to
open the Format Background
dialogue box to access many
additional formatting options.

access the Format Background command from the

quick menu.

M01_HILL6158_01_SE_C01.indd 24

HOT TIP: Hold the mouse pointer over a

theme gallery thumbnail to see a live preview of
the theme applied to your presentation.
25/05/2010 10:57

Add transitions from the

Transitions tab
Transitions are special effects which occur when slides advance. Transitions can be set
from the Transitions tab on the ribbon and options like transition trigger and duration
can be set. Apply transitions to add interest to a presentation.

1 Click Transitions, and select a transition from the gallery in the Transitions group.
2 Click Preview in the Preview group to watch the transition play.
3 Click Effects Options to set available options for the transition.
4 Set a sound to accompany
the transition and duration
of the transition in the
Timing group.

1
2

4
5

5 Click the Apply to All

button to use the same
transition on all slides.

6 Choose to advance the slide

on mouse click or after a
set time in seconds under
Advance Slide.

WHAT DOES THIS MEAN?

Duration: how long the transition from one slide to the next takes in seconds.

HOT TIP: Hold the mouse

pointer over a gallery thumbnail
to see a live preview of the
transition on the current slide.
ALERT: The Preview button only
functions when a transition has been
applied to the slide.

M01_HILL6158_01_SE_C01.indd 25

ALERT: The Effects Options button is

disabled if a transition has no options
to set.

Animate objects from the

Animations tab
Animations move objects on to, off or across a slide. Animations options control how
long an animation runs and what if any effects are added. Animations are used to
draw attention to an object or area of the screen. Set animations and options on the
Animations tab.

1 Click Animations and select an animation to apply from the Animations group
gallery.

2 Click Effects Options to see a drop-down menu with animation options to set.
3 Click Add Animation to add more animations to a single object.

1
2 3
1

DID YOU KNOW?

Animations are divided
into Entrance, Exit and
Emphasis types to help
you decide how to
animate an object.

ALERT: The Effects Options button is disabled if

Animate objects on a slide,

which covers animations
in detail.

there are no options to set for an animation.

M01_HILL6158_01_SE_C01.indd 26

HOT TIP: Click the drop-down arrow on the

Animations group gallery to see all animations.

25/05/2010 10:57

4 Click Animation Pane to open the animation pane, or click Trigger to set a special
trigger event.
27

5 Click Animation Painter to copy animation effects and options from one object to
others.

6 Set animation start events, duration, delay time and order of execution in the
Timing group.

4
5

HOT TIP: The Animation

Painter works the same way the
Format Painter does.

WHAT DOES THIS MEAN?

Trigger event: an event which triggers an animation to run.

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25/05/2010 10:57

Play a presentation from the

Slide Show tab
Use the Slide Show tab to run a presentation. Slide shows can be run from the
beginning or from the current slide. Run a presentation to rehearse the narrative or to
deliver a presentation.

1 Click Slide Show.

2 Click From Beginning in the Start Slide Show group to start the presentation from
the first slide.

3 Click the From Current Slide button to start from the currently displayed slide.
4 Click Broadcast Slide Show to play the presentation over the Internet.
5 Click Custom Slide Show to create or play a custom slide show.

1
2

DID YOU KNOW?

A broadcast service is required
to use the Broadcast Slide Show
feature. PowerPoint 2010 can use
one of two different broadcast
services. See the Broadcast a slide
show to external viewers, and
Broadcast a slide show to internal
viewers sections in Chapter 13 for
more information.

M01_HILL6158_01_SE_C01.indd 28

HOT TIP: Use the F5 key on the

keyboard to play the slide show
from the beginning, or use Shift
+ F5 to run the presentation from
the current slide.

WHAT DOES THIS MEAN?

Custom Slide Show: a custom slide show is
a presentation which includes only selected
slides from an existing, larger presentation.
See Chapter 13 for more details.

25/05/2010 10:57

Prepare for slide show delivery

with the Slide Show tab
Before a presentation is delivered, use the Slide Show tab to rehearse and set show
options such as whether to play all slides or the colour of the laser pointer utility. Record
slide shows for automated delivery, and decide whether to use narrations, animations
and timings.

1 Click Slide Show.

DID YOU KNOW?

2 Click Set Up Slide Show in the Set Up group to

The Monitors group on the

Slide Show tab allows you
to select output resolution,
devices and whether to use
Presenter View during slide
show playback.

open the Set Up Slide Show dialogue box.

3 Click Hide Slide to hide the current slide from

display.

4 Click Rehearse Timings to run the presentation

while a timer utility records slide timings.

5 Click Record Slide Show

to play the slide show and

record narrative, pointer
movements, and more.

6 Tick the Play Narrations,

5
2

Use Timings and Show

Media Controls tickboxes
to use those options.

4
6

WHAT DOES THIS MEAN?

Current slide: The current slide is the slide displayed in the slide pane of the Normal
view. In other views, the current slide is the slide currently selected.

HOT TIP: Use the Rehearse Timings

button to practise delivery of narrative
content for each slide.
ALERT: The Play Narrations, Use Timings and Show
Media Controls checkboxes are marked by default.
Clear them to remove those options from playback.

25/05/2010 10:57

Use Review tab tools for notes

and comments
The Review tab allows comments to be added to slides and content. It also provides
tools to review comments, check spelling and do research. There are also commands for
comparing presentations.

1 Click Review and click the Spelling button in the Proofing group to run spell check.
2 Click the Research button to open the Research task pane and use research tools.
3 Click Language group commands to activate translation tools and select language
options.

1 2

DID YOU KNOW?

the review tools, covers the

Review tab tools in more detail.

The research tools include online

encyclopaedias, search engines like Bing.
com, and business and finance tools.

M01_HILL6158_01_SE_C01.indd 30

25/05/2010 10:57

4 Click Comments group commands to add, edit and delete comments, or view
existing comments.
31

5 Click Compare in the Compare group to open a second presentation and compare
them.

6 Click Accept or Reject to add or remove changes, and scroll through changes with
Previous and Next.

6
4

HOT TIP: Right-click a word

DID YOU KNOW?

and select Translate in the quick

menu to open a translation in the
Research Task Pane.

The translation tools include online

sources and a built-in mini-translator
which provides a quick translation in a
pop-up window near the mouse pointer.

M01_HILL6158_01_SE_C01.indd 31

25/05/2010 10:57

Select a view from the View tab

Change the way the presentation is viewed on screen during editing with the View tab.
Select a view, examine masters for slides, notes and handouts, show or hide rules, gridlines
and guides on the slides, and more. Change the view to best suit the task at hand.

1 Click the Presentation Views group buttons to select a view from the View tab.
2 Click the Master Views group buttons to view Slide Masters, Handout Masters or
Notes Masters.

3 Tick the boxes in the Show group to show gridlines, guides and rulers.
4 Click the Zoom group buttons to adjust how large the slides appear in the
slides pane.

5 Click Colour/
Grayscale group
buttons to change
the display to
grayscale or black
and white.

3
2

6 Click the Window

group buttons
to arrange multiple
PowerPoint
windows on the screen.
DID YOU KNOW?
DID YOU KNOW?
Master Views can be used for
both viewing masters and
creating and editing them.

The Fit to Window button will expand the slide in

the slide pane to fit the available space. If the space
is narrower due to other open panes, the slide pane
is reduced and the zoom level is lowered.

DID YOU KNOW?

The Normal view is the default
view for PowerPoint. The other
views are Slide Sorter, Notes Page
and Reading View. See Chapter 12,
Working with presentation views, for
additional information.

M01_HILL6158_01_SE_C01.indd 32

WHAT DOES THIS MEAN?

Gridlines: a network of horizontal and
vertical lines that divide the slide into
sections.
Guides: a horizontal and a vertical centre
line that cross at the slide centre.

25/05/2010 10:57

2 Working with
slides

Add slides

Remove slides

Move slides

Apply a layout to a slide

Add text to slides

Apply backgrounds

Apply watermarks

Use themes

Choose slide templates

Use slide masters

Organise slides

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25/05/2010 10:58

Introduction
Slides are the basic building blocks of presentations in PowerPoint 2010;
they are individual pages in a presentation and are shown on screen
during slide shows. The slide holds all the information presented to
an audience, whether in text form, images, audio or video files, charts
and graphs, or spreadsheet data. To create powerful presentations
which carry impact and deliver a memorable experience to the intended
audience, learning to create interesting slides is critical.
When you open PowerPoint 2010, a default slide is created for you. The
slide contains two placeholders for a title and subtitle. You can remove
or replace the default slide as you wish, or change the slide layout. You
can add background images, watermarks, templates, themes, headers
and footers, and organise the slides in your presentation. Making your
presentation just right is easy with PowerPoint.

M02_HILL6158_01_SE_C02.indd 34

25/05/2010 10:58

Add slides
1

As with most functions in the Microsoft Office suite, there are many ways to add slides
to a presentation. Most presentations will require more than one slide to communicate
information to an audience, so having a method with which you are familiar and
comfortable is important.

1 Click Home.
2 Click the New Slide button in the Slides
group. The Office Theme menu shows
the layout gallery.

3 Select a layout from the gallery.

4 The new slide is added to the presentation.

2
3

HOT TIP: In Normal View, go

to the side panel. Choose the
Slides tab. Right-click in an open
area, and choose New Slide from
the context menu to add a slide.

HOT TIP: Add new

slides with keystrokes
by hitting Ctrl+M.

M02_HILL6158_01_SE_C02.indd 35

WHAT DOES THIS MEAN?

Layout: the layout of a slide is the arrangement of placeholders
on a slide. For instance, the default slide has a placeholder for a
title and another for a subtitle. Other layouts in the gallery allow
placing charts, pictures, drawings, and other objects on a slide.

25/05/2010 10:58

Remove slides
You will occasionally need to remove a slide from a presentation. Just as inserting or
adding slides is a simple task in PowerPoint, so is removing one. Just as with adding
slides, there is always more than one way to accomplish the task.

1 Click the View tab on the ribbon.

2 Click the Normal button in the Presentation Views group to display the presentation
in Normal mode if it is not already.

3 Right-click the slide you want to remove in the side panel on the Slides tab.
4 Select Delete Slide from the context menu.

2
4

HOT TIP: If you accidentally

HOT TIP: You dont have to

delete the wrong slide, dont

panic. You can undo the deletion
with the Undo button, or with
keyboard command Ctrl+Y.

right-click and select Delete Slide

to remove the slide. You can also
click on it in the Normal View side
panel, as described, and press the
Del key.

M02_HILL6158_01_SE_C02.indd 36

25/05/2010 10:58

Move slides

1 Click View.

It may be necessary to rearrange the order in which the slides appear in a slide
show. The information may be more relevant to an earlier or a later portion of the
presentation, or the timing may be better if the slide is placed elsewhere. Perhaps the
delivery impact would be greater if the slide came at a different time.

2 Click the Slide Sorter

button in the Presentation
Views group.

3 Click the slide to move

and drag it to the desired
location. The slide position
is indicated by a cursor.

DID YOU KNOW?

A cursor indicates the
position of the slide in
the arrangement

The Slide Sorter view is

designed to allow easy
rearrangement of slides in
a presentation. Thumbnail
images of the slides are
shown in rows and columns
for ease of location.

HOT TIP: Hold down the Ctrl

key and click on slides to select
more than one. To select several
contiguous slides, click the first
one to move, hold the Shift key
down, and click the last slide to
move. All the slides between the
two will be selected. Then they
can all be easily moved together.

M02_HILL6158_01_SE_C02.indd 37

HOT TIP: The same feature is

available in the Normal view side
panel. Simply click the slide or
slides to move and drag them to
their new position.

25/05/2010 10:58

Apply a layout to a slide

Items and data on a slide are stored in placeholders. PowerPoint 2010 has placeholders
for text, video clips, audio files, charts and graphs, pictures and clip art, and even
Microsoft Excel spreadsheets. The default slide layout has a title placeholder and a
subtitle placeholder. Adding or changing a layout is as simple as adding or moving a
slide with PowerPoint 2010.

1 Click the Home tab if it is not already open.

ALERT: The Outline tab on the Normal

View side panel does not offer this
functionality. Only the Slides tab allows
layout selection.

M02_HILL6158_01_SE_C02.indd 38

25/05/2010 10:58

2 Click the New Slide button in the Slides group to create a new slide, or click the
39

Layout button in the Slides group to alter an existing slide. The slide layout gallery
displays.

3 Select the layout best suited for the slide youre creating or altering from the gallery.

HOT TIP: You can also right-click a

blank area of the slide itself in Normal
view and select Layout from the
context menu. But be careful! Rightclicking on one of the placeholders
does not offer the Layout option from
the context menu.

HOT TIP: Layouts can be changed in

the Slides tab of the side panel as well.
Just right-click the slide to change, select
Layout from the context menu, and
select the new layout from the gallery.

WHAT DOES THIS MEAN?

Placeholders: The dotted or hatch-marked boxes shown on most slide layouts.
They are areas for adding text or other objects to a slide. PowerPoint 2010 includes
a blank slide in the layout gallery which has no placeholders.

M02_HILL6158_01_SE_C02.indd 39

25/05/2010 10:58

Add text to slides

The most common element on a slide is text. Images, charts, spreadsheets, video
and audio clips, and almost every other type of information on the screen may be
accompanied by text. Youll have to decide how to lay the text out on the screen for the
most visual impact.

1 Add a slide with text placeholders to the presentation. (See the Add slides section,
and the Apply a layout to a slide section for instructions.)

2 Click the placeholder. Text placeholders can be title, subtitle or bullet-point lists.
3 Type the desired text.

HOT TIP: To change the

font for a single text item
or word, just click inside the
word. Then, click the Home
tab and use the font dropdown list in the Font group
to change the font of the
word. To change multiple
words you must select all the
words to change.

M02_HILL6158_01_SE_C02.indd 40

HOT TIP: Change a

bulleted list to a numbered
list by selecting the list, then
click the Home tab, and
click the Numbering button
in the Paragraph group.

DID YOU KNOW?

Text can be converted from typed
characters to a SmartArt graphic
object. See the Convert text to
graphics section in Chapter 4 for
more information.

25/05/2010 10:58

Apply backgrounds
41

Backgrounds are images which cover the entire background of an individual slide or an
entire presentation. Backgrounds add interest or unify a presentation without altering
layouts as can happen when themes are applied (see Using themes later in this chapter).
Backgrounds can be images, clip art, or standard backgrounds provided in the gallery.

1 Click the slide to add the background to.

2 Click the Design tab and click the Background styles button in the Background
group.

3 From the drop-down gallery, select one of the displayed backgrounds, or click the
Format Background button to open the Format Background dialogue.

4 Click the Fill tab to select the type of background to use: solid colour; a gradient; a
picture or texture from a file; the clipboard or clipart; or a pattern.

6
7
8

HOT TIP: Hold the Ctrl key and

click on other slides to add the
background to more than one.

M02_HILL6158_01_SE_C02.indd 41

DID YOU KNOW?

Applying a background will make
the necessary adjustments to text on
the slides automatically. For instance
choosing a black background from the
gallery will change the text to white.

25/05/2010 10:58

5 Position the image on the slide and set the transparency percentage.
6 Click the Picture Corrections tab to adjust sharpness and brightness and contrast.
7 Click the Picture Color tab to adjust the colours and hues.
8 Click the Artistic Effects tab to apply different effects to the background, and adjust
transparency, size values and other settings according to the effect applied.

ALERT: Artistic effects are immediately

applied when theyre selected. Because they
are immediately applied, there is no Cancel
button on the dialogue box. You must
remove them with the Undo button on the
Quick Access Bar.

M02_HILL6158_01_SE_C02.indd 42

25/05/2010 10:58

Apply watermarks
43

A watermark is a semi-transparent image or clipart. Watermarks cover only part of a

slide rather than occupying the full slide like a background image. Because of this subtle
difference, a watermark is applied using a placeholder.

1 Click the slide to which the watermark will be added.

2 Click the Insert tab on the ribbon.
3 Click Picture or Clip Art in the images group, browse for the image to use, then
click Insert.

4 Click the Format tab on the ribbon. In the Adjust group under Picture Tools, click
the Corrections button.

ALERT: PowerPoint 2010 will automatically open the Picture Tools

menu on the ribbon once an image is inserted into the slide. If you
do not see the Picture Tools or Format options, be sure the picture is
selected by clicking on it.

HOT TIP: Once the image is in

HOT TIP: Select a slide for the

the placeholder, properties such

as colour, brightness, size and
location can be adjusted.

watermark in Normal view either

on the current slide or in the side
panel.

M02_HILL6158_01_SE_C02.indd 43

25/05/2010 10:58

5 Click Picture Corrections at the bottom of the menu to open the Format Picture
44

dialogue box.

6 Click Picture Corrections on the Format Picture dialogue box. Adjust the Brightness
and Contrast using the Presets button drop-down gallery, or by adjusting the sliders.

7 Drag the image to the desired location with the mouse and adjust the size
and position.

6
6

HOT TIP: Adjust the size and location of

the image using the placeholder handles or by
right-clicking on the image and choosing Size
and Position from the context menu.

M02_HILL6158_01_SE_C02.indd 44

2 Hold the mouse

pointer over the
thumbnail images
in the gallery in the
Themes group to
sample the theme.

3 Click the desired

theme to apply it.

4 Click the Colors

button in the
Themes group
to adjust theme
colours. Select
from preset colour
schemes or create
your own by clicking
the Create New Theme Colours from the menu.

5 Click the Fonts button to customise theme fonts. Click the Create New Theme
Fonts button for more options.

6 Click the Effects button to customise theme effects.

HOT TIP: Applying the theme

to the presentation universally
applies it to all the slides. The
themes can be further customised
to taste and preference.

M02_HILL6158_01_SE_C02.indd 45

WHAT DOES THIS MEAN?

Effects: these specify the way objects such as
SmartArt graphics, WordArt objects, charts,
graphs, shapes, tables, etc. look like in your
presentation.

25/05/2010 10:58

Choose slide templates

A template is a pattern for slides. Templates in PowerPoint 2010 can be a set of slides with
layouts and themes complete with colours, fonts, effects, backgrounds and sometimes
even content already in place. All you have to do is fill in any missing content.

1 Click the File tab.

2 Click the New tab at the left side of the pane.
3 Select a template category from the Available Templates and Themes window.
4 Click the Create button to create the presentation.

3
2
4

HOT TIP: PowerPoint 2010 can

connect to the Internet to get more
templates from Microsofts website
or from third-party providers.

HOT TIP: There are sample

templates provided to help you
understand how templates look
and function.

WHAT DOES THIS MEAN?

File extension: the three- or four-letter designator following the dot (or full stop) in a file
name. For example, a PowerPoint 2010 presentation has the file extension .pptx by default.

M02_HILL6158_01_SE_C02.indd 46

25/05/2010 10:58

Use slide masters

Slide masters are top-level slides in a presentations hierarchy arrangement. The slide
master contains all the information about the presentation, like theme, layout size and
position, and more. Changes made to slide masters affect every slide in the presentation.

1 Click the View tab on the ribbon.

2 Click Slide Master in the Master Views group. PowerPoint automatically opens the
slide master menu.

3 Click a slide to
alter under the
slide master in the
side panel.

4 Click the Insert

5
3

Placeholder button
and select an
option from the
drop-down list to
add a placeholder.
Click a placeholder
and press the
Delete button to
remove one.

5 Click Insert Slide

Master in the Edit Master group to add
a second slide master to the hierarchy.

6 Click the Close Master View button to

exit Master View.

HOT TIP: Use the Edit Theme

group on the Slide Master tab to alter
theme colours, fonts and effects on
slide masters.

HOT TIP: Slide masters

ALERT: Clicking in the placeholder will only

control slide layouts and themes

throughout a presentation.
Theyre a fast and easy way to
make universal changes to slides,
even those added later.

activate the placeholder; you must click the

border of the placeholder to delete it. The
borders are generally shown with dotted lines
on the slide.

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25/05/2010 10:58

Organise slides
Grouping slides into logical sections is an effective way to keep content unified across
a presentation. Logical slide groupings can assist with research and compilation of
content, and navigation through many slides.

1 Click Home.

2 Click the first slide to be placed in the new

section. Click in a blank area to create a new

section with no slides in it.

3 From the Slides group, click the Section button.

4 Choose Add Section to create a new section
divider above the selected slide in the side panel.

5 Move slides from one section to another by

dragging them into position.

6 Give the section a meaningful name by clicking

on the section divider in the side panel and
clicking the Section button in the Slides group
on the Home tab, then typing the new name in
the dialogue box.

HOT TIP: You can also create

HOT TIP: A section can also

a section by right-clicking in the

spot of the side panel where you
want to create the new section.
Select Add Section from the
context menu.

be renamed by right-clicking on
the section and choosing Rename
Section from the context menu.

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25/05/2010 10:58

3 Add and format

text and paragraphs

Add text to a slide

Cut, copy and paste text

Choose fonts and font sizes

Format fonts from the Home tab

Select and format fonts from the Font dialogue box 56

Format paragraphs from the Home tab

Format paragraphs with the Paragraph

dialogue box

Add a text box to a slide

Find or replace text and fonts

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25/05/2010 10:59

Introduction
The most common content type for a presentation is text. Text can be
in the form of bulleted lists, numbered lists, paragraphs, single words
or phrases. It can be used in images, shapes, graphics, charts, and
more. Text is an efficient way to deliver content to an audience.
PowerPoint 2010 groups the most common tasks for working with a
presentation on the Home tab. There are tools to create slides, format
text, format paragraphs, and work with basic graphic elements. Use the
Home tab to add text, format it and make it interesting to your audience.

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25/05/2010 10:59

Add text to a slide

PowerPoint slides contain placeholders for content. They are the boxes on the slide
when a slide is created. Click in a placeholder and begin typing to add text. The default
text layout is a bulleted list.

1 Click Home if its not already selected.

2 Click in a slide placeholder to select it and enter editing mode.
3 Type the text content you want to add.
4 Click outside the placeholder to exit editing mode.

4
3
2

DID YOU KNOW?

The Home tab is the default
tab. When you open
PowerPoint 2010 it will open
with the Home tab active on
the ribbon.

M03_HILL6158_01_SE_C03.indd 51

HOT TIP: Right-click the placeholder and

select Exit Edit Text from the quick menu to exit
editing mode.

25/05/2010 10:59

Cut, copy and paste text

Clipboard commands are located on the Home tab. Highlighted or selected text can
be cut or copied to another slide or presentation. The Format Painter copies formatting
from selected text and applies it to other text content.

1 Click Home and select a word or phrase to copy from the slide.
2 Click Cut in the Clipboard group to move the selection to the clipboard, or click
Copy to copy it to the clipboard.

3 Click Paste to move text back to the slide, or click the drop-down arrow to open the
Paste menu.

1
2
3

HOT TIP: Select a word by

ALERT: The Cut and Copy

double-clicking it. Select a

paragraph by triple-clicking
anywhere in the paragraph.

buttons are not available unless an

item on the slide is selected.

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25/05/2010 10:59

4 Select an option from the Paste menu or click Paste Special to see more.
formatting.

HOT TIP: Double-click the

Format Painter to apply copied
formatting to multiple objects.
Click it again to disable it.

5 Click Format Painter to copy text formatting and click the target text to apply the

HOT TIP: Use keyboard

command strokes Ctrl+C to copy,
Ctrl+X to cut, and Ctrl+V to paste.

DID YOU KNOW?

ALERT: The Paste

The Paste menu lets you

paste text only, paste with
source formatting, or merge
formatting from the source
and destination. Paste Special
allows pasting as another type
of text, such as a picture or
unformatted text.

command button is
disabled if nothing is
on the clipboard, and
the drop-down menu
shows only the Set
Default Paste selection.

DID YOU KNOW?

The clipboard can hold multiple copied items. Click
the pop-out icon to open the Office Clipboard Task
Pane to select any copied items to paste or to clear
the clipboard. Use the drop-down menus on the
clipboard entries to select an action.

M03_HILL6158_01_SE_C03.indd 53

25/05/2010 10:59

Choose fonts and font sizes

The Home tab Font group has commands for font selection and size choices. Fonts can
be changed at any time. Presentation themes apply some font formatting and sizing
but you can also select your own.

1 Click Home.
2 Click the drop-down font list in the Font group to see a list of fonts and select one.
3 Click the font size drop-down list to select a font size for the text.
4 Select text and click the Grow Font or Shrink Font buttons to increase or decrease
font size.

HOT TIP: Right-click on

selected text and choose a new
font and font size from the lists
in the mini-menu.

HOT TIP: Use Ctrl+Shift+>

to increase font size, and
Ctrl+Shift+< to reduce font size.

DID YOU KNOW?

ALERT: Smaller font sizes may not be

clear and legible at lower resolutions.

M03_HILL6158_01_SE_C03.indd 54

The font list from PowerPoint shows

the recognised installed fonts on
the computer system being used to
create the presentation. Not all fonts
may be recognised by PowerPoint
2010, or appear correctly on the
screen. Be careful about choosing
unusual fonts for a presentation.

25/05/2010 10:59

Format fonts from the Home tab

Fonts and font formatting tools are in the Font group on the Home tab. Use font
formatting to change text appearance or accentuate content.

1 Click the Home tab on the ribbon and highlight the text to format.
2 Click the bold, italic, underline, strikethrough, and shadow format buttons to apply
formatting.

3 Click the Clear Formatting

button to remove all text
formatting.

4 Click the Character

Spacing button to add
space between characters
in a word.

5 Click Change Case to

select a new case, such as
uppercase or title case, from the menu.

6 Change the text colour with the Font

Colour button drop-down menu.

DID YOU KNOW?

Font colour can be selected from
standard colours, theme colours or
a new colour can be selected by
clicking More Colors from the Font
Colour button drop-down menu.

WHAT DOES THIS MEAN?

Formatting: how text appears on a slide. Boldface type
is broader and darker, while underlined text has a line
running under it. Formatting is used to change text
appearance, to make it stand out or draw attention to it.

M03_HILL6158_01_SE_C03.indd 55

DID YOU KNOW?

Choose the type of underline to
use by clicking the drop-down
arrow beside the Underline button
and making a selection from the
gallery, or click More Underlining
to see further options.

HOT TIP: Use keystrokes Ctrl+B

to make text bold, Ctrl+I to
italicise and Ctrl+U to underline.

DID YOU KNOW?

The Clear Formatting button
is beside the Grow Font and
Shrink Font buttons at the far
top right of the Font group on
the Home tab.

25/05/2010 10:59

Select and format fonts from the

Font dialogue box
The Font command group on the Home tab has a pop-out icon to open the Font
dialogue box. The Font dialogue box allows font selection and formatting and has
character spacing and kerning controls to permit customising white space.

1 Click Home and click

the pop-out icon
in the Font group
to open the Font
dialogue box.

2 Click the Latin text

font drop-down list
to select a font from
the font list.

3 Click the Font style

drop-down list to
select a font style
and the Size list to
select a size.

4
5
6

4 Select font colour, underline style and

underline colour from the All text option
group.

5 Apply font effect by ticking the boxes in the

Effects group.

6 Click OK on the Font dialogue box to save

DID YOU KNOW?

Font effects include
strikethrough, doublestrikethrough, super- and subscript, small caps and all caps.

the options and close the box.

HOT TIP: Right-click in a

word and choose Font from
the quick menu to access the
Font dialogue box.

DID YOU KNOW?

Font styles are regular, bold, italic and bold italic.

HOT TIP: Right-click in a word and

choose a new font from the mini-menu.

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25/05/2010 10:59

Format paragraphs from the

Home tab
Paragraphs can be standard text paragraphs, or bulleted or numbered lists. Paragraphs
can be formatted with the Home tab Paragraph group to align, justify, indent, and more.
Format paragraphs can be formatted to best fit the layout, content and presentation of text.

1 Click the Bullets or Numbering buttons to start a

list, or choose styles from the menus.

Add tables, graphics and

clipart, covers SmartArt
graphics in detail.

2 Click Increase Indent or Decrease Indent to move

whole paragraphs one tab stop in or out.

3 Click the left justify, right justify, centre or

DID YOU KNOW?

fully-justify buttons to justify paragraph text.

Text can be aligned to the

top, middle or bottom of
a text box. The alignment
can be further adjusted by
choosing More Options from
the drop-down menu to
open the Format Text Effects
dialogue box.

4 Click Text Direction to choose text direction

(e.g. up and down or left to right) from the
menu.

5 Click Align Text to select a text alignment

within a text box from the drop-down menu.

6 Click Convert to SmartArt to convert text to a

SmartArt graphic object.
ALERT: The
Decrease Indent
button is disabled
when the indent
cannot be
decreased any
more.

4
5
6

DID YOU KNOW?

Text direction can be further
adjusted with the Format Text
Effects dialogue box by choosing
the More Options from the Text
Direction drop-down menu.

M03_HILL6158_01_SE_C03.indd 57

HOT TIP: Select a paragraph and

use keystrokes Ctrl+L to left justify a
paragraph, Ctrl+R to right justify, and
Ctrl+E to centre paragraph text.

25/05/2010 10:59

Format paragraphs with the

Paragraph dialogue box
The Paragraph dialogue box provides options and settings to control how paragraphs
appear. Use the Paragraph dialogue to set paragraph alignment, indentation and
spacing. Tab stops can also be set from the Paragraph dialogue box.

1 Click the Home tab on the ribbon and click the Paragraph group pop-out icon to
open the Paragraph dialogue box.

2 Click the Alignment drop-down list to select the alignment for the paragraph.
3 Set paragraph indentation settings in the Indentation option group.

ALERT: Distributed justification spreads

DID YOU KNOW?

the words in each paragraph line evenly

across the text area and adjusts character
and word spacing to make the change.

The Alignment list includes

left justified, right justified,
centred, justified, and
distributed justification.

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25/05/2010 10:59

4 Set the spacing before or after a paragraph and line spacing with the Spacing
options.
59

5 Click the Tabs button to open the Tabs dialogue and set or clear tab stops and
alignment.

6 Click Set to save the tabs, Clear to clear a tab, and Clear All to remove all tabs.

5
4

DID YOU KNOW?

Left-aligned tabs occur to the
left of the tabbed text. Rightaligned tabs occur to the
right of tabbed text. Centrealigned tabs centre tabbed
text around the tab stop.
Decimal tabs align numerals
around a decimal point.

M03_HILL6158_01_SE_C03.indd 59

HOT TIP: Click a spot on the

ruler to set a left tab stop.

25/05/2010 10:59

Add a text box to a slide

A text box can be placed anywhere on a slide. Add a text box to place text in areas
where slide placeholders may not permit, or to use as notations or callout captions.
Apply text and paragraph formatting in text boxes just as with text in placeholders.

1 Click the Home tab on the ribbon.

2 Click the Text Box shape selection from the Shapes gallery in the Drawing group.
3 Click the slide in the area where the text box will be placed.
4 Type the text you want in the text box.
5 Drag the sizing handles of the text box to make it the right size.
6 Format the text in the text box with the Home tab Font and Paragraph groups.
DID YOU KNOW?
If the text box doesnt end up
precisely where you want it, you
can click the box boundary to
drag it to the right place.

WHAT DOES THIS MEAN?

Sizing handles: the small circles which appear
on the boundary indicators of a text box are
called sizing handles. There is one in each corner
and one on each side of the box.

M03_HILL6158_01_SE_C03.indd 60

Find or replace text and fonts

The Home tab Editing group has the Search and Replace tools. Use Find to locate
specific text, words or phrases in a presentation. Use Replace to find a specific word
or phrase to replace with another. You can also use Replace to find a specific font and
replace it.

1 Click Home and click Find to open the Find dialogue box.
2 Click in the Find what box and enter the word or phrase to find then click Find.

1
1

ALERT: The Find and Replace dialogue

HOT TIP: Use Ctrl+F to open

boxes open in the bottom right corner of

the computer screen.

the Find dialogue box. Use Ctrl+H

to open the Replace dialogue box
or click the Replace button instead
of the drop-down arrow.

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25/05/2010 10:59

3 Click the drop-down arrow beside Replace in the Editing group.

4 Select to replace text or fonts from the menu.
5 Click the Select drop-down arrow in the Editing group and choose Select Objects
or Select All.

6 Choose Open Selection Pane to view the selection pane and see all objects on
a slide.

3
5

DID YOU KNOW?

The Selection pane shows all

objects on a slide and allows
you to select them by clicking
the entries in the pane.

The Replace dialogue box

drop-down list has recently
entered words or phrases to
search for.

WHAT DOES THIS MEAN?

Select objects allows individual objects like shapes and text boxes to be selected,
and is the default mode for selection. Select All selects all the objects on the slide.

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25/05/2010 10:59

4 Add tables,
graphics and
clipart
Add a table to a slide

Add rows and columns to a table

Delete rows or columns from a table

Merge cells in a table

Split cells in a table

Format a table

Add an Excel spreadsheet

Add SmartArt graphics

Convert text to SmartArt

Add pictures to SmartArt graphics

Add shapes

Delete shapes

Modify shapes

Change one shape to another

Apply a Quick Style to a shape

Add WordArt graphics

Add clipart

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25/05/2010 11:00

Introduction
Tables, graphics and images can be important elements of a
presentation. They add a professional appearance, offer a clearer view
of content, and help engage and interest viewers. Graphics and clipart
also offer content presentation possibilities unavailable in plain text
and help audiences remember content.
PowerPoint 2010 allows easy insertion of tables, graphics and clipart
into your slides, and provides powerful options for editing. Tools
like SmartArt and WordArt graphics can also make plain text more
interesting, appealing and professionally-designed in appearance.

M04_HILL6158_01_SE_C04.indd 64

25/05/2010 11:00

Add a table to a slide

Adding a table to a slide works in the same way as adding any other sort of content.
Because tables have many properties which can be configured, they have their
own unique set of commands on the ribbon. Adding tables is simple and clear in
PowerPoint.

1 Click Insert.
2 Click the Table button in the Tables group.

3 Highlight boxes on the menu with the mouse

to create a table with that number of rows and
columns.

4 Choose a table style from the Design tabs Table

Tools option, which the ribbon opens automatically.

5 Set line colours and weights, cell shading, effects

and other options on the Design tabs Table Tools.

HOT TIP: The Table Styles

group under Table Tools
provides a preview of the table if
you hold the mouse pointer over
the gallery thumbnails.

ALERT: The Eraser button in the Draw

Borders group erases only the borders
of a table. The appearance of the table
and the formatting may be dramatically
affected by using it.

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25/05/2010 11:00

Add rows and columns

to a table
Once a table is created, it may be necessary to add rows or columns to the table to
accommodate the content. Content may also change over time and a table may need
updating to adjust to new information. Adding rows and columns to a table is simple
with the tools in PowerPoint 2010.

1 Click a cell in a table where you want the new row or column. The Table Tools
ribbon is opened.

2 Click the Layout tab.

3 Click the Insert Above or Insert Below buttons in the Rows and Columns group to
add a row.

4 Click the Insert Left or Insert Right buttons in the Rows and Columns group to add
a column.

HOT TIP: Right-click the table

where you want to add the row
or column, choose Insert from
the quick menu, and select the
insert action from the list.

DID YOU KNOW?

WHAT DOES THIS MEAN?

Cell: a table cell is an individual
intersection of a row and column. Think
of the cells in a table as the little squares
which make up the tables structure.

M04_HILL6158_01_SE_C04.indd 66

Add multiple rows or columns by

dragging the mouse pointer over the
number of rows or columns in the
table which equal the number to add.
Click the Insert Left or Insert Right
button in the Rows and Columns
group to add columns, or Insert Above
or Insert Below to add rows.

25/05/2010 11:00

Delete rows or columns

from a table
Remove rows or columns the same way you add them, with just a few mouse clicks.

1 Click a cell in a row or column that you want to delete.

2 Click the Layout tab in the Table Tools ribbon.
3 Click the Delete button in the Rows and Columns group and select Delete Columns,
Delete Rows or Delete Table.

4 Select multiple rows or columns to delete more than one from a table.

HOT TIP: Click and drag over

cells to select more than one.

HOT TIP: You can hold the

ALERT: Be careful if you click and drag

mouse pointer over the border

of the table in a column or row
and click to select the entire row
or column.

to select cells; sometimes the action is

interpreted as moving cell content from
one cell to another.

M04_HILL6158_01_SE_C04.indd 67

25/05/2010 11:00

Merge cells in a table

Merging cells combines two or more cells in the same row or column. Any content in
the cells will also be merged. Merging cells allows for a title row in a table or for one cell
to span several columns or rows to make the table clearer.

1 Select the table cells you want to combine.

2 Click the Layout tab under Table Tools.
3 Click Merge Cells in the Merge group.

ALERT: The cell content in joined cells changes

when they merge. Make sure the merged cell
content is formatted correctly when theyre
merged.

ALERT: The cells to join must be

HOT TIP: You can also

contiguous, i.e. share a side and be in

the same row or column. You cannot
combine non-contiguous cells.

right-click the selected cells

and choose Merge Cells from
the context menu.

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25/05/2010 11:00

Split cells in a table

There are times when it may be necessary to divide a table cell into multiple cells.
PowerPoint 2010 allows splitting cells into columns and rows to present table content
exactly as desired. Cells can also be split into both rows and columns if desired.

1 Click the table cell to split.

2 Click the Layout tab under Table Tools.
3 Click Split Cells in the Merge group.
4 Set the number of rows and columns to split the selected cell into with the Split
Cells dialogue box.

HOT TIP: You can also right-

ALERT: The Split Cells command

click the cell you want to split

and choose Split Cell from the
context menu.

is the only command enabled in the

Merge group if you have not selected
more than one.

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25/05/2010 11:00

Format a table
Data in tables can be presented in many ways. Formatting a table can help make the
content more clear or highlight certain parts of it. PowerPoint offers many built-in
options for formatting tables as well as allowing tables to be manually formatted.

1 Click the Design tab under Table Tools.

2 Select a table format style from the Table Styles group gallery.
3 Click the Clear Formatting selection on the Table Styles menu to remove
all formatting.

ALERT: PowerPoints Design tab for slides is also

visible on the ribbon during table editing. Be sure
to click the Design tab under Table Tools for the
options specific to tables.

HOT TIP: Click the drop-down

HOT TIP: Preview the style on

arrow on the Table Styles gallery

to see all styles in a menu.

the table in your slide by holding

the mouse pointer over the
thumbnail images in the style
gallery. Your table will appear as
it will with the style applied.

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25/05/2010 11:00

Add an Excel spreadsheet

It is possible to add a Microsoft Excel spreadsheet to your presentation instead of using

a table. The advantage of using an Excel spreadsheet is the ability to use some of Excels
functions with the content. Data can be manipulated in a spreadsheet in ways not
possible with a table. The spreadsheet table cannot be edited with PowerPoints table
options, however.

1 Click the slide to add the spreadsheet to and click the Insert tab.
2 Click Table in the Insert group.
3 Choose Excel Spreadsheet from the menu.
4 Click a cell to add content, and click outside the table to exit editing mode and
insert the table.

1
2

HOT TIP: Double-click the

ALERT: Excels ribbon becomes

table to edit it again once youve

exited editing mode.

visible when editing a spreadsheet

used in PowerPoint.

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25/05/2010 11:00

Add SmartArt graphics

SmartArt graphics are images or visual representations of text content. SmartArt
graphics change ordinary text into professional-looking illustrations. They add a
designer touch to the presentation.

1 Click Insert.

2 Click the SmartArt

button in the
Illustrations group.

3 Select the SmartArt

graphic layout to use
from the gallery.

4 Click the text portion

of the SmartArt layout
to edit it.

HOT TIP: The SmartArt gallery is

divided into sections based on the type
of graphic. Pick a graphic that best fits
the content. There are lists, relationships,
processes, hierarchies, and more.

ALERT: The SmartArt Tools option on

the ribbon automatically opens to the
Design tab. The standard ribbon Design
tab is also visible.

M04_HILL6158_01_SE_C04.indd 72

DID YOU KNOW?

You can add pictures to many
SmartArt layouts. See the section
Add pictures to SmartArt graphics
later in this chapter for more details.

HOT TIP: Choose a style and

layout for the SmartArt from
the Layouts and SmartArt Styles
groups to get the exact look and
feel desired. You can also change
colours if you choose.

25/05/2010 11:00

Convert text to SmartArt

If the content you want to represent graphically is already in place on the slide, theres
no need to remove it and re-create it with SmartArt. PowerPoint 2010 allows conversion
from text to SmartArt. Its also easy to change back to text if you need to.

1 Click the placeholder that contains the text you want to convert to SmartArt.
2 Click the Home tab on the ribbon.
3 Click the Convert to SmartArt button in the Paragraph group under Drawing Tools.
4 Click the desired layout for the content in the SmartArt gallery.
5 Click More SmartArt Graphics to open the Choose a SmartArt Graphic dialogue
box.

4
5

ALERT: PowerPoint automatically opens

the Drawing Tools option for the ribbon.

M04_HILL6158_01_SE_C04.indd 73

HOT TIP: Right-click the

placeholder with the text you
want to convert, choose Convert
to SmartArt from the context
menu, then select a layout from
the gallery.

25/05/2010 11:00

Add pictures to SmartArt

graphics
Some SmartArt graphic layouts allow pictures to be inserted. Images complement
the content, or dress up the slide and add to the viewers experience. Thumbnails of
products, branding images such as logos and other images can be added to focus
attention or enhance the presentation.

1 Click the SmartArt button on the Insert tab.

2 Click the Picture tab on the Choose a SmartArt Graphic dialogue box.
3 Select a layout from the gallery.
4 Click the picture icon on the SmartArt graphic layout.
5 Browse to the location of the pictures to use in the Insert Picture dialogue box.
6 Select the picture to use and click the Insert button.

DID YOU KNOW?

When you convert existing

text to SmartArt, the text
placeholders in your SmartArt
graphic layout will automatically
be populated with the text you
converted. For more information
see the section Convert text to
SmartArt earlier in this chapter.

HOT TIP: To convert existing

HOT TIP: Double-click on the

text to a SmartArt Graphic,

right-click the text and choose
Convert to SmartArt from the
quick menu.

filename or thumbnail of the

image you want to use to insert
it into the SmartArt graphic.

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Add shapes
75

Add shapes to your PowerPoint 2010 presentation as single objects, or combine them
to form drawings and illustrations similar to SmartArt. Once the shapes have been
inserted, add text, bullet points, numbers, and apply styles to suit your purposes. You
can also combine shapes with SmartArt to develop the exact illustration you need in
your presentation.

1 Click Insert.
2 Click Shapes in the Illustrations group.
3 Select the shape from the drop-down menu.
4 Place the cross-hair pointer over the spot where you want the shape and drag to
the desired dimensions.

5 Drag the shape to the desired location on the slide.

6 Click the Format tab under Drawing Tools and add formatting such as styles,
effects, etc.

1
2
3
HOT TIP: Hold the mouse
pointer over the shapes in the
gallery for a text description in a
tool tip box.

HOT TIP: You can also access

HOT TIP: Hold the Shift key

the shapes gallery from the

Home tab in the Drawing group.

down while dragging to keep

the proportions of the shape
uniform, e.g. to get a perfect
square or circle.

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Delete shapes
If a shape needs to be recreated or updated, it may be necessary to remove it from the
slide. Deleting a shape from a slide is easy, and only requires a few clicks.

1 Click the shape you want to delete.

2 Press the Delete (or Del) key on your keyboard.

Select multiple
shapes by holding
Ctrl and clicking
each shape

HOT TIP: Hold the Ctrl key

down and click each shape to
delete more than one at a time.

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Modify shapes
77

Shapes can be made larger, smaller or have text added to them. PowerPoint 2010
allows many levels of modification to get the exact look you want for your presentation.

1 Click the shape to modify.

2 Drag the sizing handles to adjust the size.
3 Type the text to include if you want to add text.

HOT TIP: Right-click the

shape with the text and select
Bullets or Numbering from the
context menu to change the text
to a list.

M04_HILL6158_01_SE_C04.indd 77

WHAT DOES THIS MEAN?

Sizing handles: the small dots or circles
which appear on the borders of a selected
object. They can be clicked and dragged to
resize the object in any dimension.

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Change one shape to another

As a presentation progresses during creation, a shape added earlier may no longer be
appropriate or fit the needs of the slide or style; alternatively another shape may be
better suited to the content. A shape can easily be changed after it has been added to
a slide.

1 Click the shape you want to change.

2 Click the Format tab under the Drawing Tools option.
3 Click Edit Shape in the Insert Shapes group.
4 Click Change Shape to choose a new shape from the gallery.

2
4

HOT TIP: Click Edit Points to edit the

outline of the existing shape without
choosing a new one. Right-click the
shape you want to edit to access this
command from the context menu.

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Apply a Quick Style to a shape

Quick Styles give a more polished appearance to a shape. They make ordinary, basic
shapes seem designed and professional. Applying a style to a shape provides more
visual interest and makes the shape stand out on the slide.

1 Click the shape to apply the style to.

2 Click the Format tab under the Drawing Tools option.
3 Click the drop-down arrow to display the Shape Styles gallery.
4 Click the style to apply it to the shape.

2
3

HOT TIP: You can also scroll

ALERT: The WordArt Styles group options

through the gallery one row at a

time with the scroll arrow.

only affect the text in a shape. They will not

affect the shape itself. Be sure to use the
styles from the Shapes Styles group.

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Add WordArt graphics

WordArt graphics are decorative text elements which make plain text more dynamic
and interesting. Reflections, 3D effects, shadow effects and more offer an array of visual
styles and lend impact to text content. WordArt elements provide pizzazz and make
text stand out.

1 Click the Insert tab on the ribbon.

2 Click WordArt in the Text group.

3 Select a WordArt style from the

drop-down menu gallery.

4 Type the text to use as WordArt in

the placeholder.

5 Select a new style from the gallery

in the WordArt Styles group on the
Drawing Tools Format tab.

6 Change the fill, outline, and text

effects with the Text Fill, Text
Outline and Text Effects buttons.

HOT TIP: Open the Format Text Effects dialogue

box using the pop-out icon on the Drawing Tools
Format tab in the WordArt styles group for more
formatting options for WordArt and text. It can also
be accessed by right-clicking the text and choosing
Format Text Effects from the quick menu.

ALERT: The WordArt Styles menu

on the Drawing Tools Format tab
allows choices to affect all text in the
object, or only the selected text.

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HOT TIP: The Text Fill, Text

Outline and Text Effects buttons
all open drop-down menus
which provide a number of
adjustments and options to set
to get the exact effect desired.

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Add clipart
81

Clipart is another form of graphic or picture. Clipart includes photographs, illustrations,

video, photographs and audio content. With such a wide range of media types available
for a presentation, PowerPoint 2010 provides the tools to search both local computers
and online.

1 Click the Insert tab.

2 Click Clip Art to open the Clip Art pane.
3 Type a description for the clip art to find in the

Search for box.

4 Select the media file types to find in the Results

should be drop-down tick list.

5 Click the drop-down menu on each item in the clip

organiser and select the desired option.

WHAT DOES THIS MEAN?

Clipart: any image or picture which can
be imported into a program or document.
Clipart is generally royalty free, meaning
there is no charge for usage. Clipart
in the context of this section refers to
simple line and coloured artwork used in
a presentation, as opposed to images or
photographs which are covered in more
detail in Chapter 5, Add and edit images.

HOT TIP: Tick the Include

HOT TIP: You can download the

Office.com content tickbox

to include Microsofts website
clipart content.

clip to your local drive by clicking

the Make Available Offline option on
the clip organiser menu. PowerPoint
will present a dialogue box for you to
choose a save location.

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5 Add and edit

images

Add an image

Remove an image background

Correct image sharpness and contrast

Adjust image colour

Set an image colour to transparent

Apply artistic effects to an image

Compress image les

Change an image

Apply picture styles

Adjust style elements individually

Convert an image to SmartArt

Arrange images on the slide

Crop an image

Resize an image

Add a screenshot

Create a photo album slideshow

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100

25/05/2010 11:01

Introduction
Images in a presentation serve similar purposes as graphics and clip
art. They make content more memorable and allow showing actual
pictures of products or packaging to clients or customers. Images
deliver a dynamic experience for audiences not possible with text
alone. They enhance a presentation and add a professional touch.
PowerPoint presentations offer many options for working with images.
PowerPoint 2010 provides image editing capabilities to help you
achieve the results you want.

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Add an image

1 Click Insert.

Like graphics and clipart, images can add a professional touch to your presentation.
Working with images in PowerPoint 2010 is simple and easy with the tools provided.
Images can be inserted and manipulated to meet your exact needs. Images can be files
from your computer like digital photographs or screenshots.

2 Click the Picture button to insert a picture

from a file.

3 Browse to the picture file you want to add

using the Insert Picture dialogue box.

4 Click the picture file, then click Insert to

add the picture to the slide.

ALERT: The Insert

Picture dialogue box
opens the My Pictures
subfolder in the My
Documents folder
by default, but you
can browse to other
locations.

HOT TIP: Click the Picture

HOT TIP: You can also

icon in a standard placeholder to

insert a picture into the slide.

double-click on the image file to

add it.

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Remove an image background

If an image has a background which doesnt work with the theme of your presentation,
you can remove it from within PowerPoint 2010. Removing a background helps focus
viewer attention and removes clashing or distracting features.

1 Click the picture you want to adjust.

2 Click the Remove Background button under

Picture Tools on the Format tab.

3 Click Mark Areas to Keep or Mark Areas to

Remove in the Refine group to fine-tune the
background removal mask.

4 Click the Delete Mark button to remove a mark

added for removal.

5 Click the Keep Changes button in the Close

group to remove the marked areas.

6 Click the Discard All Changes button to exit the

background removal screen without making changes.

HOT TIP: The marks for

removal are indicated with minus
signs. Marks for areas to keep are
indicated with plus signs.

ALERT: PowerPoint is not specifically

HOT TIP: Click on Keep

designed as a full-featured photo or

image editing program. While it does
allow for some adjustments, limitations
do apply.

Changes to close the

background removal screen and
remove the background.

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Correct image sharpness

and contrast
Image sharpness or softness and contrast and brightness can be adjusted within
PowerPoint 2010 after the image has been added. Pre-set values are provided for both,
and more adjustments can be made with the Picture Correction Options dialogue.

1 Click the image to correct.

2 Click the Corrections button under Picture
Tools on the Format tab.

2
3

3 Select a pre-set value under Sharpen and

Soften to adjust those settings.

4 Select a pre-set value under Brightness and

Contrast to adjust those settings.

5 Click Picture Correction Options to open the

Format Picture dialogue box.

HOT TIP: Right-click the image you

ALERT: The Picture Format

want to adjust and choose Format Picture

from the context menu to open the
Format Picture dialogue box.

dialogue will be opened to

the Picture Corrections tab by
default, but any of the settings
for the image can be adjusted.

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Adjust image colour

PowerPoint 2010 provides a number of pre-set colour adjustment settings which can be
applied to an image. You can also make manual adjustments to image colour to achieve
precise results.

1 Click the image in which to adjust the colour.

2 Click the Corrections button in the Adjust group of the Format tab under Picture
Tools.

3 Click a pre-set adjustment to apply it to the picture.

4 Click More Variations at the bottom of the menu to select more colour options.
5 Click Picture Color Options to open the Format Picture dialogue box for further
adjustments.
DID YOU KNOW?
The Picture Color tab of the
Format Picture dialogue
provides pre-sets and slider
controls for adjusting Colour
Saturation, Colour Tone and
Re-colour options.

4
5

HOT TIP: Adjustments for saturation

HOT TIP: The More Variations

change how strong the colours are.

Adjustments for tone change the
warmness or coolness of the colours.
Re-colour adjustments change the
overall colour scheme of the image.

option on the Colour menu

opens a colour selection pane
which allows choices of standard
colours in a range or setting
custom colours.

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Set an image colour to

transparent
PowerPoint 2010 allows an inserted image to have one of its colours made transparent
so it doesnt appear in the image. Setting transparency colour in an image allows
pictures to show or hide specific areas of an image for emphasis.

1 Click the picture to adjust.

2 Click the Color button

on the Format tab under
Picture Tools.

3 Click Set Transparent

Color on the menu.

4 Click on the colour to

make transparent with
the selection tool. All
pixels of the selected
colour become transparent.

DID YOU KNOW?

Colour
Transparency
selector tool

Its not possible to make an entire

image transparent or partially
transparent in PowerPoint
2010. To adjust the degree
of transparency of an entire
image, add a shape to the slide
and use the picture you want
as the shapes fill. Then set the
transparency of the picture fill.

ALERT: Only one colour in an image can be

set as transparent. If a colour is made of many
colour variations in an image, it may be difficult
to see the transparency effect, or it may have
undesirable results. To ensure complete removal
of a colour, use a graphics editing program and
save the image in a file type thats suitable for
use in your presentation.

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HOT TIP: Double-click on

the picture to adjust to open
the Format tab under Picture
Tools without navigating to it
on the ribbon.

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Apply artistic effects to

an image
Artistic effects make a picture look like a sketch or painting. Adding artistic effects can
make a mundane image seem more interesting and memorable in your presentation.

1 Click the picture you want to add the artistic effect to.
2 Click the Artistic Effects button in the Adjust group on the Picture Tools Format tab.
3 Select an effect from the gallery on the menu.
4 Click Artistic Effects Options on the menu to open the Format Picture dialogue
boxs Artistic Effects tab to make adjustments.

2
3

DID YOU KNOW?

Only one artistic effect may

be applied to an image at a
time. Applying a second effect
will remove the first. Selecting
None from the Artistic Effects
gallery will remove all effects
and restore the image to its
original appearance.

HOT TIP: Right-click the image to

HOT TIP: Hold the mouse

add the effect to and choose Format

Picture from the context menu to
open the Format Picture dialogue
box, and click the Artistic Effects tab
to access the artistic effects gallery.

pointer over the gallery

thumbnail images to preview the
effect on your picture without
applying it.

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Compress image les

Presentations with many images could become very large. Use image compression
to reduce the file size of the image itself without altering the presentation. Reducing
image sizes in a presentation minimises the overall file size of the presentation.

1 Click the picture to change to select it.

2 Click the Format tab under Picture Tools.
3 Click Compress Pictures in the Adjust group.
4 Select the options youd like from the Compress Pictures dialogue box and click OK
to apply.

DID YOU KNOW?

Image compression affects
the file size of the picture
and its resolution, or
how many dots per inch
(dpi) the image is. It does
not affect physical size.
Compression does affect
artistic effects, however. It
may be necessary to clear
and reapply artistic effects
after compressing images.

ALERT: All options on the Compress Pictures dialogue

under Target Output may not be available, depending
on the size and type of picture inserted. Multiple picture
sizes and types will also affect the options available. The
Apply only to this picture tickbox applies compression to
the selected image only.

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Change an image
It is possible to select a new image to replace an existing image without having to
remove it first. This is useful when a new image must replace one in a presentation
which has its layout and theme finalised.

1 Select the image to replace.

2 Click the Change Picture button in the Adjust group of the Picture Tools
Format tab.

3 Browse for the new picture in the Insert Picture dialogue box and click the image
file to select it.

4 Click Insert to replace the existing picture with the new one.

HOT TIP: Right-click the

image to replace and choose
Change Picture from the
context menu to open the
Insert Picture dialogue box.

M05_HILL6158_01_SE_C05.indd 92

DID YOU KNOW?

Replacing one picture with another doesnt
require using the same file type. The Insert Picture
dialogue box opens with all recognised picture
types selected in the Files of type filter box. Any
recognised picture format can be selected.

25/05/2010 11:01

Apply picture styles

Picture styles add a sense of completion and complement the image. Borders and
frames can be added, or the edges of an image blurred. A reflection of the image can
be added to provide another dimension of interest. Using picture styles gives a finished
and professional appearance to a presentation.

1 Click the picture to add the style to.

2 Select a picture style from the gallery in the Picture Styles group on the Picture
Tools Format tab.

3 Click the style to apply it to the image.

HOT TIP: Right-click

the image and choose
Format Picture from
the context menu to
open the Format Picture
dialogue box. You can
set glow and soft edges,
shadow and reflection
properties individually
from the dialogue
without choosing a style
from the gallery.

HOT TIP: Hold the mouse pointer over the

gallery thumbnails to preview the style on the
image before applying it. Click the drop-down
arrow of the Picture Styles gallery to see all the
styles at once. Use the scroll button to view
the styles one row at a time.

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Adjust style elements

individually
If you wish to apply only certain elements of a picture style to an image, you can set
them individually. You can achieve precise control over your image by applying only a
border or a reflective effect to the image.

1 Select the image to apply the style element to.

2 Click the Picture Border button to apply a border for the image, and set its colour,
width and more.

3 Click Picture Effects to apply 3D bevel effects, rotation effects, reflections, glow
and others.

4 Click Picture Layout to insert the image into a SmartArt graphic and select a layout
from the menu gallery.

2
3
HOT TIP: Converting an
image to a SmartArt graphic is
an easy way to add a caption or
text to an existing image.

ALERT: Converting an image to a SmartArt graphic

does not adjust the image size. Your image may be
cropped to fit the layout chosen. Preview the image in
the layout before applying the image to see what it will
look like. See the next section for more information.

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Convert an image to SmartArt

Once an image is in place, it may be necessary to add a caption or some accompanying

text with the picture. Converting an image to SmartArt is a quick and easy way to do it.
With many layouts and styles to choose from, the image can be combined with image
and graphics in one simple step.

1 Click the image to convert to select it.

2 Click Picture Layout in the Adjust group on the Format tab of the Picture Tools.
3 Click a SmartArt layout from the gallery displayed on the menu.
4 Type any text used for the SmartArt layout.
5 Click the SmartArt graphic image to resize it with the sizing handles.

2
3

ALERT: Converting an image to

HOT TIP: The SmartArt layout

SmartArt crops the image. The image seen

on the preview will be the entire image.
Since the image may not display the way
intended, be sure to preview the SmartArt
layout before applying it.

automatically opens the text box

section for editing.

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Arrange images on the slide

Placement of an image on a slide is important to the look and feel of your presentation,
and image position can be used for emphasis or accent in a slide. Move images forward
in front of other objects, or backward to go behind them. Cover parts of an image to
focus attention on other parts or to create a layered effect.

1 Click the image you want to send back

or forward.

2 Click the Bring Forward button in the

Arrange group under the Picture Tools
Format tab to raise the image in depth,
i.e. so it is on top of other objects.

2
3
4

3 Click the Send Backward button to lower

the image into the layer, i.e. to be behind
other objects.

4 Click the Selection Pane button to view

or hide the Selection Pane.
HOT TIP: Click Bring
Forward from the drop-down
menu to place an object
between other objects, or
click Bring to Front to stack it
on top of all other objects.

ALERT: When you send an

image backward in depth, other
objects can cover the image.

HOT TIP: Send an object

ALERT: If an image is brought forward

backward incrementally with Send

Backward from the drop-down
menu, or place it behind all other
objects with Send to Back.

on the slide, it can cover other objects.

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Crop an image
97

An image may prove too large for a slide once it has been added. The file size or
number of images may also cause the presentation file to be large. PowerPoint 2010 lets
you crop images to reduce their sizes.

1 Click the image you want to crop.

2 Click Crop in the Size group on the Picture
Tools Format tab for the drop-down menu.

3 Click Crop in the menu to trim vertical or

horizontal picture edges.

2
3
4

4 Click Crop to Shape to make the image fit a

shape from the menu gallery.

5 Click Aspect Ratio to trim the picture to

landscape, portrait or square orientation and
select the ratio from the options.

6 Click Fill or Fit to eliminate white or blank space

and focus on picture areas.
ALERT: Cropping shows black
markers in the corners and on
the edges of an image. Move the
markers to resize the image.

WHAT DOES THIS MEAN?

Aspect ratio: the ratio of an images horizontal and vertical proportions. Landscape
aspect ratio is wider than it is tall. Portrait aspect ratios are taller than they are wide.
Square aspect ratio is 1:1, with width and height equal.

HOT TIP: The Crop commands bring

up black markers along edges and corners
of the pictures you are going to crop.
Drag the markers to crop the image inside
them. The Fit and Fill commands resize
images and maintain the aspect ratio.

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WHAT DOES THIS MEAN?

Crop an image: trim horizontal or
vertical sections from an image to
reduce image size and focus the
viewers attention on a particular area.

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Resize an image
You may want to change an images size without having to crop it. PowerPoint allows
you to change the dimensions of the image in place. It can also retain aspect ratio to
avoid distortion.

1 Click the image to resize.

2 Click the Height adjustment box up or down buttons to change the images height
in the Size group of the Picture Tool Format tab.

3 Click the Width adjustment box up or down buttons to change the images width.
4 Click the Size group pop-out icon to open the Format Picture dialogue box to the
Size tab.

2
3

DID YOU KNOW?

The images dimensions are
shown in the Height and
Width adjustment boxes of
the Size group.

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HOT TIP: The Format Picture dialogue Size tab

allows adjustments unavailable in the Size group,
including locking the aspect ratio of the image
and rotation, which allows tilting the image.
You can also click the Reset button to restore the
image to the original size shown.

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Add a screenshot
99

PowerPoint 2010 allows you to insert a screenshot from any program running which is
not minimised to the taskbar. If your presentation content requires including an image
from another program, you can get the image without having to use a third-party
screen capture utility.

1 Click Insert.

2 Click the Screenshot button in the Images group.

3 Select the program you want a screenshot of from

the Available Windows preview on the menu.

4 Click Screen Clipping to capture a section of a

program or window.

5 Move the crosshairs-shaped cursor over the section

of the screen to capture.
ALERT: The Screen Clipping option
minimises PowerPoint and opens the next
available program window. Once the screen
clip utility is enabled, it is not possible to
change to another screen or program
without disabling the screen clip utility.

HOT TIP: The Available

Windows selection provides a full
screen capture of the window
chosen, not a single part of it.

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ALERT: The screen capture utility reveals

the portion of the screen being captured,
while the rest of the screen remains masked.

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100

Create a photo album slideshow

PowerPoint 2010 can create a photo album from a group of pictures in one simple
process. Presenting images of products or packaging in a single slideshow is simple
and effective. The feature also provides home users with a way of presenting digital
photographs without having to construct a full presentation.

1 Click the Insert tab on the ribbon.

2 Click Photo Album in the Images
group and select New Photo album
from the menu.

3
4

3 Click File/Disk under Insert picture

from in the Photo Album window
to browse for pictures to add.

4 Click New Text Box under Insert

text to add a text box to the
presentation.

5 Check Captions below ALL pictures

and ALL Pictures black and white to
set those options.

6 Order images in the album using

the up and down arrows, remove
images with the Remove button.

HOT TIP: You can adjust brightness, contrast and horizontal or

vertical orientation with the buttons below the Preview pane in the
Photo Album window. You can also pick the theme and layout of
the album from the Album layout section of the window.

HOT TIP: The Photo Album

ALERT: The tickboxes to set all

window doesnt allow you to

edit the text while creating the
photo album, but you can click
to edit the text boxes later.

pictures to black and white and

caption all pictures may not be
available with all images.

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6 Add charts

Add a chart

103

Change chart types

104

Change the chart style or layout

105

Edit the chart data

106

Select the chart data

107

Link or embed a chart from Excel

108

Refresh the chart data

110

Add a chart title

111

Add chart axis titles

112

Add or remove a chart axis

113

Add or remove chart data labels

114

Add or remove chart data tables

115

Add or remove chart gridlines

116

Add or remove a chart legend

117

Format a chart

118

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102

Introduction
A chart displays statistical data in a graphical way. The data is shown
comparatively against other data. For example, in a pie chart, each
slice presents a percentage of a whole. The sizes of each section are
easy to compare by their relative sizes. Other chart types show data
compared over time such as a line graph, or multiple values against
one another as in a bar graph.
PowerPoint 2010 provides powerful chart tools, both in the program
itself and in conjunction with Microsoft Excel. Excel can generate
charts and graphs from the numerical data in a spreadsheet which
can then be inserted into PowerPoint. Once a chart is generated,
PowerPoints charting tools and styles give your content the precise
look and feel you want.

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Add a chart
103

A chart presents content or data in comparative form such as a graph. There are several
types of charts you can add to your presentation. Selecting a chart depends on the
type of data being presented. Once the type of chart is determined, its simple to add
to a slide.

1 Click the Insert tab on the ribbon.

2 Click the Chart button under the Illustrations group.
3 Click the chart type to use from the Insert Chart dialogue box then click OK, or
double-click on the chart thumbnail.

4 Set the charts properties and appearance with the Design, Format and Layout tabs
under Chart Tools.

HOT TIP: The different types

of charts available are listed in
categories on the left side of the
dialogue box. The charts gallery
displays a thumbnail of the chart
types on the right side.

HOT TIP: Standard placeholders

ALERT: Excel will launch so the

also have an icon on them you can

click to add a chart.

data can be entered to create the

chart. If you edit the data later, Excel
will also be launched.

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104

Change chart types

It may be necessary or beneficial to change the type of chart selected after adding it.
Selecting a new chart type is quick and simple.

1 Click the Design tab under the Chart Tools option.

2 Click Change Chart Type.
3 Select a new chart type from the Change Chart Type
dialogue box.

4 Click OK or double-click a new chart type from the dialogue to change the chart.

HOT TIP: Right-click on the

chart and choose Change Series

Chart Type from the context
menu to access the Change
Chart Type dialogue also.

ALERT: The standard ribbon Design tab is also

visible. Be careful to use the Design tab under the
Chart Tools option. The standard Design tab has
command groups specific to the presentation, while
the Chart Tools Design tab contains commands
specific to chart design and layout.

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Change the chart style or layout

105

A charts style is initially determined by the presentations theme. If the chart doesnt
suit the content to your liking, changing its style is easy. PowerPoint 2010 offers a
gallery of styles to choose from.

1 Click the chart you wish

to change.

2 Click the Design tab

under the Chart Tools
option.

3 Click the drop-down

arrow from the Chart
Styles group.

4 Click the style you wish to

apply from the gallery.

HOT TIP: The Quick Styles

ALERT: The Chart Tools

command button on the Home

tabs Drawing Tools group may
also be used to apply a style to
the chart.

options are not available unless

a chart has been selected.

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Edit the chart data

The data that creates a chart may need to be updated or altered. PowerPoint 2010
allows editing chart data with Microsoft Excel. When you edit the chart data using Excel
within PowerPoint, the chart is updated automatically.

1 Click the chart you wish to

edit.

2 Click the design tab under

Chart Tools.

3 Click the Edit Data button

in the Data group to launch
Microsoft Excel.

4 Edit the data in Excel as

desired.

HOT TIP: Rightclick the chart and

click Edit Data from
the quick menu
to access the data
editing option.

ALERT: This option may not be available or

enabled if Excel is not installed on the computer you
are working with. If Microsoft Excel is not installed
chart data is edited with Microsoft Graph.

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Select the chart data

107

A chart based on spreadsheet information is generally in a specific part of the

spreadsheet called a range. The information used to create the chart in the spreadsheet
may change over time. The data range of the spreadsheet is simple to update in
PowerPoint 2010.

1 Click the chart you want to select the data for.

2 Click Select Data in the Data group of the Chart Tools Design tab.
3 Click the range select button on the Chart data range box in Microsoft Excels
Select Data Source dialogue.

4 Drag the pointer over the area of the spreadsheet to use as the data range.
5 Click the range select button again to exit the range selection function.
6 Click OK on the Select Data Source dialogue and exit Excel.

2
4
3

ALERT: Select Data

ALERT: The selection area will

automatically launches
Microsoft Excel with the data
range in selection mode.

change to match the selection

chosen on the spreadsheet.

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Link or embed a chart

from Excel
Microsoft Excel is a powerful charting tool. PowerPoint 2010 can take advantage of
those charting capabilities in a number of ways. If a chart has been created in Microsoft
Excel, you can link the chart to your PowerPoint 2010 presentation. When a chart is
linked in PowerPoint, the data remains intact on the spreadsheet and the chart only
displays the data.

1 Open the Excel spreadsheet with the chart to be linked.

2 Right-click the chart in Excel and choose Copy from the quick menu.
3 Switch to PowerPoint 2010 from Excel.

ALERT: If you close Excel, the

linking options for pasting will be
unavailable from the quick menu. Be
sure to leave Excel open during this
procedure to maintain those options
unless you want to embed the chart.

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4 Select the slide in PowerPoint where the chart will be pasted.

109

5 Choose the appropriate option under Paste Options from the quick menu.

ALERT: Under Paste Options on the quick menu,

two options link the chart and two embed the chart.
Embedded charts become part of the presentation,
and the data is kept in PowerPoint. Linked chart data is
still gathered from the original source and is not part of
PowerPoint. Linked options are designated with a small
chain on the clipboard icons.

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Refresh the chart data

When chart data is linked from an Excel spreadsheet, chart data may change outside
PowerPoint. When this happens, the data in PowerPoints linked chart will not change.
PowerPoint can refresh data for a chart when it changes without having to embed it
in PowerPoint.

1 Click the chart to refresh.

2 Click the Refresh Data button in
the Data group of the Chart Tools
Design tab.

ALERT: The Refresh Data

button is not enabled with
charts which are not linked
to a spreadsheet chart. If
the Refresh Data button is
disabled, verify the link with
the original chart still exists.

HOT TIP: If there are linked charts

HOT TIP: Linked data exists in

in a presentation, its good practice to

refresh the data on the charts before
presenting the data to ensure any data
changes display in the presentation.

two places: in the presentation

and on the spreadsheet. If the
data is maintained only on the
spreadsheet, link to the data to
avoid having data out of sync.

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Add a chart title

111

To help viewers understand the information presented in a chart it may be helpful

to have a chart title. Putting a title on a chart is a simple and effective way to
communicate information about the chart.

1 Click the chart to add the title to.

2 Click the Layout tab under Chart Tools.
3 Click Chart Title in the Labels group.
4 Select the chart title option desired from the drop-down menu.
5 Click More Title Options to open the Format Chart Title dialogue box.

3
4

HOT TIP: The Format Chart

Title dialogue box allows for many
options unavailable in the dropdown menu, including borders,
shadows and 3D effects.

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ALERT: This PowerPoint 2010 does not

have a live preview function. If the selection
you choose does not suit the presentation or
alters the chart more than anticipated, use
the Undo function (or keystroke Ctrl+Z) to
restore the original layout.

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112

Add chart axis titles

Charts help clarify information. Data labels and axes titles help clarify chart information.
Data tracked over time can be aided particularly by axis labels, but most types of
charts have at least two axes. Labels provide viewers with information about what the
data represents.

1 Click the chart to add the labels to.

2 Click the Layout tab under Chart Tools.
3 Click Axis Titles or Data
Labels in the Labels group.

4 Select Primary Horizontal

Axis Title or Primary Vertical
Axis Title from the dropdown menu.

5 Choose the desired axis

label options from the
menu.

6 Click More Primary Vertical

Axis Title Options or More

Primary Horizontal Axis
Title Options to open the
Format Axis Titles dialogue
box.

HOT TIP: A much broader

ALERT: The dialogue boxes for

range of options is available from

the Format Axis Titles dialogue
than the drop-down menus,
including borders, shadows and
3D effects.

both horizontal and vertical axes

are identical: the axis to which the
options and selections are applied
are different.

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Add or remove a chart axis

113

Axes are the horizontal and vertical portions of a chart. PowerPoint charts permit
showing or hiding the axes as well as various layouts and formats for each. Formatting
axes is a simple process with the chart tools provided in PowerPoint 2010.

1 Click the chart to edit.

2 Click the Layout tab under Chart Tools.
3 Click Axes in the Axes group to show the drop-down menu.
4 Select the Primary Horizontal Axis option to format the primary horizontal axis.
5 Click the Primary Vertical Axis option to format the primary vertical axis.
6 Select None from either menu to hide the axes.
7 Click More Primary Vertical Axis Options or More Primary Horizontal Axis Options
to open the Format Axis dialogue box.

HOT TIP: The Format Axis

dialogue box allows many

additional options not available
from the menu. Use the dialogue
to get the exact settings desired
for the chart.

dialogue box will automatically

open to the Axis Options tab.

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114

Add or remove chart data labels

Data labels display values represented by charts in a table. Displaying the numerical
value along with the visual representation can help audiences understand a chart or
add to the charts visual impact. They can clarify small differences in values as well.

1 Click the chart to add data labels to.

2 Click the Layout tab under Chart Tools.
3 Click Data Labels in the Labels group.
4 Select a placement option from the menu to display the data labels, or None to
remove them.

5 Click More Data Label Options to open the Format Data Labels dialogue box.

HOT TIP: Many of the options

ALERT: Some chart 3D angles

on the Format Data Labels

dialogue arent available from
the drop-down Data Label
menu, such as borders, shadows,
3D effects and others.

and styles can become very

confusing with data labels. Be sure
when adding data labels that the
information remains visually clear.

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Add or remove chart data tables

115

Data tables display the same information used to generate a chart, but it is shown in
a table rather than as a visual graphic. Data tables might be used to show small value
differences when a chart may not have noticeable differences over an axis.

1 Click the chart to receive the data table.

2 Click Data Table in the Labels group of the Chart Tools Layout tab.
3 Select Show Data Table to display the table without the colour-coded legend
added.

4 Select Show Data Table with Legend Keys to display the table with the colourcoded legend.

5 Select None to remove the data table from the chart.

6 Click More Data Table Options from the menu to open the Format Data Table
dialogue box.

HOT TIP: Data

table legend keys
change when
the chart style is
changed.

HOT TIP: A high degree of

adjustment and many settings are
available from the Format Data
Table dialogue. Most of these are
not available from the drop-down
menu. Precise control over the data
tables appearance is possible using
the dialogue box settings.

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2
5
3
4
6

ALERT: Adding a data table can

dramatically alter the appearance of
the graphic portion of a chart. Be sure
the data table doesnt make the chart
cluttered or unclear.

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116

Add or remove chart gridlines

Gridlines on a chart help visually track data against the axes. If there are many points of
data to follow, or if the visual distance from data to axes is too great, e.g. in the middle
of a large and well-populated chart, using gridlines can help clarify the information.
Both major and minor markers can be added as necessary.

1 Click the chart to add the gridlines to.

2 Click Gridlines in the Axes group of the Chart Tools Layout tab.
3 Select an option from the Primary Horizontal Gridlines option to set horizontal
gridlines.
ALERT: Too many gridlines may

4 Select an option from the Primary

cause the chart to become cluttered

and visually unappealing or confusing.
Be sure to use only the gridlines
necessary to clarify the information.

Vertical Gridlines option to set

vertical gridlines.

5 Select None from either menu to

clear the chart of all gridlines.

6 Click More Primary Horizontal Gridline Options or More Primary Vertical Gridline
Options to open the Format Gridlines dialogue box.

2
5
4

ALERT: Removing all gridlines may

HOT TIP: You have the option

create visual confusion depending on

the type of chart used. Be careful to
ensure the visual data will be clear if
you choose to hide all gridlines.

of controlling line styles, glow

effects and other settings in
the Format Gridlines dialogue
which arent available from the
Gridlines menu.

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Add or remove a chart legend

117

A legend shows what various symbols and marks on a chart represent. A legend may
assist with viewers understanding of the chart.

1 Click the chart to add the legend to.

2 Click Legend under the Labels group on the Chart Tools Layout tab.
3 Select a position and style for the legend from the drop-down menu.
4 Click More Legend Options to open the Format Legend dialogue box.

4
HOT TIP: A legend may not be necessary
with clear chart axes and data labels. Be sure the
legend does more than clutter the chart if used.

HOT TIP: The Format Legend

ALERT: The legend position can

dialogue box provides settings

for shadows, borders, 3D effects
and more.

dramatically change the appearance

of the chart. Be sure the addition of
the legend doesnt cause the chart to
become visually unclear.

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118

Format a chart
Formatting helps charts blend in with your presentation. They can also accentuate certain
areas of a chart for viewer focus. Styles affect the general appearance of a chart, but
specific formatting can be applied to various parts of a chart. If the chart generally blends
and functions well, specific format points can be added to finalise the presentation.

1 Click the chart to format.

2 Click the Format tab under Chart Tools.
3 Click the drop-down menu in the Current Selection group to see a list of
chart items.

4 Select an area of the chart to format from the list.

5 Apply styles to the selection, or apply fills, outlines and effects individually with the
Shape Styles group.

6 Apply WordArt styles to text elements with the WordArt Styles group.

2
HOT TIP: Right-click
a specific part in a chart
to access the format
command for that portion.
For example, right-click the
back wall and select Format
Back Wall from the quick
menu to format the wall.
Or right-click a data series
on the chart to access the
Format Data Series and
Format Data Labels quick
menu commands.

HOT TIP: The WordArt group

is disabled if a non-text element
is selected. Be sure to select a
text element from the chart to
use WordArt styles.

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7 Add an audio clip

to a presentation

Add audio from a file

121

Add a picture to an audio clip object

122

Preview an audio file

123

Add a bookmark to an audio file

124

Remove a bookmark from an audio file

125

Trim an audio clip

126

Fade audio files in or out

127

Set the audio file volume

128

Set other audio file options

129

Record audio files

130

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120

Introduction
One of PowerPoint 2010s most exciting features is the ability to add
media content such as audio files to a presentation. Music and sounds
can be added to the presentation to enhance viewer experience. Mood
and setting for a slide show can be augmented with sound and music.
Audio in a slide show can also be adjusted to provide the exact type of
audio-visual experience for a particular audience. Because adding and
removing audio clips is so easy, PowerPoint 2010 also makes it simple
to adapt a presentation to various audience types.

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Add audio from a le

121

Audio tracks in a presentation provide an easy way to have a presentation replay

the same way every time its shown. Recordings can enhance the experience for an
audience. Record an audio file or add an existing one.

1 Select the slide to add an audio file to.

2 Click the Insert tab.
3 Click Audio from the Media
group and select Audio
from File.

4 Browse for the audio file to

insert with the Insert Audio

dialogue box.

5 Click the file name to use and

click the Insert button to add
the file to the slide.

5
4

HOT TIP: Double-click the file

ALERT: While PowerPoint 2010

name to insert it into the slide.

accepts a large array of file types, not

all audio files are compatible. Be sure
to check the compatibility list in the
help files for more information before
inserting audio to your presentation.

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122

Add a picture to an audio

clip object
An audio clip in a slide has a placeholder with a default image in it. You can change the
picture, to match the presentations content, style and theme.

1 Click the audio clip object on the slide.

2 Click Change Picture in the Adjust group of the Audio Tools Format tab.
3 Browse for the new picture with the Insert Picture dialogue box.
4 Select the new picture and click Insert to replace the default picture on the audio
file object.

4
3

HOT TIP: Right-click the audio file

HOT TIP: The picture on the audio

object and choose Change Picture

from the quick menu to access the
Insert Picture dialogue box.

file object can be formatted just as any

other image in a presentation. All the
same format and adjustment tools are
available to modify the image.

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Preview an audio le
123

PowerPoint 2010 allows preview of an audio file in a slide. Previewing allows the presenter
to be sure the audio file added to the presentation is clean and plays as expected.

1 Click the audio file to preview.

2 Click the Playback tab under Audio Tools.
3 Click Play in the Preview group to preview the audio file.

HOT TIP: Digital recordings may sometimes have leadin and fade-out margins which make the file longer and
therefore larger than necessary. Audio files in PowerPoint
2010 include a timer, pause, fast forward and rewind
buttons to find the portion of audio you want to use.

HOT TIP: Right-click the

ALERT: PowerPoint 2010

audio file to access the Preview

command from the quick menu.
The Pause command is available
on the quick menu when the
audio is in playback.

automatically opens the Audio

Tools ribbon when audio files
are added or changed.

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124

Add a bookmark to an audio le

Bookmarks in audio files allow a specific spot in the file to be tagged. Points of interest
can be highlighted using bookmarks. They can also be used during presentation to find
a specific point in an audio clip quickly.

1 Click the audio file to add the bookmark to.

2 Click the Play/Pause button on the audio file to begin
playback.

3 Click Add Bookmark in the Bookmark group on the

Audio Tools Playback tab.

HOT TIP: Right-click the audio

file and select Preview from the
quick menu to start playback,
or click the Play button in the
Preview group under the Audio
Tools Playback tab.

ALERT: The Add Bookmark

command is not available from
the quick menu for audio files.
You must add them using the
Add Bookmark command from
the Bookmark group on the
Audio Tools Playback tab.

ALERT: The audio file control

HOT TIP: If the Audio Tools

bar will not be visible if the

audio file is not selected.

Ribbon doesnt open when

you click the audio file, doubleclick the audio file and click the
Playback tab under Audio Tools.

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125

Remove a bookmark from an

audio le
If a bookmark has been added to the wrong place in an audio file or must be relocated,
you can remove a previous bookmark. The removal of a bookmark is just as quick and
easy as adding one, and lets presenters manipulate time sequences in audio more easily.

1 Click the audio file with the bookmark you wish to remove.
2 Click on the bookmark indicator in the time line of the file.
3 Click the Remove Bookmark button in the Bookmarks group of the Audio Tools
Playback tab.

Bookmark

HOT TIP: The bookmark in an

audio file is indicated by a circle
in the time line.

Time line

HOT TIP: If the audio file is

playing, the Remove Bookmark
button is not available. To
remove a bookmark from an
audio file, make sure the file is
not playing.

WHAT DOES THIS MEAN?

Time line: the time line for an audio file is the progress bar marking time on the
audio file. As the audio file plays, the time line progresses from left to right.

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126

Trim an audio clip

To shorten an audio clip, or to use only a specific portion of it for a presentation, the
file can be trimmed. Trim the clip by specifying start and stop times. This eliminates
uneccessary or empty portions of the file during a presentation and reduces the file size
of the audio and the presentation.

1 Click the audio file to trim.

2 Click the Trim Audio button in the Editing group on the Audio Tools Playback tab.
3 Set the start time with the Start Time up and down arrows.
4 Set the end time with the End Time up and down arrows.
5 Click OK to save the changes.

HOT TIP: Use the play button on

HOT TIP: Right-click an audio

the Trim Audio dialogue box to run

the audio file and find the precise
start and stop points to use.

file and choose Trim Audio from

the quick menu to access the
Trim Audio dialogue box.

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Fade audio les in or out

127

PowerPoint 2010 allows a duration setting for fade in or fade out for audio files. This can
help with files which begin or end abruptly, or when a file has been trimmed and no
longer has its own fade in or fade out.

1 Click the audio file to fade in or fade out.

2 Set the fade in duration with the Fade In box.
3 Set the fade out duration with the Fade Out box.

2
3

HOT TIP: The Fade In and Fade

Out box up and down arrows
increase and decrease the duration
times by a quarter second for each
click (0.25 seconds).

HOT TIP: Set the Fade In and

Fade Out duration times manually
by typing them directly into the
appropriate box. The boxes accept
increments of 0.01 seconds.

WHAT DOES THIS MEAN?

Fade in: the amount of time an audio clip takes to go from silence to full volume.
Fade out: the amount of time an audio clip takes to go from full volume to silence.

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128

Set the audio le volume

The volume of an audio file added to a presentation can be set directly in PowerPoint.
Setting the volume can help control variances between individual audio clips or
establish the proper volume for a portion of a presentation or a particular slide.

1 Click the audio file to set the volume for.

2 Click Volume in the Audio Options group of the Audio Tools Playback tab.
3 Select Low, Medium or High from the drop-down menu to adjust the
audio volume.

4 Select Mute from the drop-down menu to mute the audio file.

HOT TIP: Set the volume

by holding the mouse pointer
over the volume icon on the
audio file objects control
bar (the small speaker) and
adjusting the slider to the
desired volume. The change
will be reflected on the Volume
commands drop-down menu.

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HOT TIP: Click the volume

icon in the audio file objects
control bar to mute the file.

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Set other audio le options

129

PowerPoint 2010 allows an audio file to be started by clicking, automatically, or to start

automatically and run across all slides in a presentation. Audio clips can also be looped
so they replay until manually stopped, or can be set to rewind after they play. The audio
clip icon can be hidden during slide show presentation as well.

1 Click the audio file to set the options for.

2 Click the Start drop-down list in the Audio Options group of the Audio Tools
Playback tab.

3 Select Automatically, On Click or Play

Across Slides to set how the audio file
starts.

4 Click the Hide During Show tickbox to hide

the audio clip icon during the slide show.

5 Click the Loop until Stopped tickbox

to replay the audio file until manually
stopped.

6 Click the Rewind after Playing tickbox to

have the audio clip rewind after it finishes playing.

ALERT: The audio clip will not

begin to play until the slide with the
file is reached in the slide show. If you
want to play the audio file from the
beginning of the presentation, it must
be placed in the earliest slide possible.

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HOT TIP: Hiding the icon during

presentation allows the audio clip to
be added to the title slide and begin
playing immediately without being
visible on the slide.

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130

Record audio les

It is possible to create a recording specifically for a presentation. PowerPoint 2010 allows
any computer with a microphone to record an audio file directly into the presentation.
This can be a narrative for the slide show, a clip specifically about a slide or content, a
sound to use with a particular presentation, etc.

1 Click the slide you want to add the audio recording to.
2 Click the Insert tab on the ribbon.
3 Click the Audio command from the Media group.
4 Select Record Audio from the drop-down menu.
5 Click the record button on the Record Sound window to begin recording.
6 Click the stop button on the Record Sound window to end recording and click OK
to embed the file in the presentation.

4
Play button

Stop button

Record button

HOT TIP: Preview the sound

ALERT: You must have a

quality and recording with

the play button on the Record
Sound window.

microphone connected to the

computer to record sound clips.

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8 Add video to
a presentation

Embed a video from a file

133

Link to a video file from a presentation

134

Link to a video on the Internet

135

Adjust video brightness and contrast

136

Adjust video colour

137

Set the preview image for a video

138

Apply a style to a video

139

Apply a shape to a video

140

Apply a border to a video

141

Apply effects to a video object

142

Arrange a video on a slide

143

Crop a video object

144

Set playback options for a video

145

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132

Introduction
One of PowerPoint 2010s most exciting features is video linking and
embedding. Earlier versions of PowerPoint could add animated GIF
files, but PowerPoint 2010 offers the ability to add true video to a
presentation. Videos from a local computer or the Internet can be used
to enhance a slide show and offer viewers another level of experience
previously unavailable.
Videos can be used to deliver a lot of information about content, to
enhance text content, and offer entertainment and interest value to a
presentation unavailable previously. And the option to embed the video
or link to one online provides powerful options for presenters.

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Embed a video from a le

133

Embedding a video from a file makes it part of the presentation. The file becomes
part of the PowerPoint file, so there is no concern over lost files or connections. Videos
can provide information difficult to convey with text and make presentations more
entertaining for audiences.

1 Select the slide in which to embed the video.

2 Click the Insert tab on the ribbon.
3 Click the Video command in the Media group and select Video from File from
the menu.

4 Browse for the video file or animated .gif to add to the slide with the Insert Video
dialogue box.

5 Click the video file then click the Insert button to add the video.

ALERT: PowerPoint 2010 provides

support for many movie file types
and animated .gif files. Adobe Flash
videos (.swf files), and QuickTime
videos (.mov and .mp4 files) are
supported if Adobe Flash player and
QuickTime player are installed on
the computer playing the video.
Only 32-bit versions of Flash and
QuickTime movies are supported.

3
3

WHAT DOES THIS MEAN?

HOT TIP: Double-click the

.gif: a .gif, or graphics interchange

format, file is an image file format used
to compress images of low colour for use
on the Internet. They usually contain no
more than 256 colours.

video file name from the Insert

Video dialogue box to insert it
into the slide.

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134

Link to a video le from a

presentation
If a video file is large or if minimal file size is important, link to a video file from the
presentation rather than embed it into the presentation. Linking connects to the video
rather than making it part of the presentation. This reduces the file size.

1 Click the slide where the linked video will be.

2 Click the Insert tab on the ribbon.
3 Click the Video command in the Media group.
4 Select Video from File from the drop-down menu.
5 Browse to the video file in the Insert Video dialogue and click the name of the
video file.

6 Click the drop-down arrow next to the Insert button and select Link to File.

HOT TIP: Supported video file

HOT TIP: Copy the video

types are listed in the Files of type list

on the Insert Video dialogue box.

file into the same folder on the

computer hard drive where the
presentation is saved, if possible.
This will help prevent issues with
broken links or missing files.

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Link to a video on the Internet

135

PowerPoint 2010 allows linking to videos from Internet sites such as YouTube or
Hulu. This new, exciting feature allows for more visual experiences with PowerPoint
presentations than has ever been possible before. It is as simple to link to an online
video as it is to link to a file on the local computer hard drive.

1 Select the slide where the linked video will be placed.

2 Click the Insert tab on the ribbon.
3 Click Video in the Media group and select Video from Web Site from the menu.
4 Copy the embed code from the website where the video resides and paste it into
the box on the Insert Video from the Internet dialogue box.

5 Click Insert to link to the video from the presentation.

HOT TIP: The embed code
from video sites uses the
<object> tag. If the code doesnt
begin with the <object> tag the
linking may not be successful.

4
5

ALERT: It is critical to obtain permission for use

of any video from a video website directly from
the video owner. Do not use a video without
permission to do so, preferably in writing.

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136

Adjust video brightness

and contrast
When presenting to large audiences or with video of less than optimal quality, adjusting
brightness or contrast can improve the videos viewing range or clarity. If a video isnt
clear or bright enough for the purposes of the presentation, adjusting the brightness
and contrast may help.

1 Click the video object to adjust or correct.

2 Click the Format tab under Video Tools.
3 Click Corrections in the Adjust group.
4 Select a preset Brightness and Contrast option from the drop-down menu.
5 Click Video Corrections Options from the menu to open the Format Video dialogue
box.

2
3

HOT TIP: Hold the mouse

HOT TIP: The Format Video

pointer over the presets to get a

live preview of the setting on the
video object. This allows viewing
the preset without applying it to
the video.

dialogue automatically opens to

the Video tab where contrast,
brightness and re-colour options
are available.

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Adjust video colour

137

Adjust a videos colour scheme to fit a presentations style and design or to create a
particular effect for an audience. PowerPoint offers pre-set adjustments or allows the
colour of a video to be changed manually. Get precise control over video colour for
maximum effectiveness.

1 Select the video to re-colour.

2 Click the Colour button in the Adjust group of the Video Tools Format tab.
3 Select a pre-set colour adjustment from the Recolour menu gallery.
4 Click More Variations to open a Theme Colours and Standard Colours palate menu
to choose colours.

5 Click Video Colour Options to open the Format Video dialogue box to adjust
colours manually.

4
5

HOT TIP: Hold the mouse

HOT TIP: Right-click the video

pointer over the gallery

thumbnails for a live preview
of the re-colour options before
applying them.

object and click the Format

Video command on the quick
menu to access the Format
Video dialogue box.

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138

Set the preview image for

a video
When a video file is embedded or linked, a preview of the video called a poster frame
is shown. The poster frame might change depending on where the video is stopped or
depending on the website from which its linked. Control the consistency of the poster
frame by setting it manually. Use a frame from the video itself or select an image from
a file.

1 Click the video to set the poster frame for.

2 Click the Poster Frame button in the Adjust group of the Video Tools Format tab.
3 Select Current Frame to use the current frame of the video as the poster frame.
4 Select Image from File to open the Insert Picture dialogue box and browse for an
image to use as the poster frame.

5 Select Reset to reset the poster frame to the default image.

2
3
4
5

HOT TIP: Use a Poster Frame

to prevent the videos preview
image from giving away part of
your video which youd like only
to have seen through the slide
show video playback.

ALERT: The Current Frame

HOT TIP: The poster frame can

selection is not available unless

the video is playing.

only be set using the Format tab

under Video Tools. The command
is not available through a quick
menu command.

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Apply a style to a video

139

Styles make objects and text in a presentation work together. PowerPoint 2010 allows
styles to be applied to video objects in much the same way as to other objects.
Applying a style to a video object makes the video appear integral and part of the
presentation rather than something added.

1 Click the video object you want to apply a style to.

2 Click the Format tab under Video Tools.
3 In the Video Styles group, select a style from the thumbnail gallery.
4 Click the Reset Design button in the Adjust group to remove the style.

HOT TIP: Right-click the video object,

HOT TIP: Click the scroll
button on the Video Styles
group to scroll through the
available styles, or click the dropdown arrow to display the entire
gallery at once.

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select Format Video from the quick menu

and open the Format Video dialogue box
to gain access to all formatting commands
and options, including settings unavailable
on the menu. You can also open the Format
Video dialogue by clicking the pop-out
icon on the Video Styles group of the Video
Tools Format tab.

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140

Apply a shape to a video

Its possible to have your video play within a standard shape in PowerPoint 2010.
The video can then be used as a piece of artwork or graphic within the presentation.
Applying a shape to the video allows design opportunities for presentations
unavailable normally.

1 Click the video object to apply a shape to.

2 Click the Video Shape button in the Video Styles group of the Video Tools Format
tab.

3 Select the shape to apply to the video.

3
ALERT: Shapes applied to video
objects which already have a style
applied might reverse or change
some of the style attributes, and no
live preview is available for shapes.
Use the Undo command on the Quick
Access Toolbar or keystroke Ctrl+Z to
undo shape application.

ALERT: Some shapes will

HOT TIP: Use shapes which

severely restrict the viewing

area of the video. Be sure to
select a shape which reveals all
the relevant portions of a video
and allows ease of viewing.

enhance your design and blend

with the rest of the presentation.

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Apply a border to a video

1 Click the video object to apply

141

A border can be used to make the video object stand out on a slide. Applying borders
of various colours, weights and styles can accentuate the video and set it off from the
rest of the slide.

a border to.

2 Click the Video Borders

button in the Video Styles
group of the Format tab
under Video Tools.

3 Choose a theme colour for

the border from the menus
Theme Colours selections or
a standard colour from the
Standard Colours selections.

4 Click Weight to select a line

3
6
4
5
4

weight from the menu, or

choose More Lines to open
the Format Video dialogue box.

5 Click Dashes to choose a dashed line style, or choose

More Lines to open the Format Video dialogue box.

6 Click No Outline to remove an outline from a

video object.
HOT TIP: The Format Video dialogue box
allows very precise control over border settings
for the video object on the Border Style tab.

HOT TIP: Click More Outline Colors to open

the Colors dialogue box to select from a broader
range of colors. Click the Custom tab on the Colors
dialogue to select a custom colour.

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142

Apply effects to a video object

Video objects receive effects, such as reflections, shadows and 3D effects, just as other
objects on a slide do. Applying effects to a video object can make it stand out on the
page or help it blend with the rest of the presentation.

1 Click the video object to apply the effects to.

2 Click the Video Effects button in the Video Styles group of the Format tab under
Video Tools.

3 Select the desired effect from the drop-down menu.

3
HOT TIP: Live preview is
available by holding the mouse
pointer over the selection in the
menus thumbnail gallery.

WHAT DOES THIS MEAN?

DID YOU KNOW?

Video object: the video object

is the object in which the video
plays. It can be thought of as the
screen on which the video plays.
Anything added to a PowerPoint
slide are objects. Video objects can
be formatted, resized, relocated and
moved backward or forward on the
slide, just like shapes or text box
objects. Effects are added to the video
object (i.e. to the screen), not the
video itself.

The range of effects includes

shadows, 3D effects, reflections,
soft edges and more.

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HOT TIP: Click the More Options selection

from each menu (e.g. More Shadow Options,
More 3D Rotation Options) to access the
Format Video dialogue box, or right-click the
video object and choose Format Video from
the quick menu.

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Arrange a video on a slide

143

As with other objects, video objects can be arranged on the slide either in front of or
behind other objects. This layering capability means PowerPoint objects can be used to
hide objects or parts of objects. Video objects can also be rotated to add interest.

1 Click the video you want to arrange on the slide and click the Format tab under
Video Tools.

2 Click the Bring Forward drop-down arrow to select the Bring Forward or Bring to
Front commands.

3 Click the Send Backward drop-down arrow to select the Send Backward or Send to
Back commands.

4 Align the video object with other objects using the Align drop-down menu, or
rotate it using the Rotate drop-down menu.

2
3
4

HOT TIP: Right-click the

HOT TIP: Multiple objects can be aligned by

video object to access the

Send Backward and Bring
Forward command sets
from the quick menu.

top, bottom, left or right edges, or by axis such as

horizontal or vertical centre. They can be evenly
distributed horizontally or vertically on a slide,
grouped with the Group commands, or rotated
horizontally or vertically with the Rotate commands.

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144

Crop a video object

Just as with images, video objects can be trimmed or cropped. This is especially useful
for reducing overall file sizes with embedded videos. Its also helpful for focusing viewer
attention. If one area of a video file is where the focus should be for the purposes of the
presentation, cropping can eliminate the rest of the video.

1 Click the video object to crop.

2 Click Crop in the Size group of the Video Tools Format tab.
3 Drag the crop handles in the corners and along the edges of the video object to
crop the video.

4 Crop the video object manually by entering the size in the Height and Width boxes,
or use the scroll buttons.

ALERT: Unlike the Picture

Tools Format tab, the Crop
command does not have a
drop-down menu with further
options available.

ALERT: The mouse pointer

will become a small black T
when placed over the crop
marks on a video. If the pointer
becomes a double-headed
arrow, the pointer is over a
sizing handle and will not crop
the image but resize it when
you drag with the mouse.

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HOT TIP: Click the pop-out

icon on the Size group to launch
the Format Video dialogue box
to the Size tab.

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Set playback options for a video

145

The playback options for a video in a presentation can be set to achieve almost any
desired effect. Bookmarks provide markers in videos, and video files can be trimmed
and faded in or out to focus attention on a specific portion of the video. Loop the video
to replay it, rewind it upon completion, play it full screen, or hide the video when its
not playing.

1 Click the video to set the playback options for, and click the Playback tab under
Video Tools.

2 Click the Play button under the Preview group to preview the video on the slide.
3 Click Add Bookmark in the Bookmarks group during playback to add a bookmark,
or click Remove Bookmark to delete one.

4 Click Trim Video in the Editing group to trim

time from a video in the Trim Video window.

5 Enter fade times with the Fade In and Fade

Out boxes in the Editing group.

HOT TIP: Right-click the video

and choose Trim Video from the
quick menu to launch the Trim
Video window.

HOT TIP: The Trim Video

window allows manual start
and end times to be input,
or click the time line bar to
set them.

HOT TIP: The play button on the video itself

is also a preview button when the presentation is
in edit mode. Right-click the video and access the
Preview command from the quick menu.

WHAT DOES THIS MEAN?

Bookmark: just as with audio files, bookmarks tag specific points in a video for
reference and narrative purposes.

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146

6 Set video playback volume with the Volume menu in the Video Options group.
7 Click the Start drop-down list and select how playback starts: On Click or
Automatically.

8 Tick Play Full Screen, Loop until Stopped, Rewind after Playing, or Hide While Not
Playing, to set those options.

7
8

HOT TIP: Enter fade times manually

HOT TIP: Set the volume with

or use the up and down arrows on the

Fade In and Fade Out boxes to set the
time in hundredth-second increments
(0.01 seconds).

the slider on the video object by

holding the mouse pointer over
the speaker icon on the video
object control bar.

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9 Animate objects
on a slide

Add an entrance animation effect

149

Adjust entrance animation effect options

150

Add an emphasis animation effect

151

Adjust emphasis animation effect options

152

Add an exit animation effect

153

Adjust exit animation effect options

154

Add a motion path effect

155

Adjust motion path effect options

156

Add multiple animations to a single object

157

View all animation effects on a slide

158

Set an animation trigger

159

Apply animations with the Animation Painter

160

Set when an animation starts

161

Set the duration of an animation effect

162

Set the delay of an animation effect

163

Reorder animations on an object

164

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148

Introduction
PowerPoint 2010 allows animation of objects on a slide. Objects such
as text boxes, shapes, SmartArt graphics, WordArt graphics, and more
can receive animation effects. Animation can be used to emphasise a
point or portion of a slide, to enhance viewer interest or focus attention.
There are four types of animation effects which can be applied to
objects. Entrance animation effects move the object into view or onto
the slide. Exit effects move objects off the slide or out of view. Emphasis
effects focus attention on an individual aspect of a slide object. Motion
paths move an object along a determined path on the slide.

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149

Add an entrance animation

effect
Entrance animation effects move an object onto the slide or make it appear on the slide.
Use entrance animations to bring items into view as a presentation progresses. This is
an effective way to bring audience attention to an object.

1 Click the object to animate then click

Animations.

2 Select an entrance animation from

the Animation group gallery.

3 Click the More Entrance Effects

option on the drop-down gallery

to open the Change Entrance
Effect window.

DID YOU KNOW?

Entrance effects on the Animation
gallery use green icons.

HOT TIP: Click the scroll arrow to

go through the rows of the Animation
group gallery or click the drop-down
arrow to see the entire gallery grouped
by entrance, emphasis, exit or motion
path animation effects.

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HOT TIP: The Change Entrance

Effect window offers many more
options than the Animation gallery.
Click a selection in the window with the
Preview Effect tickbox marked to see the
animation in action before applying it.

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150

Adjust entrance animation

effect options
Many entrance animation effects have adjustable options to customise the animation.
Examples include how the object appears on the slide and direction of entrance. Many
levels of control are available to get the desired effect for the presentation.

1 Click the animated object to adjust the settings for and click the Animations tab.
2 Click the Effect Options button

in the Animation group.

3 Select the desired effect from

the drop-down menu.

4 Click the pop-out icon for

more effects options, including
the ability to play sound,
animate text, and more.

3
4

HOT TIP: Objects with

animation effects applied are
identifiable by the numbered tag
attached to the object. The label
is not visible during slide show
presentation.

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ALERT: The pop-out icon

opens an option window
specific to the chosen entrance
animation effect.

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151

Add an emphasis animation

effect
Emphasis animation effects move an object already visible on a slide. They are used
to draw attention to an otherwise static object. They provide motion to an object to
attract viewer interest.

1 Click the object to animate then click the Animations tab.

2 Select an emphasis animation effect from the Animation group gallery.
3 Click More Emphasis Effects on the Animation gallery menu to open the Change
Emphasis Effect window.

1
3

DID YOU KNOW?

Emphasis animation effects
on the Animation gallery use
yellow icons.

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HOT TIP: If the Animation gallery doesnt

offer an animation effect you like, launch
the Change Emphasis Effect window. Many
more options are listed there.

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152

Adjust emphasis animation

effect options
Emphasis animation effects are designed to draw attention to an object. The adjustable
options help achieve that result. Settings can include direction, colours, degree of
transparency, and more.

1 Click the animated object to

adjust the settings for, then

click the Animations tab.

2 Click the Effect Options button

in the Animation group.

3 Select the desired effect from the

drop-down menu.

4 Click the pop-out icon for

additional options specific to
the chosen animation effect.

HOT TIP: Some animation

effects have no options to
set from the Effects Options
drop-down menu, but do offer
settings from the effect-specific
pop-out window.

ALERT: Only basic effect

options are available from the
drop-down menu. These will be
applied with default settings.

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Add an exit animation effect

153

Exit animations hide an already visible object from view or remove it from a slide. Exit
animations provide interest by moving objects out of view. They include effects such as
spiralling, fading or flying off the slide.

1 Click the object to animate then click the Animations tab.

2 Select an exit animation effect from the Animation group gallery.
3 Click More Exit Effects on the Animation gallery drop-down menu to open the
Change Exit Effect window.

1
3

DID YOU KNOW?

Exit animation effects on the
Animation gallery use red icons.

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HOT TIP: Use the Change Exit

Effect window to access options
unavailable on the Animation
gallery menu.

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154

Adjust exit animation effect

options
Exit animations options allow control over how an object is removed from a slide
or hidden from view. Direction, amount of time and other options specify how the
animated object behaves when it exits the slide. Precise control over those behaviours is
available by editing the animation options.

1 Click the animated object then click the

Animations tab.

2 Click the Effect Options button in the

Animation group.

3 Select the desired setting from the

drop-down menu.

4 Click the pop-out icon for additional

options specific to the chosen
animation effect.

HOT TIP: The animation

effect-specific window allows
timing for the animation effect
to be set. Timing is the duration
of the animation effect.

ALERT: There is no context

menu available for animation
effects. You cannot right-click
an object to change animation
settings, only object properties.

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Add a motion path effect

155

An object can be moved across a slide with motion path effects. They guide an object
along a specified path on the slide. There are predetermined paths such as circles and
star-shaped patterns, or a custom path can be hand-drawn.

1 Click the object to animate then click the Animations tab.

2 Click the scroll-down arrow to locate the motion path animation effects in the
Animation gallery.

3 Select the desired motion path from the gallery to apply it.

DID YOU KNOW?

Motion path animation effects are indicated
with lines in the Animation gallery. They use a
green dot to indicate the start point and a red
dot to indicate the stop point. The line between
the dots indicates the path of movement.

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HOT TIP: All of the motion

path effects have option settings
to customise them. Shape
motion paths, for example, use
circles as the default, but many
other options are available.

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156

Adjust motion path effect options

Motion path animation effects can be adjusted so the object being animated moves
precisely where intended or desired. Motion paths are incredibly flexible on many levels
and offer many possible variations.

1 Click the animated object then click the Animations tab.

2 Click the Effect Options button in the Animation group.
3 Select the desired motion path from the drop-down menu.
4 Lock the point of origin
with the Locked
selection under Origin
on the menu.

5 Reverse the direction

of motion with the
Reverse menu selection.

6 Select the Edit Points

menu entry to alter
the path from its
default using the
points (or dots)
shown on the path.

ALERT: Locked origin points prevent the

motion path origin point from moving. If
the origin point is locked and the animated
object is relocated on the slide, the motion
path will not move with the object. The
origin is unlocked by default.

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HOT TIP: Changing the points can

have a dramatic impact on the motion
path. Click the pop-out icon to check
the path-specific effect window for a
path closer to the desired path before
editing the points.

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157

Add multiple animations to a

single object
PowerPoint allows more than one animation effect to be applied to an object. Multiple
effects on a single object create a dynamic element for a presentation. Objects can be
moved into and out of a slide, moved on multiple motion paths, and more. An ordinary
object becomes an interesting content delivery tool.

1 Click the object to add an animation effect to, and click the Animations tab.
2 Click Add Animation in the Advanced Animation group.
3 Select an animation from the gallery to add to the object.

2
3

HOT TIP: The Add Animation

drop-down menu is the same
as the Animation drop-down
gallery. The same commands
are available.

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HOT TIP: Each animation effect applied to an object

adds another numbered label to the object. They
correspond to the order in which the animation will
play. The first animation effect to run is the lowest
number; the last is the highest number. Click each
label to show the gallery and Effect Options menu for
that specific animation.

ALERT: Choose animation effect

combinations carefully. Some effects
may cancel others or conflict, making
the animation ineffective, or worse,
detrimental to the overall presentation.

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158

View all animation effects on

a slide
Several animated objects on a slide present a challenge to manage effectively.
Fortunately, PowerPoint 2010 provides an Animation task pane to assist with animation
control. Open the Animation task pane to view all the animations on the current slide
and some of the key settings for each.

1 Click the Animations tab on the ribbon.

2 Click the Animation Pane button in the Advanced Animation group.
3 Click the Play button at the top of the Animation task pane to start the animation
sequence.

4 Adjust the timing and duration of animation

effects by dragging the time lines to move
or alter them.

3
4

5 Click the drop-down arrow on any animation

in the list to view a quick menu of options
available for the effect.

6 Remove any or all animations from an object

by selecting Remove from the drop-down list
of the effect to be deleted.

HOT TIP: The animation

effects applied to an object
are listed in the order they will
run. These numbers match the
non-printing labels next to the
animated object on the slide.

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HOT TIP: Time lines can be altered

in two ways: start time, which
determines the amount of time before
the animation begins, and duration,
which is how long it takes to execute
the entire animation.

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Set an animation trigger

159

PowerPoint 2010 lets you set special events which cause an animation to run. Examples
of trigger events are mouse clicks and bookmarks in audio or video files. Setting an
animation effect trigger is a simple way to run animations exactly when desired.

1 Click the animated object then click the Animations tab.

2 Click the Trigger button in the Advanced Animation group.
3 Select On Click of to see a list of objects which can be used to trigger the
animation.

4 Select On Bookmark and choose the bookmark to use as the trigger from the list of
media content and bookmarks.

3
4

HOT TIP: Trigger a specific

animation by clicking its non-printing
numbered label beside the animated
object to select the animation.

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ALERT: If there is no
media content on the slide
the On Bookmark selection
will be disabled.

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160

Apply animations with the

Animation Painter
Once timing and duration of an animation effect are established and tested, it can
be applied to multiple objects in the presentation. Use the Animation Painter to copy
animation from one object to another or several on the same slide, or to other slides.

1 Select the animated object which has the

animation you want to copy.

2 Click the Animations tab and click the

Animation Painter button.

3 Click the object to apply the copied

animation to.

4 Double-click the Animation Painter button

to copy the animation and apply it to more
than one object.

5 Apply animation to objects on other slides

using the Slides tab of the navigation pane
to move to another slide.

6 Click the Animation Painter again to

disable animation copying.

ALERT: The Animation Painter copies all animation

effects from an animated object. If multiple effects
are applied to a single object, all the effects will be
copied. A single animation effect cannot be copied
from an object with multiple animation effects
applied using the Animation Painter.

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HOT TIP: The

Animation Painter button
will light up (i.e. appear
active) when doubleclicked to indicate
the Animation Painter
is in multiple-object
application mode.

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Set when an animation starts

161

Animations can run on specific events such as a mouse click or the end of another
animation effect. Set the start conditions for an animation to control the specific timing
of the animations run.

1 Click the animated object.

2 Click the Animations tab on the ribbon.
3 Click the Start drop-down list in the Timing group.
4 Select the event to use to start the animation: On Click, With Previous or
After Previous.

DID YOU KNOW?

On Click runs an animation
effect when the animated
object is clicked. With Previous
runs an animation at the same
time as one which would
normally run ahead of it. After
Previous runs an animation after
another animation finishes.

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HOT TIP: Animation effects can be chosen

to execute in order. For example, an entrance
animation effect will run before an emphasis
effect, which will run prior to an exit effect. Use
the Start timing control to run effects of the
same type, such as two emphasis effects.

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162

Set the duration of an animation

effect
Duration is how long it takes an animation effect to complete. The default duration
for animation effects may not be appropriate for all presentations. Or the timing
of narration may require the animation to run more quickly or more slowly. Set the
duration of the animation to control how long the effect takes to run.

1 Click the animated object.

2 Click the Animations tab on the ribbon.
3 Click the Up arrow on the Duration box in the Timing group to increase the
animation effect duration.

4 Click the Down arrow on the Duration box to decrease the animation effect
duration.

3
4

DID YOU KNOW?

The Up and Down arrows on the
Duration box increase the duration
time by one quarter second
increments (0.25 seconds).

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HOT TIP: The Duration box accepts

manual input. Set the duration time
for an animation effect by typing it
in with the keyboard. Manual input
can be entered in hundredth second
increments (0.01 seconds).

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163

Set the delay of an animation

effect
Delay is how much time passes before an animation effect runs. Set the delay to control
when an object animation runs. Timing the execution of an animation effect offers
opportunities for narrative portions or to use the object as an attention or focus point
on the slide.

1 Click the animated object.

2 Click the Animations tab on the ribbon.
3 Click the Up arrow on the Delay box in the Timing group to increase the
delay time.

4 Click the Down arrow on the Delay box to decrease the delay time.

3
4

HOT TIP: The Delay box accepts

manual input. Set the delay time
for an animation effect by typing it
in with the keyboard. Manual input
can be entered in hundredth second
increments (0.01 seconds).

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HOT TIP: Use Delay time with

multiple animation effects of
the same type, such as multiple
emphasis animation effects, to
set the order of execution.

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164

Reorder animations on an object

Animation effects can be applied in any order to an object. It may prove beneficial
to rearrange the order in which multiple animations on a single object play. Use the
Reorder Animation controls to set the order of animation play.

1 Click the animated object.

2 Click the Animations tab on the ribbon.
3 Click the numbered tag of the animation to reorder on the animated object.
4 Click Move Earlier in the Reorder Animation command set of the Timing group to
run an animation earlier than originally ordered.

5 Click Move Later to run an animation later than originally ordered.

4
5

DID YOU KNOW?

ALERT: The Reorder Animation

The non-printing numbered tags

represent the order in which the
animation effects will play. The animation
with the tag numbered 1 plays first, 2
plays second, etc.

command set is disabled if the

animated object has only one
animation effect applied. Reorder
Animation commands apply only to
multiple animation effects.

HOT TIP: The Move Earlier

command is disabled if the
first animation in the order is
selected.

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HOT TIP: The Move Later

command is disabled if the
last animation in the order is
selected.

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10 Apply slide
transitions

Add a transition to a slide

167

Change a slide transition

168

Set options for a transition

169

Add sound to a transition

170

Set the duration for a transition

171

Apply a single transition to all slides in a

slide show

172

Set how slides advance

173

Preview a slide transition

174

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166

Introduction
Slide transitions are effects which change how the presentation moves
from one slide to the next during a slide show. Presentations are more
interesting when the viewing experience is enhanced, and slide
transitions are another method for accomplishing that. Each slide can
have its own transition to provide interest. Transitions are only visible
during slide show view.
Transition speed, sounds and other properties can be adjusted to
achieve a wide variety of effects. There are three types of transitions:
Subtle, Exciting and Dynamic Content. Choose the type of transition to
use to enhance content and narrative components.

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Add a transition to a slide

167

The first slide in a slide show moves onto the screen with the transition applied, but
transitions serve two purposes for all other slides. They move the current slide out of
view while moving the next slide into view. That is, slide transitions serve as both the
exit motion for the slide before it and the entrance motion for the slide after it.

1 Click the Slides tab of the side pane in

Normal view.

2 Select the slide to apply the transition

to in the Slides tab.

3 Click the Transitions tab on the ribbon.

4 Select the transition from the Transition
to This Slide groups gallery.

5 Click the Transition to This Slide dropdown button to view all the transitions
available.

HOT TIP: You can also use the

HOT TIP: Hold the mouse

Slide Sorter view to apply a slide

transition. Click a slide thumbnail
in Slide Sorter view to apply a
transition to that slide.

pointer over a thumbnail in the

Transition to This Slide gallery
to preview the transition before
applying it to the slide.

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168

Change a slide transition

Its easy to change a transition on a slide. There is no need to remove a slide
transition before another one can be chosen. A new slide transition can be selected
from the gallery.

1 Click the Slides tab of the side panel in Normal view.

2 Click the thumbnail of the slide in the Slides tab to change its transition.
3 Click the Transitions tab on the ribbon.
4 Select a new transition for the slide from the Transition to This Slide group gallery.

HOT TIP: You can also change

HOT TIP: Click the drop-down

a slide transition in Slide Sorter

view. Click the thumbnail of the
slide to change the transition.

arrow on the Transition to This Slide

gallery to view all the transitions.

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Set options for a transition

169

Many transitions have properties which can be adjusted to customise the motion. The
type and number of options available depend on the transition chosen. Adjust the
properties of a transition to fit the needs of the presentation, slide content or narrative.

1 Click the Slides tab of the side panel in Normal view.

2 Click the thumbnail of the slide with the transition to set the options for.
3 Click the Transitions tab on the ribbon.
4 Click Effect Options in the Transition to This Slide group to open the
drop-down menu.

5 Select the desired option from the drop-down menu.

HOT TIP: Not all transitions

HOT TIP: If a transition does

have adjustable options.

Transitions with adjustable
properties have unique menus
specifically for that transition.

not have adjustable options, the

Effect Options button is disabled.

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170

Add sound to a transition

Sounds can be added to a slide transition to heighten interest and enhance the
experience for viewers. Use sounds with transitions to create multimedia experiences.
Adding sound to accompany a transition is simple and straightforward.

1 Click the Slides tab of the side panel in Normal view.

2 Click the thumbnail of the slide which has the transition to add the sound to.
3 Click the Transitions tab on the ribbon.
4 Click the Sound drop-down list in the Timing group.
5 Select the sound from the drop-down list.
6 Click Loop Until Next Sound to play the sound until the next one begins.

HOT TIP: Click Other Sound

DID YOU KNOW?

on the menu to launch the Add

Audio dialogue box and browse
for another sound file.

The default sound file for

transitions is .wav files, but
others can be used. See the
Help file for more information
about sounds.

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Set the duration for a transition

171

Slide transition duration is how long it takes for a slide transition to complete. Use
transition duration in conjunction with elements, like narrative recordings, to control
when a slide appears on a screen and how long the overall presentation runs. Slide
transition duration can be a method for revealing a slides content to an audience.

1 Click the side panel Slides tab in Normal view.

2 Click the thumbnail of the slide which has the transition to set the duration for.
3 Click the Transitions tab on the ribbon.
4 Click the Up or Down arrow in the Duration box of the Timing group to set the
duration time in quarter-second increments (0.25 seconds).

5 Test the new duration with the Preview button in the Preview group of the
Transitions tab.

HOT TIP: The Duration

DID YOU KNOW?

box accepts manual input for

times in hundredth-second
increments (0.01 seconds). Enter
the duration time in the box by
clicking the box and typing.

The default execution time

for a transition on a slide is
shown in the Duration box.

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172

Apply a single transition to all

slides in a slide show
Each slide can have its own transition. It is also useful to have all slides transition
uniformly. Use the same transition for all slides when consistency is more important
than creating an interesting viewing experience, or when one transition fits the content
and delivery particularly well.

1 Click the Slides tab in the side panel of the Normal view.
2 Click the thumbnail of the slide with the transition you want to apply to all slides.
3 Click the Transitions tab on the ribbon.
4 Click the Apply to All button in the Timing group.

DID YOU KNOW?

Like most other transition
functions, the Apply to All
command is available in the
Slide Sorter view, and the
Slide Master view as well.

M10_HILL6158_01_SE_C10.indd 172

HOT TIP: Click a slide thumbnail

in the Slides tab of the Normal view,
select None from the Transition to This
Slide gallery, and then click the Apply
to All button in the Timing group to
remove all transitions on all slides.

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Set how slides advance

173

Slide advancement runs a transition applied to the slide. The Advance Slide command
set in the Timing group of the Transitions tab allows you to set how the slide advances.
You can choose to advance the slide with a mouse click, or after a delay.

1 Click the Slides tab in the side panel of the Normal view.
2 Click the thumbnail of the slide you want to set the advance property for.
3 Click the Transitions tab.
4 Tick the On Mouse Click tickbox to advance the slide by clicking the mouse button.
5 Tick the After tickbox and set the delay time with the up and down arrows to
advance the slide after a time delay.

4
5

DID YOU KNOW?

The After box can accept manual
time input. Click in the box and
enter the time with the keyboard.
The up and down arrows move the
time in increments of one second,
but you can manually set the time
in increments of hundredths of a
second (0.01 seconds).

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HOT TIP: Tick both boxes to

advance the slide after a time delay
when the mouse button is clicked.

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174

Preview a slide transition

When all the settings and properties of a transition have been adjusted, you can test the
overall effect as it will appear on the slide before you commit to them. Preview the slide
transition to see how the slide appears when it is presented.

1 Click the Slides tab of the side panel in Normal view.

2 Click the thumbnail of the slide with the transition to preview.
3 Click the Transitions tab.
4 Click the Preview button in the Preview group to run the transition while in
edit mode.

3
4

HOT TIP: Testing before the slide

show runs is a critical step to a successful
presentation. Be sure to preview all the
transitions in your slide show to ensure the
presentation will run smoothly.

WHAT DOES THIS MEAN?

Edit mode: this is the mode in which all editing
of a presentation takes place. The slide show
cannot be edited in play mode, which runs the
slide show in its current state.

M10_HILL6158_01_SE_C10.indd 174

DID YOU KNOW?

Holding the mouse pointer over
a Transition to This Slide gallery
thumbnail provides a preview
of the transition with default
settings only. To fully preview
a transition with its settings
adjusted, use the Preview button
in the Preview group of the
Transitions tab.

25/05/2010 11:05

11 Use the review

tools

Use the Spell Check tool

177

Use the Research tool

178

Use the Thesaurus

179

Use the Translate Selected Text tool

180

Use the Mini Translator tool

181

Set language options

182

Add comments to a presentation

183

Edit comments on a slide

184

Delete comments from a slide

185

Scroll through and view comments

186

Merge two presentations

187

Accept changes to a slide

189

Reject changes to a slide

190

Accept or reject presentation changes

191

Scroll through and view all changes

192

Toggle the Reviewing pane on and off

193

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176

Introduction
PowerPoint 2010 has collaborative tools so more than one individual
can work on a presentation. Collaboration on presentations becomes
simple and effective with the collaborative tools in PowerPoint. Groups
of people can provide input, create content, revise existing content and
comment on presentations.
PowerPoint 2010 also provides powerful tools to let groups work
together on presentations without confusion or conflict. Track changes
from each member and compare and merge presentations to create the
best presentation possible.

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Use the Spell Check tool

177

Use PowerPoints proofreading tools to prevent embarrassing errors in spelling, or to

avoid needless word repetition. PowerPoint also provides a handy research tool to help
you find the information you need for content.

1 Click the Review tab on the ribbon and click the Spelling button in the
Proofing group.

2 Select the appropriate correction suggestion for any misspelled words from the
Spelling dialogue box.

3 Click Ignore to disregard a correctly spelled word, name or acronym flagged

as misspelled.

4 Click Ignore All to ignore all instances of the flagged word in the presentation.
5 Click the Change button to replace flagged words with the one in the Change
to box.

6 Click Suggest to get new or additional replacement suggestions and click

AutoCorrect to automatically replace misspellings.
DID YOU KNOW?

The Spelling button

checks the entire
presentation for errors.
You can select a single
word or sentence to spot
check spelling as well.

DID YOU KNOW?

Select any of the words in the
Suggestions list of the Spelling
dialogue to replace the misspelled
word. Highlight the suggested
word to use then click the Change
button, or click the Change All
button to change every occurrence
in the presentation. This is
especially useful for common or
consistent misspellings.

M11_HILL6158_01_SE_C11.indd 177

HOT TIP: Click the Change All button

to replace all instances of the flagged
word in the presentation.

HOT TIP: Click Add to include commonly

used words, names or acronyms in
PowerPoints dictionary to avoid having a
word, etc. flagged as misspelled.

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178

Use the Research tool

The Research tool allows searches for information from several sources. Use the Research
tool to find data and information for your content. Look online if the information
doesnt appear in the local sources.

1 Click the Review tab then click the Research button

in the Proofing group.

2 Click the Search for box in the Research pane to

2
5

type the topic to research.

3 Click the drop-down menu to select an available

research source option.

4 Click the Go button to start the search.

5 Use the navigation buttons to scroll forward or
backward through visited sources.

6 Click Research options to open the Research

Options dialogue and add, remove or update
research sources.

6
DID YOU KNOW?
Search results are shown with
the source of the information,
a brief excerpt of information
if available, and a link to the
source if its from a website.

ALERT: The Research pane

opens on the far right of the
slide view pane by default.

M11_HILL6158_01_SE_C11.indd 178

HOT TIP: Choose a search engine like Bing.

com or Google to have search results display
from that search engine in the results pane.
Click the links in the results to launch a web
browser window to that links URL.

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Use the Thesaurus

179

PowerPoint 2010 includes a thesaurus as well as a dictionary. The thesaurus allows

replacement of a word with alternatives. Use the thesaurus to avoid unnecessary
repetition of words and phrases, or to find stronger or more appropriate words for
a presentation.

1 Click the Review tab on the ribbon.

2 Click the word to look up with the thesaurus tool.
3 Click the Thesaurus button in the Proofing group.
4 Click the drop-down arrow of the synonym to use from the Research pane
results page.

5 Select Insert to replace the original word, Copy to copy the synonym to the
clipboard, or Look Up to find more replacement words.

4
5

HOT TIP: Click entries in

HOT TIP: The Thesaurus button

the results pane to look up

synonyms for them, too.

opens the Research pane to show

the results. If there is no suitable
replacement in the synonym list,
you can search other research
sources for more.

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180

Use the Translate Selected

Text tool
PowerPoint 2010 is able to translate words or phrases from English into other languages,
or from foreign languages into English. Use the translation tool to translate expressions
or words from one language to another in the presentation.

1 Click in the word to

translate and click the
Review tab on the ribbon.

2 Click Translate in the

Language group.

3 Select Translate Selected

Text from the menu to use

local computer resources
and online translation tools
in the Research panel.

4 Select the language to translate from in

the Translate From drop-down list of the
Research panel.

5 Select the language to translate to in the

Translate To drop-down list.

6 View the result of the translation in the

Bilingual Dictionary section of the
Research pane.

4
5
6

ALERT: The Translate Selected

HOT TIP: Click the All Reference Books

Text option will be disabled if no

text is selected. If the cursor is in
a word, the entire word becomes
highlighted when the Translate
command is clicked.

and All Research Sites links under Cant

Find It of the Research pane below the
Other Places to Search heading if the
translation doesnt accomplish the task or
more information is required.

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Use the Mini Translator tool

181

The Mini Translator is a helpful and efficient way to find translations on the fly in a
presentation slide. Use the Mini Translator to find translations, copy the translated word
to the clipboard, research the word if desired, and hear the word correctly pronounced.

1 Click in the word to translate and click the Review tab on the ribbon.
2 Click Translate in the Language group.
3 Select Mini Translator from the menu to launch the Mini Translators Translation
Language Options dialogue box.

4 Select the language to translate to in the Translate To box of the dialogue.

5 Hold the mouse pointer over a word or highlight a phrase and hold the mouse
pointer over it to get a Mini Translator window.

ALERT: The Mini Translator

window is almost transparent until
the mouse pointer moves over it. It
then becomes fully visible.

HOT TIP: Click Choose

Translation Language from the
Translation drop-down menu to
open the Translation Language
Options dialogue and select a
new language to translate to.

M11_HILL6158_01_SE_C11.indd 181

HOT TIP: Use the Mini Translator to

get quick information about a word.
Click Copy on the Mini Translator
window to copy the translation to the
clipboard. Click Expand to research the
word in the Research pane. Click Play
to hear the word spoken. Click Stop to
stop the speech playback.

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182

Set language options

PowerPoint 2010 allows setting language options through the File tab on the ribbon, or
with the Language command set in the Review tab. Language options include choice of
proofing language, default language, tool tip language, and more.

1 Click the Review tab on the

ribbon.

2 Click the Language button in the

Language group.

3 Select Set Proofing Language to

open the Language dialogue box
and select a proofing language.

4 Select Language Preferences to

open the PowerPoint Options
window to the Language tab.

5 Click OK on either window

to save the settings and close

them.

HOT TIP: Click the Default

DID YOU KNOW?

button on the Language

dialogue box to make the
language chosen the default
proofing language.

The PowerPoint Options windows

Language tab allows you to set language
options for the entire application. The
language setting options affect editing,
Help, display and ScreenTip languages.

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Add comments to a presentation

1 Click Review.

2 Click the slide on

which to add the
comment.

3 Click the text,

183

One collaborative tool which is particularly useful provides the ability to add comments
and notations to a presentation. PowerPoint allows insertion of comments on slides
similar to sticky notes applied to paper documents. Comments allow input from
other collaborators and contributors, content remarks, sharing ideas and information,
and more.

object, shape or
graphic to attach
the comment to.

4 Click the New

Comment button
in the Comments
group.

5 Type the comment

in the comment
editor.

6 Click outside the comment box to close the comment editor.

DID YOU KNOW?
Any object or text can receive
a comment.

DID YOU KNOW?

Each comment is indicated on

the slide with the initials of the
user who created it and a number
showing the order in which the
comments were added.

The Show Markup command is

disabled until a comment is added to
the presentation. It becomes enabled
and active when there are comments
and markup to show.

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184

Edit comments on a slide

Once a comment is added, it may be necessary to edit it. When working with more
than one person or group, being able to edit comments is an important feature for
collaboration. Editing comments is as easy as creating them.

1 Click the slide with the comment to edit.

2 Click Review.
3 Click the comment label of the comment to edit.
4 Click the Edit Comment button to open the comment editor and make
the changes.

5 Click outside the comment editor to save the changes.

HOT TIP: Double-click the

DID YOU KNOW?

comment tag to open the

comment editor.

Comment editor windows have no

OK or Cancel buttons. Closing the
comment editor saves all changes.
Click anywhere outside the comment
editor to close it.

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Delete comments from a slide

185

When notations and comments have been incorporated or discussed and are not
needed, they can be removed from the slide. Removing comments can be done one at
a time, one slide at a time, or from the entire presentation at once.

1 Click the slide with the comment to remove and click Review.
2 Click the tag of the comment to delete.
3 Click Delete in the Comments group to open the drop-down menu.
4 Select Delete from the drop-down menu to delete the selected comment.
5 Select Delete All Markup on the Current Slide to remove comments from the
entire slide.

6 Select Delete All Markup in the Presentation to remove all comments from
the presentation.

1
HOT TIP: Select the specific

comment to delete only if it

is the only comment being
removed.

5
6
HOT TIP: Remove all comments
from a slide once the slide is updated
or edited to include the information
in the comments.

DID YOU KNOW?

Click a comments tag on a slide

and press the Delete key on the
keyboard to delete the comment.

You can remove all comments

from the presentation from
any slide. You do not need to
navigate to the first slide to
remove all comments.

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186

Scroll through and view

comments
When there are many collaborators, or when a presentation has many slides, it can be
difficult to locate all comments in a presentation. PowerPoint lets you scroll through
the comments in a presentation one at a time. Navigate comments to read, edit or
remove them.

1 Click Review.
2 Click the Next button in the Comments group to move
to the next comment in the presentation.

3 Click the Previous button in the Comments group to

move to the prior comment in the presentation.

ALERT: When the last

comment is reached,
PowerPoint displays a dialogue
box asking whether to continue
from the beginning of the
presentation. A similar dialogue
box appears when using the
Previous button asking whether
to continue from the end of the
presentation.

DID YOU KNOW?

HOT TIP: Comments are shown
as they are encountered in the
presentation, beginning from the
current slide. They are not displayed
in order of creation or according to
their comment tag numbers.

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Right-click a comment tag

to bring up a quick menu
with selections for adding
a new comment, deleting
a comment, editing the
comment or copying the text
to the clipboard.

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Merge two presentations

187

One of the effects of collaboration is having more than one version of a presentation.
When more than one person or group provides content and input, the presentation can
easily be changed without noticing it. To incorporate all the changes, use the Compare
utility to merge the two versions.

1 Click Review and click the Compare button in the Compare group.
2 Browse for a second presentation in the Choose File to Merge with Current
Presentation dialogue box.

3 Click the file name of the presentation to open and click Merge.
4 Click entries on the Details tab of the Revisions pane to select the changed objects.
5 Click entries in the Revisions pane Slide Changes section to see changes to the slide.

1
1
4
5

DID YOU KNOW?

ALERT: The presentations will be

merged together into a single file.
Be sure this is what you want to do
before performing the action. The
Undo function is not available with
the Compare feature.

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The Revisions pane Slides tab shows

a thumbnail of the slide with a
drop-down menu to accept or
reject the reviewers changes. The
Details tab shows slide changes as
entries under the Slide Changes
section and presentation changes in
the Presentation Changes section.

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6 Click entries in the Revisions pane Presentation Changes section to see changes to
188

the presentation.

HOT TIP: Click the entries in

the Revisions pane to activate
them, or click the change marker
icons next to each changed
object on a slide to see the
changes. Both methods open a
pop-up with information about
the changes.

M11_HILL6158_01_SE_C11.indd 188

ALERT: A pop-up with an overview

of the change appears on the slide
when Slide Changes entries are
clicked. Pop-ups with presentation
change information appear in the
Slides tab of the Normal view side
panel when Presentation Changes
section entries are clicked.

25/05/2010 11:06

Accept changes to a slide

1 Click the thumbnail of

the slide to review in
the Normal view and
click the Review tab.

189

After a presentation has been reviewed, commented on and merged, the changes can
be viewed and accepted. The merged presentation shows all the changes at the slide
level and the presentation level, and each can be reviewed before being incorporated
into the slide show.

Click entries in the Slide changes section

of the Revisions pane to open the pop-up
tickbox, or click the edit icon

2 Click the change to

the slide to review in
the Revision pane Slide
Changes section.

3 Tick the box of the

change to review in the
pop-up tickbox list or
tick the All Changes tickbox for the object.

4 Click Accept in the Compare group to open the drop-down menu.

5 Select the appropriate option from the Accept menu to apply the changes.

HOT TIP: Click Accept Change to accept

DID YOU KNOW?

only the change under review. Click Accept

All Changes to the Current Slide to accept all
changes on the slide, or Accept All Changes to
the Presentation to incorporate all changes to
the presentation.

Click the edit icon beside the

changed object on a slide to
open the pop-up tickbox list
of changes for that object.

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190

Reject changes to a slide

Changes to a slide may not always be beneficial or fit with the message or intent of
the presentation. Changes might be made and then further information collected
which makes the changes inappropriate or incorrect. Changes to a slide can be
rejected on a one-by-one basis so rejecting one doesnt mean having to start over with
all other changes.

1 Click the thumbnail of the slide to review in the Normal view and click Review.
2 Click the change to the slide to review in the Revision pane Slide Changes section.
3 Tick the box of the change to review in the pop-up tickbox list or tick the All
Changes tickbox for the object.

4 Click Reject in the Compare group to open the drop-down menu.

5 Select the appropriate option from the Reject menu to apply the changes.

HOT TIP: Right-click the

HOT TIP: Click Reject Change to reject

changed objects edit icon and

choose Reject change from the
quick menu to discard a change.

the change under review. Click Reject All

Changes to the Current Slide to reject
all changes on the slide, or Reject All
Changes to the Presentation to discard all
changes to the presentation.

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191

Accept or reject presentation

changes
Changes to the presentation are displayed in the Presentation changes section of the
Revisions pane. These changes affect the entire presentation rather than a single slide.
Examples include new slides, removed slides and more.

1 Click the entry to review on the Review tabs Revision pane under
Presentation changes.

2 Tick the boxes for the changes to review from the pop-up tickbox list to add
the insertion.

3 Click the tickbox again to clear it to reverse the change and restore the
original presentation.

ALERT: The pop-up tickbox

lists appear on the Slides tab
of the Normal view, not on a
particular slide.

HOT TIP: Right-click an edit icon in the

DID YOU KNOW?

side panels Slide tab to access the Accept

command from the quick menu. Right-click
to access the Reject change command from
the quick menu if the change is already
incorporated into the presentation.

The edit icons beside changes

in the Slides tab of the Normal
view display a tickmark when
theyve been incorporated into
the presentation.

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192

Scroll through and view

all changes
You can view all changes to a presentation, at both the slide level and presentation
level, and scroll through them one at a time for review. Use the Compare groups
navigation buttons to move to the next or previous change in the presentation. Get
an overview of all changes before accepting or rejecting them, or view them in order
before review.

1 Click the first slide in the presentation in the Slides tab of the Normal view.
2 Click the Next button in
the Compare group of
the Review tab to move
to the next change in
the presentation.

4
2

3 Click Next at the end of

the presentation changes
to continue scrolling
through slide changes.

4 Click Previous in the

Compare group on the Review
tab to scroll backward through
slide or presentation changes.

DID YOU KNOW?

The Next button in the Compare
group automatically moves to the
next slide and scrolls through slide
level changes one at a time after the
last presentation change is reached.
The Previous button works in reverse,
i.e. it moves backward through
changes and jumps to the previous
slide with changes.

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ALERT: If the next change is on another

slide, the navigation will jump to the new
slide in the Slides tab of the Normal view
side panel.

ALERT: The Previous navigation

button scrolls through changes in
reverse order from the current changes.
If slide changes are under review, the
Previous button scrolls through prior
slide changes then goes backward
through presentation level changes.
At the first presentation change,
PowerPoint prompts for continuation
with a dialogue box.

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193

Toggle the Reviewing pane

on and off
The Reviewing pane is the Revisions pane, where all revisions in a presentation are
shown before theyre incorporated into a merged file. If you no longer need to see the
changes for any reason, the Reviewing pane can be turned off.

1 Click Review.

2 Click the Reviewing Pane button

in the Compare group to turn the
Reviewing pane off.

3 Click the Reviewing Pane button

again to open the Reviewing Pane if
it is closed.

4 Click the End Review button in

the Compare group to return to
Normal view.

ALERT: Ensure all changes to incorporate into the presentation

have been accepted before the End Review button is clicked. All
unaccepted changes will be discarded when you confirm ending
review. An alert dialogue box will request confirmation before
PowerPoint ends the review and discards any unaccepted changes.

DID YOU KNOW?

Click the X in the upper right corner of the Reviewing Pane (or
Revisions pane) to close it. You can also click the drop-down arrow
on the title bar and select Close from the list to close the pane.

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12 Working with
presentation views

Use the Normal view for editing

197

Use the Slide Sorter view to arrange slides

199

Add notes to a slide in Notes Page view

200

Preview the slide show with Reading view

201

Use Slide Master view to format Slide Masters

202

Edit fonts in Slide Master view

203

Use Handout Master view to format handouts

204

Use Notes Master view to edit notes

205

Change the zoom level

206

Change slide view to Grayscale

207

Change slide view to black and white

208

Work with multiple windows

209

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196

Introduction
Slide shows are one way to view a presentation, but a speaker
may require notes and prompts to make the presentation to an
audience seamless and smooth. Handouts to audience members
may be required or it may be necessary to leave printed copies of the
presentation with them for later reading. PowerPoint 2010 provides
views which make using each of these tools effective and easy before
delivering a presentation.
There are several different ways to view a presentation in PowerPoint
2010. Use the view which best suits the task at hand to get the most
out of the tools PowerPoint provides. Views can be changed without
altering content and are designed for use with different aspects of the
presentation.

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Use the Normal view for editing

197

The Normal view is the default view for PowerPoint. For most purposes, the Normal
view provides all the functionality necessary to create and edit slides and presentations.
The Normal view screen is composed of a side panel with Slides and Outline tabs
available, a Notes pane available, and the slide pane displaying the current slide.

1 Click the Normal button in the Presentation Views group of the View tab if it is not
already highlighted.

2 Click the Slides tab in the side panel at the far left of the screen to view thumbnail
images of the presentation slides.

3 Click a thumbnail in the side panel Slides tab to open that slide in the slide pane
for editing.

1
2
3

HOT TIP: When you open a

presentation, it is probably already
in Normal view. If working in
another view, click the Normal
button to return to Normal view.

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HOT TIP: Navigate slides

and view the effect of editing
changes on the thumbnail
images in the Slides tab as
you work.

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198

4 Click the Outline tab in the side panel to view an outline of the presentation.
5 Click on a slide icon in the Outline tab to open that slide in the slide panel.
6 Click in the Notes pane to type notations about the slide content or the
presentation.

4
5

HOT TIP: The Outline tab is

a fast way to get started with
writing content. Click on the
slide to type and add text to
it. This is especially useful for
bulleted or numbered lists.

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DID YOU KNOW?

Notes are printable to be
used as speaker notes for
presentation or as audience
handouts.

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199

Use the Slide Sorter view to

arrange slides
Slides may occasionally need to be reorganised or rearranged to make them flow better
during a presentation. Content might need to be viewed after other slides even if it
is created first. Presenters may also want to have slides arranged in logical groupings
during a slide show. The Slide Sorter view displays slide thumbnails for easy organisation
and arrangement.

1 Click the View tab and click Slide Sorter in the Presentation Views group.
2 Click a slide thumbnail to move.
3 Drag the slide to the new location in the presentation.
4 Save the presentation when the slides are in the correct order.

1
2
3

WHAT DOES THIS MEAN?

Drag: to move an object across the screen with the
mouse. Hold the mouse pointer over an object and
click the left mouse button. Move the pointer to a
new screen location with the mouse button pressed.

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DID YOU KNOW?

Many features on the ribbon
tabs are available in Slide
Sorter view, but most are
more easily used or applied
in Normal view.

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200

Add notes to a slide in Notes

Page view
Notes can be added to slides in the Notes pane at the bottom of the Normal view.
You can also use the Notes Page view. Notes can later be printed for use during a
presentation or as audience handouts.

1 Click View tab.

2 Click the Notes
Page button in the
Presentation Views
group.

3 Click the lower pane

of the screen and
enter notes for the
current slide.

4 Click out of the notes

pane to save the note.

5 Click the Next Slide

button at the bottom
of the vertical scrollbar
to move to the next
slide.

HOT TIP: Double-click the

slide thumbnail to open the slide
in Normal view for editing.

HOT TIP: Move to a new slide

with the scroll button on a wheel
mouse, or by using the vertical
scrollbar.

DID YOU KNOW?

The Notes pane accepts formatting

of text, insertion of date, time, page
numbers and other items. It will not,
however, accept WordArt graphics.

The notes panel is a textbox and

will highlight any misspelled
words and grammatical errors
just as on a slide textbox.

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201

Preview the slide show with

Reading view
Reading view runs the presentation as a slide show which fits within the window of
PowerPoint 2010. Reading view allows you to see slides, transitions, animations and
more as they will appear during the slide show. Reading view is also useful for delivering
the presentation to an individual from a local computer rather than to an audience on a
larger screen.

1 Click the View tab on the

ribbon.

2 Click Reading View in the

Presentation Views group.

3 Click the slide to advance

the presentation.

4 Click on the blank screen

at the end of the slide show
to return to the PowerPoint
window.

Click an icon to return to

a different view after the
Reading view slide show ends

ALERT: Clicking the Reading View button

launches the presentation as a slide show
immediately. There is no confirmation
message before the slide show starts.

DID YOU KNOW?

The PowerPoint window will return to
the last view used at the end of the
Reading view slide show. Click an icon in
the lower right corner of the status bar
to choose a different view.

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HOT TIP: Use the scroll wheel

of a wheel mouse to advance the
slides. Scroll forward to move
ahead in the slide show and
scroll back to move backward in
the presentation.

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202

Use Slide Master view to format

Slide Masters
Slide Master view is a powerful presentation editing tool which allows universal editing
of slides in a presentation. By creating and editing Slide Masters, presentations become
more uniform and are created more easily and quickly.

1 Click View and click Slide Master in the Masters View group.
2 Create, edit, rename and delete layouts with the Edit Master group on the Slide
Master tab.

3 Change Master Layouts, add placeholders, titles and footers on Slide Masters with
the Master Layout group.

4 Edit themes with the Edit Themes group, including colours, fonts and effects.
5 Edit backgrounds with the Edit Background group.
6 Set up slide orientation and page layout with the Page Setup group.

DID YOU KNOW?

While PowerPoint 2010s status bar can display view
shortcuts, Slide Master view is not available there.

HOT TIP: Right-click

on a slide thumbnail in
the side panel of the Slide
Master view to access
some of the commands
in the Edit Master group.

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HOT TIP: Open the

Format Background
dialogue box with the
pop-out icon in the Edit
Background group to work
with many other options.

SEE ALSO:
See Chapter 2,
Working with
slides, for more
information.

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Edit fonts in Slide Master view

203

Slide Masters are slides which contain information about slide text. They hold formatting
information for colours, fonts, effects, and more. Slide Masters control slides universally
in the presentation. Use Slide Master view to edit all fonts in a presentation or section.

1 Click the View tab on the ribbon.

2 Click the Slide Master button in the Masters View group to launch Slide Master view.
3 Click the top-level Slide Master thumbnail in the side panel to edit text for all slides
under the master.

4 Click a thumbnail in the

side panel to edit the text
for a specific slide style,
such as the title slide.

5 Click a placeholder in

the slide pane to edit

or move text in it.

DID YOU KNOW?

Slide Masters provide
great flexibility in
controlling how a slide
looks.

HOT TIP: Hold the mouse

pointer over a slide thumbnail
to view a tool tip indicating the
Slide Master name and number
of slides using it.

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DID YOU KNOW?

Editing a slide under the top-tier master will
only affect slides using the slide controlled by
the specific master. Making changes below
the top-tier Slide Master may only affect one
slide rather than the entire presentation.

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204

Use Handout Master view to

format handouts
Handouts are printed copies of a presentation which an audience uses to follow along.
Handouts also allow audience members to review the presentation after it ends. Use the
Handout Master to design handouts to accompany a presentation.

1 Click the View tab and click Handout Master in the Master Views group.
2 Set page margins, page and
slide orientation and number
of slides per page with the
Page Setup group on the
Handout Master tab.

1
2

3 Tick the boxes in the

Placeholders group to add
placeholders for headers,
footers, date and page
numbers.

4 Edit slide themes with the

Edit Theme group.

5 Edit background styles or

hide backgrounds with
the Background group.
DID YOU KNOW?
Page margins and page orientation only apply to printed materials. Slide orientation
applies to the slides in the presentation. Change the slide orientation in Handout Master
view to change the actual presentation slide orientation.

HOT TIP: Right-click on

placeholders in the Handout
Master view to access formatting
commands from the quick-menu.

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HOT TIP: Click the pop-out

icon on the Background group
to open the Format Background
dialogue box and access many
additional formatting options.

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205

Use Notes Master view to

edit notes
Presentation notes provide information about slide content or are used as speaker notes,
much like index cards. They help prompt presenters and keep them on track with a
presentation. Use the Notes Master view to universally control how notes pages are set
up and formatted.
1

1 Click the View tab on the

ribbon and click Notes
Master from the Master
Views group.

2 Set up page margins and

orientation, and slide
orientation in the Page
Setup group.

3 Show placeholders for

headers, footers, dates,
page numbers and more
with the Placeholder group
tickboxes.

4 Edit themes using the Edit

Theme group, including
colours, fonts and effects.

5 Select a background style

for the Notes page or hide
background images with
the Background group.

HOT TIP: Right-click entries

on the Edit Theme menu for
additional commands on the
quick menu.

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ALERT: The Slide Orientation

command changes slide orientation
for the slide show, not just for the
printed presentation.

HOT TIP: Click the

Background group pop-out icon
to open the Format Background
dialogue box for more options.

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206

Change the zoom level

The zoom level is magnification of the presentation slides in the PowerPoint 2010
window during editing. PowerPoint allows great flexibility in zoom levels to allow detail
visibility and ease of eyestrain during slide creation and editing. Zoom in to see details
and subtleties and zoom out to get an overview of the slide.

1 Click the View tab and select a view to adjust the zoom level in.
2 Click the side panel to adjust the zoom for slide thumbnails or click the slide pane
to adjust slide zoom.

3 Click Zoom in the Zoom group to open the Zoom dialogue box.
4 Click a radio button to select a pre-set zoom level percentage.

5 Select the Fit radio button

to fit the slide to the
available slide pane space.

6 Click the up or down

buttons in the Zoom
dialogue Percentage
box to enter the zoom
level manually.

HOT TIP: Use the

Zoom command
on the View tab to
adjust thumbnail size
in Normal view, Slide
Sorter view and Slide
Master view.

5
4

ALERT: The Fit, 400% and 200%

radio buttons are disabled for side panel
thumbnails. The 200% radio button is
available in Slide Sorter view.

WHAT DOES THIS MEAN?

Radio button: also called an option button, a radio button is a circular selection
item which allows only one selection from a list at a time. Tickboxes on the other
hand are square selection items that permit more than one selection from a list.

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Change slide view to Grayscale

207

In order to make a presentation easier to view in handouts, it may be better to view the
slide show in Grayscale. Grayscale presentations more closely mimic handouts printed
on non-colour printers, especially for less formal or internal presentations. PowerPoint
makes it simple to change from colour to Grayscale and back again.

1 Click the View tab on the ribbon.

2 Click the Grayscale button in the Colour/Grayscale group.
3 Click an object on the slide to change its appearance on the slide.
4 Click an option from the Change Selected Object group on the Grayscale tab.
5 Click Dont Show to hide the selected object.
6 Click Back to Colour View in the Close group to restore the presentation to colour.
HOT TIP: If the
automatic Grayscale
setting applied to an
object on the slide doesnt
work well with the design
or appear as desired on the
screen, use another setting
to improve the quality.

4
5

ALERT: The Dont

Show command does not
remove the object from
the slide. It remains in
place but does not display.

WHAT DOES THIS MEAN?

Grayscale: colours are changed to shades of grey or black to distinguish them
depending on their hue and value. This is similar to watching an old movie or
television show, or viewing a black and white photograph.

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208

Change slide view to black

and white
Black and white values are similar to Grayscale except with fewer values or shades of
grey to translate colours. The slides may be of higher contrast, or appear starker.

1 Click the View tab on the ribbon.

2 Click the Black and White button in the Colour/Grayscale group.
3 Click Back to Colour View in the Close group to restore the presentation to colour.

DID YOU KNOW?

Many objects will appear the same in both black and
white and Grayscale. Make sure objects such as charts
and graphics do not lose any important detail or
distinctions when switching to black and white.

ALERT: The adjustment

DID YOU KNOW?

options in the Change Selected

Object group are disabled in
Black and White mode.

Some colours which translate to grey in

Grayscale mode may appear white or black
in Black and White mode. Make sure the
presentation remains visually appealing before
deciding to use Black and White mode.

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Work with multiple windows

209

PowerPoint 2010 allows the same presentation to open in more than one window. It
may also be beneficial to work with more than one presentation open simultaneously.
PowerPoint provides window arrangement capabilities to allow more than one
presentation window to be used to maximise efficiency.

1 Click the View tab.

2 Click New Window in the Window group to open the current presentation in a new
window.

3 Click Arrange All to tile the open PowerPoint windows on the screen.
4 Click Cascade to arrange the windows so they overlap one another.
5 Click Move Split to move the splitters between panes in a screen.
6 Click Switch Windows for a drop-down list of PowerPoint windows

and click to switch to it.

HOT TIP: Window

arrangement on the
screen depends on how
many windows are open
and the resolution of the
screen.

DID YOU KNOW?

When windows are
cascaded, the active
window is at the front
of the stack.

WHAT DOES THIS MEAN?

Splitters: the dividers between screen
panels, such as the side panel, Notes
panel and Slide panel in Normal view.

M12_HILL6158_01_SE_C12.indd 209

DID YOU KNOW?

When you click Move Split, the mouse
pointer becomes a special arrow tool
which allows you to drag the splitters to
their new locations. Press the Enter key
to return the mouse pointer to normal.

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13 Playing a
slide show

Run a slide show from the local computer

213

Broadcast a slide show to external viewers

214

Broadcast a slide show to internal viewers

216

Create a custom slide show

217

Set the Show Type settings for a slide show

218

Set the Show Options settings for a slide show

219

Set slides to play and display device options

220

Rehearse slide timings

221

Set recording options and start point

222

Set recorded slide show playback options

223

Set the monitor options

224

Use the laser pointer tool in a slide show

225

Annotate slides during a slide show

226

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212

Introduction
Once all the elements of a presentation have been assembled its time
to run the slide show. Presentations are often restricted in duration and
must fit a particular time slot. Other times they must be delivered to
remote audiences. They may or may not be run from the same computer
on which they were created.
Slide shows can be run manually or automatically. Equipment used to
deliver the presentation must be considered. The presenter may or may
not be the same person who created the slide show. PowerPoint 2010
provides tools to accommodate all these variables and make sure the
slide show is delivered professionally and smoothly.

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213

Run a slide show from the

local computer
Run the slide show from the same computer on which it was created to test or deliver
it. PowerPoint allows presentations to run from the beginning or from a specific slide so
you can ensure the slide show runs smoothly.

1 Click Slide Show.

2 Click From Beginning in the Start Slide Show group to run the slide show from the
first slide.

3 Click From Current Slide in the Start Slide Show group to run the slide show from
the current slide.

4 Advance through the slides to test transitions, animations, linked or embedded

content, and timing.

5 Click the blank screen at the end of the slide show to return to the
PowerPoint window.

HOT TIP: Use From Current

Slide in the Start Slide Show group
to work out timing or narration for
a section of a slide show.

WHAT DOES THIS MEAN?

Local computer: this is the computer on which the
presentation file resides. Local computer does not
refer to a resource from a network location, such as
a server or web space, or a remote computer.

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DID YOU KNOW?

Use mouse clicks or the scroll
wheel of a wheel mouse to
advance through a slide show.

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214

Broadcast a slide show to

external viewers
One of PowerPoint 2010s most exciting new features is the ability to broadcast slide
shows over the Internet. Remote viewers outside an organisation follow a link and view
a slide show in a web browser. Audiences worldwide can follow the presentation with
the PowerPoint Broadcast Service in a web browser.

1 Click Slide Show.

2 Click Broadcast Slide Show in

the Start Slide Show group.

3 Click Start Broadcast in the

Broadcast Slide Show dialogue
box to use the PowerPoint
Broadcast Service.

HOT TIP: You can re-send

the presentation URL to invitees
during the broadcast.

ALERT: The slide show runs

in full screen viewing mode and
the slides advance in the same
manner.

WHAT DOES THIS MEAN?

PowerPoint Broadcast Service: a service which allows PowerPoint 2010 slide
shows to be shown over the Internet. It provides a web address, or URL, which is
sent to viewers. The PowerPoint Broadcast service requires viewers to have Internet
access and log in with a Windows Live ID or Hotmail email address.

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4 Click Copy Link to copy the URL from the Broadcast Slide Show dialogue or click
Send in Email to invite viewers.
and run the slide show.

215

5 Click Start Slide Show on the Broadcast Slide Show dialogue to begin the broadcast
6 Click End Broadcast to stop broadcasting.

HOT TIP: The ribbons

Broadcast tab has commands to
begin the slide show from the
current slide or the beginning, to
set resolution and more.

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216

Broadcast a slide show to

internal viewers
Remote viewers within an organisation can view a broadcast slide show in a web browser,
just as external users can. For internal users, a SharePoint version 4 server with Microsoft
Office 2010 Web Applications installed is the recommended broadcast service.

1 Click the Slide Show tab on the ribbon.

2 Click Broadcast Slide Show in the Start Slide Show group.
3 Click Change Broadcast Service in the Broadcast Slide Show dialogue box.
4 Click the broadcast service to use or click Add a new service to add a new service.
5 Enter the broadcast service URL to use in the Add Broadcast Service dialogue box
and click Add.

6 Click Start Broadcast to generate the URL and broadcast the presentation.

5
5
DID YOU KNOW?
ALERT: Windows SharePoint version
4 with Microsoft Office 2010 Web
Applications installed is required and all
invitees must have correct access rights to
the site for this method. See the help file in
PowerPoint 2010 for more details.

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File sizes for broadcasting

presentations are limited. The
PowerPoint Broadcast Service
file size limit is 20MB, and the
Windows SharePoint version 4
file size limit is 50MB.

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Create a custom slide show

217

PowerPoint allows slide shows to be customised by displaying only the slides specific
to the audience. A single presentation can function for multiple audiences with
customisation. Target the purpose and viewership precisely with a customised slide show.

1 Click the Slide Show tab on

the ribbon and click Custom
Slide Show in the Start Slide
Show group.

1
2

2 Select Custom Shows from the

drop-down menu.

3 Click New on the Custom

Shows dialogue box to

create a new slide show.

4 Type the custom show

name in the Slide show
name box on the Custom
Shows dialogue.

5 Select the slides in the

Slides in presentation pane.

6 Click Add to add slides to

the Slides in custom show

pane.

7 Click OK to save.

HOT TIP: Click on any custom

shows in the Custom Shows
drop-down list to launch them.

HOT TIP: Add the slides in

the order they will appear in the
custom show, or rearrange them
in the Slides in custom show pane
with the up and down arrows.

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HOT TIP: Click the Show

button on the Custom Shows
dialogue to launch a selected
customised slide show.

DID YOU KNOW?

Use the Edit, Remove and Copy buttons
on the Custom Shows dialogue box to
work with customised slide shows.

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218

Set the Show Type settings for

a slide show
Slide shows may be presented by a speaker, as a kiosk display, or be browsed by an
individual. Slide show settings control how the slide show interacts with a viewer
or speaker.

1 Click the Slide Show tab and click Set Up Slide Show in the Set Up group.
2 Click Presented by a speaker (full screen) in the Set Up Show dialogue box Show
type group, if the show will be run by a presenter.

3 Click Browsed by an individual (window) for a single-user presentation.

4 Click Browsed at a kiosk (full screen) to set the presentation for an individual to use
at a kiosk.

1
2
3
4

ALERT: Slide advancement

controls may be disabled in
Browsed at a kiosk (full screen)
mode.

ALERT: Certain options in

the Set Up Slide Show dialogue
are disabled if Browsed by an
individual (window) is selected.

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DID YOU KNOW?

Presented by a speaker is the default
presentation mode and runs as a full
screen slide show. Nothing else shows
on the screen during the presentation
unless it is stopped. Browsed at a kiosk
sets the slide show to run in full screen
rather than in window mode. Browsed
by an individual runs in window
mode also.

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219

Set the Show Options settings

for a slide show
Slide show options include things like looping, whether to show with animation or
narration, and more. Set the show options to control which slide show elements are
available during presentation.

1 Click the Slide Show tab and click Set Up Slide Show from the Set Up group.
2 Tick Loop continuously until Esc to play the slide show until the Esc key is pressed.
3 Tick Show without narration to play a slide show without recorded narration.
4 Tick Show without animation to display animated objects as static.
5 Select a pen colour in the Pen Colour drop-down menu, or click More Colours to
create a custom pen colour.

6 Select a laser pointer colour from

the Laser pointer color dropdown menu.

2
3
4

5
6

HOT TIP: Write on your slides

HOT TIP: Use the mouse pointer

during a slide show with the pen

utility. See the section Annotate
slides during a slide show later in
this chapter for more information.

as a laser pointer during a slide

show. See the section Use the laser
pointer tool in a slide show later in
this chapter for more information.

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220

Set slides to play and display

device options
Selected slides can be shown during a slide show, or a custom show can be chosen to
play instead. Play contiguous slides or a particular section of a slide show rather than
creating a custom slide show. You can also choose which display device the slide show
runs on.

1 Click the Slide Show tab and click Set Up

Slide Show from the Set Up group.

2 Click the All radio button in the Show

Slides group of the Set Up Show
dialogue to play all slides.

3 Click the radio button beside the From

box to select a group of slides to run
with the From and To boxes.

4 Click the Custom show radio button and

select a custom show from the dropdown list.

2
3
4
5
6

5 Click how the slides are to advance in

the Advance slides group: Manually or
Using timings, if present.

6 Select the monitor to use and whether to show

Presenter view in the Multiple monitors group.
ALERT: The Custom show
DID YOU KNOW?
The Set Up Show dialogue box has
instructions for using the laser pointer tool
at the bottom of the dialogue.

HOT TIP: Set the From and To

slide numbers with the up and down
arrows on the boxes or by typing the
numbers directly in the fields.

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option is disabled if there are no

custom shows created.

DID YOU KNOW?

Presenter view is a multiple
monitor option which shows the
slide show on one monitor and
views presenter notes on another.
Only the presenter will see the
presenter notes in Presenter view.

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Rehearse slide timings

221

Successful presentation execution involves rehearsing narrative and timing. Practice

makes perfect! Use the Rehearse Timings tool to get the timing of each slide perfected
before delivering the presentation to a live audience.

1 Click the Slide Show tab on the ribbon and click Rehearse Timings in the
Set Up group.

2 Rehearse the narrative and advance transitions or animations while PowerPoint

records the time.

3 Click the Pause button on

the Recording box to pause
recording.

4 Click the Next button to advance

to the next slide.

5 Click Repeat to re-record the

timing of the current slide.

6 Click the drop-down arrow on

the Recording box title bar to
add or remove buttons from the box.

ALERT: The current slide

timing is reset when recording
is paused. The presentation
timing is not.

ALERT: The presentation runs

full-screen during recording.

DID YOU KNOW?

The white timer box in the
Recording box indicates the
current slide timing. The
timing box on the far right of
the Recording box is the total
presentation timing.

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ALERT: A Recording paused

message box appears when the
Pause button is clicked. Click
the Resume Recording button
to continue.

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222

Set recording options and

start point
PowerPoint allows slide shows to record with functions such as laser pointer motions,
narrative and animations included. Record from a specific slide, from the beginning, or
clear any saved timings to rehearse further.

1 Click Slide Show and click

Record Slide Show in the
Set Up group.

2 Select Start Recording

from Beginning to record

the slide show in its
entirety.

2
3

3 Click Start Recording from

Current Slide to record the
slide show from the currently selected slide.

4 Tick the Slide and animation timings

box on the Record Slide Show dialogue
box to record those timings.

5 Tick Narrations and laser pointer to

record those elements.

6 Click Start Recording to record the slide

show.

4
5
6

HOT TIP: The Clear menu on the Record

Slide Show menu offers options to clear
timings and narratives for the current slide
or all slides.

HOT TIP: Right-click a slide

during a slide show to access some
recording functions during recording,
such as Pause and End Show.

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223

Set recorded slide show

playback options
Recorded slide shows can play back all or only some of their recorded elements.
Playback options for narrative, timings and media controls can all be set prior to
playback to ensure the slide show performs as expected.

1 Click Slide Show.

2 Tick the Play Narrations tickbox in the Set Up group to play narrations during
playback.

3 Tick Use Timings to play back the slide show with the recorded slide timings.
4 Tick Show Media Controls to show controls for audio and video clips when the
mouse pointer moves over them.

1
2
3
4

ALERT: Use a microphone

connected to the computer
recording the slide show to
record narrations.

WHAT DOES THIS MEAN?

Media controls: these are the Play/Pause button, the Move Back and Move
Forward buttons, the timer bar and the volume control (i.e. the speaker icon).

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224

Set the monitor options

PowerPoint can be configured to display on one monitor or two. It can also be
configured to use a special display function called Presenter View. Set which monitors to
use, resolution, and whether to use Presenter View before playback or delivery of
a presentation.

1 Click Slide Show.

2
3

2 Click the Resolution

drop-down in the
Monitors group
to select a display
resolution.

3 Click the Show On

drop-down list to
select a monitor or
device to play the
slide show on.

4 Tick the Use

Presenter View tickbox
to use the Presenter View.
DID YOU KNOW?
ALERT: The Show On option
is disabled if only one monitor
is connected to the computer
running the slide show. Connect
an external monitor to laptops to
enable the feature.

In general, higher resolutions perform

more slowly during playback. This
may affect animations, transitions,
narratives and media content. Be sure
to test the performance of the slide
show at the desired resolution before
delivering the slide show.

WHAT DOES THIS MEAN?

Presenter View: this displays the slide show full-screen on an external monitor and runs a
special speaker view on another. The speaker view includes slide notes and timings to help
the presenter stay on schedule during a presentation. Only the presenter running the slide
show sees the speaker view portion of Presenter View.

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225

Use the laser pointer tool in a

slide show
PowerPoint 2010 lets presenters use the mouse during a slide show to assist with
presentation delivery. The mouse pointer can become a laser pointer to focus
audience attention. The pointer reverts back to normal when the presenter isnt using
the laser pointer.

1 Click the Slide Show tab and click Set Up Slide Show in the Set Up group.
2 Select a laser pointer colour from the drop-down list under Show Options.
3 Click OK to save the laser pointer setting and start the slide show when ready.
4 Press and hold the Ctrl key and the left mouse button together to activate the laser
pointer during the slide show.

5 Release the Ctrl key and mouse button to return the laser pointer to a standard
mouse pointer.

Hold Ctrl and the left

mouse button to create an
onscreen laser pointer

HOT TIP: Pick a colour which

ALERT: The slides may not

sharply contrasts with the theme

chosen for the slide show to
maximise visibility.

advance while using the laser pointer

unless they are set to advance on a
timing. Any animations or transitions
set to start by clicking will not work
while the laser pointer is in use.

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226

Annotate slides during a

slide show
The mouse pointer can be used as a pen or highlight marker during a presentation.
Draw or write on the slides during the show for emphasis or to attract attention to a
specific slide detail. Highlight key points as the presentation progresses and switch back
to a standard pointer when annotation is complete.

1 Click the Slide Show tab and click Set Up Slide Show from the Set Up group.
2 Select the pen colour from the Pen colour drop-down menu and click OK to save.
3 Right-click the slide
during the presentation
and select Pointer Options
from the quick menu.

3
4

4 Select Pen or Highlighter

from the Pointer Options
menu to mark or
highlight the slide.

5 Right-click and choose

Pen Options from the
quick menu.

6 Select Arrow from the Pointer Options menu to return to a standard pointer.
DID YOU KNOW?
ALERT: The pen or
highlighter will not revert to
a standard pointer when the
mouse button is released as the
laser pointer tool does.

You must click and hold the

left mouse button to write or
highlight with the pointer.

HOT TIP: Select an ink colour

HOT TIP: Create a custom colour
by selecting More Colors from the
Pen colour drop-down menu in the
Show Options option group.

M13_HILL6158_01_SE_C13.indd 226

for the highlighter or pen from

the Pointer Options quick menu.
Select a new colour to work
best with different themes and
backgrounds on each slide.

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14 Sharing a
presentation

Share a presentation through email

229

Share a presentation through SharePoint

231

Broadcast a presentation on the Web

232

Share a presentation with a slide library

233

Change the presentation file type

234

Share a presentation in XPS or PDF format

235

Create a video from your slide show

236

Prepare the slide show for use on a CD

238

Create handouts to edit in Microsoft Word

239

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228

Introduction
Not all presentations are shown on a large screen in a big auditorium.
There are many ways to deliver a presentation. Slide shows are only
one option. PowerPoint 2010 allows slide shows to be shared in a
variety of formats. Audiences can receive the slide show and view it in
the format which best suits their needs.
Once the slide show is complete, its a simple matter to package the
presentation to be shared. Pick the format, package the presentation,
and provide it to the intended viewers. Presentations can be viewed on
a computer, on a portable handheld device, as a video, as a static file,
as printed material, and more.

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229

Share a presentation through

email
Send the presentation as a file attachment to an email which PowerPoint generates.
The attachment can be run on any computer with PowerPoint installed. No file type or
format adjustment is necessary to email a presentation, but many options are available.

1 Click File, click Share in the side bar, and click Send Using E-mail.
2 Click Send as Attachment under Send Using E-mail to send the PowerPoint
file as an attachment.

3 Click Send a Link to email a hyperlink to the shared location of the presentation.
4 Click Send as PDF to email the slides as a PDF document.
5 Click Send as XPS to send an XPS file of the presentation.
6 Click Send as Internet Fax to send the slide show as a fax over the Internet.

HOT TIP: Viewers who dont

have PowerPoint installed on
their systems can download a
free PowerPoint Viewer from
Microsofts website to view
presentations.

HOT TIP: Emailing a link to the

presentations shared location
is a good way to keep the email
size small, and allows several
collaborators to work on the
same file and see all the changes.

ALERT: Most email systems have a file size

ALERT: The PowerPoint

limit for attachments. If the PowerPoint file

is too large, it may not be sent through the
email system. Check the file size limitations
of the email system being used to send the
presentation before emailing it.

presentation file must be saved

in a shared location to send a
link through email. Everyone
receiving the link must have
access to the location to use it.

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230

2
3

1
4
5

DID YOU KNOW?

PDF and XPS documents are universal file formats which can be opened and read on
most computer systems. XPS (XML Printed Specification) documents open in a web
browser and retain formatting and colour settings from the original file. PDF (Portable
Document Format) files open with a PDF reader, such as Adobe Acrobat Reader. PDF
and XPS documents appear the same way on most computer systems when opened.

ALERT: An Internet fax

provider is required to use the
Send as Internet Fax option.

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231

Share a presentation through

SharePoint
Presentations which are shared on a SharePoint server offer several advantages. The
file can be viewed and edited in a web browser or be located in a public or protected
space depending on the nature of content and collaboration efforts. Older versions of
the presentation file are accessible. Collaborators can also receive email notification of
changes made to the presentation.

1 Click the File tab on the ribbon and click Share in the side bar.
2 Click Save to SharePoint under Share.
3 Click Browse for a location under Save to SharePoint to search for a SharePoint
location in the Save As dialogue box.

4 Click Save to save the file.

2
3
1

DID YOU KNOW?

The File tab launches the Backstage Office view. The Backstage view provides file
management tools, and replaces the File menu in older office systems and the Office
button in Microsoft Office Suite version 2007. Everything done to a file, rather than within
a file, is performed in the Backstage view.

HOT TIP: Click the Tools

button on the Save As dialogue
box for additional options to use
during the save process.

M14_HILL6158_01_SE_C14.indd 231

HOT TIP: Rename the file by

typing a new file name in the
File name box on the Save As
dialogue box.

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232

Broadcast a presentation on
the Web
Sharing a presentation with viewers by broadcasting over the Internet is a simple and
cost-effective way to reach widespread audiences. Audience members receive a link to
the broadcast and watch it in a web browser. A broadcast slide show has limitations but
offers tremendous flexibility in reaching viewers.

1 Click File and click Share in the side bar.

2 Click Broadcast Slide Show under Share.
3 Click Broadcast Slide show under the Broadcast Slide Show section.
4 Click Start Broadcast in the Broadcast Slide Show
dialogue box to generate the broadcast URL and
begin broadcasting.

HOT TIP: You can

re-send the link to
invitees during the
broadcast if necessary.

5 Email the link to invitees.

3
2
1

DID YOU KNOW?

There are two types of broadcast
services available to broadcast a slide
show. Pick the service best suited for the
type of broadcast: internal or external.
See Chapter 13 for more details.

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233

Share a presentation with a

slide library
PowerPoint lets you publish slides to a slide library which other users can access. This
allows the slides to be re-used in other presentations and lets viewers see the slides in
the library. The slide library also provides access to other versions of the file, change
tracking, and more.

1 Click the File tab on the

ribbon and click Share in
the side bar.

2 Click Publish Slides under

the Share section of the
Backstage view.

3 Click the Publish Slides button to open the Publish Slides window.
4 Mark the tickboxes beside
the slides to publish.

5 Click Browse to select a

location for the slide library.

6 Click Publish to publish

the slides to the library.

HOT TIP: Click Select All

to publish the entire slide
show, or click Clear All to
tick all the tickboxes in the
Publish Slides window.

ALERT: Select a shared location on a

SharePoint server or other shared resource
if other users need access to the slide
library. Remember any users who require
access to the slide library need permission
to access the library location as well.

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HOT TIP: Tick the Show Only

Selected Slides tickbox to hide
thumbnails for slides which are
not being published.

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234

Change the presentation le type

In order to make the presentation usable by a wider audience it may be necessary to
save the file as a different file type. Not all computers use the same software, software
versions and operating systems. To accommodate variances, a different file type might
be the solution.
HOT TIP: Each entry on the
Change File Type screen shows a
1 Click File and click Share on the side bar.

2 Click Change File Type under File Types.

brief description of the selection.

3 Select the file type to change to in the Presentation File Types section.
4 Select PNG or JPEG image types under Image File Types to change the slides to
image files.

5 Click Save as Another File Type in the

Other File Types section to choose a
different file type.

ALERT: All entries in the Presentation

File Types section are PowerPoint file
types. The file will only be visible with a
version of PowerPoint.

1
2

DID YOU KNOW?

Both JPEG and PNG image
formats are web formats. Some
computer systems are set up to
view JPEG or PNG images in the
default web browser.

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4
5

HOT TIP: Click Save as

Another File Type to open the
Save As dialogue box. Choose
the file type in the File Type box
at the bottom of the dialogue.

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235

Share a presentation in XPS or

PDF format
A presentation as a PDF or XPS file makes it available to almost any computer user.
While the viewer does not see the slide show, slides are captured with fonts, formatting
and colours. Viewers for the file formats are available for free on the Internet if not
already installed on a viewers computer system. Content cannot be changed without
special software, which adds a level of protection to the file.

1 Click the File tab on the ribbon and click Share in the side bar.
2 Click Create PDF/XPS Document under the File Types section.
3 Click the Create a PDF/XPS Document button in the Create a PDF/XPS Document
section.

4 Select a save location, file type and optimisation options in the Publish as PDF or
XPS dialogue box.

5 Click the Options

button to see the
available options
for PDF/XPS
creation and
click OK.

6 Click Publish to
publish the
presentation.

5
6
DID YOU KNOW?
XPS stands for XML Print Specification. It
is an XML standard for print documents
which allows formatting, fonts, colours,
images and more to be accurately
reproduced from electronic files into printed
documents. See the PowerPoint 2010 help
file for more information.

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DID YOU KNOW?

The Options dialogue box for
PDF/XPS document creation has
a number of settings to allow
you to control the amount of
information included in the file.

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236

Create a video from your

slide show
A video slide show can be shared on a disk, the Web or emailed to recipients.
PowerPoint 2010 allows a full-fidelity video to be produced from a presentation file.
With a few simple steps a slide show can be converted into a video for a computer
display, the Internet or a handheld device.

1 Click File and click Share on the side bar.

2 Click Create a Video in the File Types section.
3 Select a display size from the Computer & HD Displays drop-down menu under
Create a Video.

4 Select to use recorded timings and narrations from the Timings and Narration
drop-down menu.

5 Set the amount of time for each slide from the Seconds to spend on each slide
timer box.

6 Click Create Video, select the save location in the Save dialogue box and click Save
to create the video.

DID YOU KNOW?

The Computer & HD Displays menu offers three display sizes: large
resolution (960 720) for computer monitors, high-definition displays and
projectors; medium resolution (640 480) for the Internet and standard
DVDs; and small resolution (320 240), for devices like a Microsoft Zune or
Apple iPod.

ALERT: Small text or elements may

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HOT TIP: Add recorded

timings and narrations
directly from the Timings and
Narrations drop-down menu
with the Add timings and
narrations selection, or use
Preview timings and narrations
to see them in action.

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1
237

6
2

ALERT: The presentation

DID YOU KNOW?

file size and complexity will

determine how long it takes
PowerPoint 2010 to generate the
video file.

The video file PowerPoint

makes from slide shows is
a Windows Media Video
(.wmv) file.

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238

Prepare the slide show for use

on a CD
PowerPoint can package a presentation and associated files for use on a CD. PowerPoint
will include linked files and embedded fonts. The option to include additional files is
also available so the presentation can be supplemented by other materials. In addition
the files can be copied directly to the disc or to a folder location.

1 Click the File tab on the ribbon, click Share on the side bar, and click Package
Presentation for CD under File Types.

2 Click the Package for CD button to open the Package for CD dialogue box.
3 Type the CD name in the Name the CD box and select a slide show under Files to
be copied.

4 Click Add to include other files on the CD from the Add Files dialogue box.
5 Click Options to open the Options dialogue box and tick the boxes to include
linked files or embedded fonts.

6 Click OK to save the options set, and click Copy to folder or Copy to CD on the
Package for CD dialogue box.

HOT TIP: Set

a password in the
Options dialogue
box if you need
to protect the
presentation.

3
3

4
5

6
6
HOT TIP: The Add Files dialogue
box opens with presentation files set
as the file type to search for. Choose
a different file type in the Files of type
drop-down list.

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ALERT: You must have a CD in

the CD-ROM burning device of
your computer to copy to CD.

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239

Create handouts to edit in

Microsoft Word
PowerPoint is able to create handouts which include presentation slides and notes.
Handouts are printed versions of the presentation. The handout formatting, layout and
any additional comments can be added in Microsoft Word.

1 Click File.
2 Click Create Handouts under File Types.
3 Click the Create Handouts button.
4 Choose a page layout option in the Send to Microsoft Word dialogue box.
5 Select to paste the slides into Word or to paste a link to the slides.
6 Click OK to send the slides and notes to Word.

ALERT: Linked slides in

handouts are not part of the
presentation. If the presentation
file is relocated the link may be
broken in the handouts.

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25/05/2010 11:09

15 Manage les
and information

Save the slide show from the File tab

243

Save a slide show with a new name

244

Open and close documents

245

Set presentation permissions

246

Check the file for issues before sharing

247

Open recently used files

248

Create new files from templates

249

Print a presentation

250

Optimise media content

252

Improve media performance

253

Manage options and add-ins, and get Help

254

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242

Introduction
The File tab opens Microsoft Office 2010s new Office Backstage view,
which replaces the File menu on older versions of the Office suite. It is
at the far left of the ribbon. The File tab provides tools to open, close
and save files in the Backstage view.
The Backstage view also has tools for file information management.
Personal information and hidden data, which you may not want to be
sent with the file, can be controlled from the Backstage view. Use the File
tab to control what information is included with a slide show, especially
those being shared rather than delivered as a live presentation.

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243

Save the slide show from

the File tab
The Save command from the old Microsoft Office menu system now resides on the File
tab in the Backstage view. Save a slide show file using the File tabs Backstage view after
creating it.

1 Click the File tab to

open the Backstage

view.

2 Click the Save

button to open the
Save dialogue box.

3 Browse to the
location where the
file will be saved.

4 Type a name for

the file in the File
name box of the
Save dialogue.

5 Choose a file type

4
5

from the Save as

type drop-down
list.

6 Click the Save button to save the file

with the name given in the location chosen.

DID YOU KNOW?

The Save button is also
available on the Quick Access
toolbar at the top of the
PowerPoint window in the
title bar.

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HOT TIP: Use keystroke

command Ctrl+S to save a file. If
the file hasnt been saved before,
the Save dialogue box will open.

ALERT: The default file type

for PowerPoint 2010 files is .pptx;
versions of PowerPoint older than
PowerPoint 2007 may not be able
to open the .pptx file.

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244

Save a slide show with a

new name
Save a file with a different name to back up a file or provide a working version and a
static original. You can also give a file a more meaningful name if the original file name
is obscure. Use the File tabs Save As function to change the files name or location.

1 Click the File tab to open the Backstage view.

2 Click Save As to open the Save As dialogue box.
3 Browse to the location where the file will be saved.
4 Give the file a new name in the File name box on the Save As dialogue.
5 Select a new file type, if desired, in the Save as type box on the Save As dialogue.
6 Click Save on the dialogue to save the file with the new name, file type or location.

DID YOU KNOW?

The Save and Save as dialogue

boxes automatically open to the
file save location set in PowerPoints
program options. If the file has
not been saved previously, you
will be able to provide a file name
and select a save location in the
dialogue box.

HOT TIP: Save to a network

or shared location if others need
access to the file.

HOT TIP: Press the F12 key on

ALERT: You can give the file

the keyboard to open the Save

As dialogue box.

any name up to 255 characters

long, which includes all the folder
names and even the hard drive
name. Be careful about making
the presentation name too long!

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Open and close documents

245

Use the file tab Open command to open files, and Close to close presentations without
exiting PowerPoint.

1 Click the File tab to launch the Backstage view.

2 Click the Open button to launch the Open dialogue box.
3 Browse to a presentation file to open.
4 Click the file to open and click the Open button to open the file and return to the
editing screen.

5 Click the Close button to close the current presentation without exiting PowerPoint.

2
3

HOT TIP: Use keystroke

Ctrl+O to launch the Open
dialogue box.

DID YOU KNOW?

PowerPoint 2010 returns
to the Home tab when a
dialogue box is opened. The
dialogue boxes do not open
over the Backstage view.

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HOT TIP: If the presentation

has been changed but not saved,
clicking the Close button brings
up a prompt to save the file.

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246

Set presentation permissions

PowerPoint allows permissions to be assigned to a presentation so only certain
individuals can access the file. Permissions include password protection, restricted
editing rights and digital signatures. Use the Backstage view Info tab to set permissions.

1 Click the File tab to open the Backstage view.

2 Click the Info tab on the sidebar.
3 Click the Protect presentation button to open the permissions drop-down menu.
4 Select an option from the drop-down menu.

HOT TIP: The Backstage view

opens with the Info tab selected
by default.

DID YOU KNOW?

ALERT: Check enforceability and

The Information Rights Management (IRM)

client is required to manage or set credentials
from the Restrict Permission by People menu
selection. The IRM client must be downloaded
from Microsoft to use this feature.

jurisdiction legal issues before using

the Add a Digital Signature option
from the Permissions drop-down
menu. See the PowerPoint 2010
Help section for more details.

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247

Check the le for issues

before sharing
PowerPoint 2010 lets you examine a presentation file before distributing or sharing
it for information about the documents properties and the authors name. You can
also check for content which may present challenges to people with disabilities or for
compatibility with older PowerPoint versions.

1 Click the File tab to open the

Backstage view.

2 Click the Check for Issues button

to open the drop-down menu.

3 Select Inspect Document to

look for hidden properties and
document information.

4 Click Check Accessibility to find

content which may present
difficulties to individuals with
disabilities.

3
4
5

5 Click Check Compatibility to

find content unsupported by older versions of PowerPoint.
DID YOU KNOW?
The Check for Issues feature
will locate any comments
or notes that have been
left in the slide and which
may not be intended for
audience viewing.

DID YOU KNOW?

The Accessibility Checker pane opens with the
potential issues and recommended fixes, as
well as reasons those elements were flagged,
on the Normal view Home tab.

M15_HILL6158_01_SE_C15.indd 247

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248

Open recently used les

PowerPoint 2010 records files which have been recently opened on the File tab, in the
Backstage view Recent tab. Click on a recently opened or edited file name to open it
from the File tab.

1 Click the File tab to open the Backstage view.

2 Click on the Recent tab in the sidebar.
3 Click on the file name under Recent Presentations to open the file in the
Normal view.

DID YOU KNOW?

You can set the number of
recent documents PowerPoint
2010 displays in the Recent
tab. The default number is 20.

M15_HILL6158_01_SE_C15.indd 248

HOT TIP: Click the push-pin

icon to pin the document to the
Recent documents list and keep
it there. Click the icon again to
unpin it.

25/05/2010 11:09

Create new les from templates

249

PowerPoint 2010 has an array of templates to help you build your presentation quickly
without having to start from scratch. Select a template from the Backstage views New
tab and get started building your document.

1 Click the File tab to open the Backstage view.

2 Click the New tab in the sidebar.
3 Select a template from the Available Templates and Themes section to use
templates on your local computer.

4 Select Themes from the Available Templates and Themes section to create a new
presentation based on a theme.

5 Select a type of
presentation from
the Office.com
Templates section
to download a
template.

4
3

6 Click the Create

button to create
and begin editing
the presentation
in Normal view.

2
6
5

ALERT: You must have an active

DID YOU KNOW?

internet connection to download

templates from Office.com.

You can reuse your presentation to

make new ones. Click New from
existing under Available Templates and
Themes, and browse for a presentation
to use as a template for a new
presentation in the New from Existing
dialogue box, then click Create.

HOT TIP: Use keystroke

Ctrl+N to create a new, blank
document in Normal view.

M15_HILL6158_01_SE_C15.indd 249

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250

Print a presentation
Printing a presentation and associated materials can be done from the File tabs
Backstage view. Print slides or slides and notes depending on the need. See Chapter 12,
Working with presentation views, for more information about handouts.

1 Click the File tab to open the Backstage view.

2 Click the Print tab on the sidebar.
3 Click the drop-down menu under Printer to select a printer.
4 Click Print All Slides from the Settings section to choose the slides to print.
5 Click Full Page Slides to select how the slides will appear on the page.
6 Click the Print One Sided drop-down menu to select single- or double-sided
printing in portrait or landscape orientation.

1
9

3
2

4
5
8

DID YOU KNOW?

You can adjust printer properties

within PowerPoint by clicking
the Printer Properties link in the
Printers section.

Enter the slide numbers to print manually

in the Slides box under the Print All
Slides drop-down menu. Separate the
slide numbers with a comma.

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25/05/2010 11:10

7 Click the Collated drop-down menu and choose either Collated or Uncollated
printing.
White printing.

251

8 Click the Color drop-down menu to choose between Color, Grayscale or Black and
9 Set the number of copies to produce in the Copies box under the Print section.
10 Click the Print button at the top of the Print page to begin printing.

DID YOU KNOW?

You can choose to print
the slides full page or select
multiple slides per page.
You can also set whether to
include notes, add a frame to
the slides, scale them to the
paper being used, and more.

DID YOU KNOW?

Grayscale translates colours into shades of grey. This
may be the best selection if printing a presentation on
a non-colour printer.

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252

Optimise media content

Optimise any media content in a slide show if a presentation will be delivered on
different computers to the one used to create it. Media optimisation is done from the
File tab.

1 Click the File tab to open the Backstage view.

2 Click the Info tab on the sidebar.
3 Click the Optimize Compatibility button to begin media optimisation.
4 Click Close on the Optimize Media Compatibility window when
optimisation completes.

DID YOU KNOW?

ALERT: The Optimize

The Info tab pane is content-sensitive.

If there is no media to optimise, the
Optimize Media Compatibility option
will not be displayed.

Compatibility button will be disabled

when optimisation is complete.

M15_HILL6158_01_SE_C15.indd 252

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Improve media performance

253

PowerPoint allows you to reduce file size and improve media performance from the
File tab. Compress media to make your presentations work better and keep them to a
manageable size.

1 Click the File tab to open the Backstage view.

2 Click the Info tab on the sidebar.
3 Click the Compress
Media button to open
the drop-down menu.

4 Select a compression
choice from the
menu to begin the
compression process.

5 Click Undo to
reverse the media
compression.

3
4

DID YOU KNOW?

The Compress Media
button opens the
Compress Media
window, which shows
which media content is
being compressed and
the progress.

ALERT: The Undo option

on the Compress Media menu
is disabled if the compression
cannot be undone.

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254

Manage options and add-ins,

and get Help
The File tab gives access to the Help system in PowerPoint 2010, and provides the ability
to manage add-in programs. From the Backstage view, program options can be set, such
as language options, proofing language, default file save locations, and much more.

1 Click Help to access PowerPoint 2010s help system, both locally and online.
2 Click the Add-ins button to manage files using any add-in programs available.
3 Click the Options button in the sidebar to set PowerPoint program options.
4 Click the Exit button to close PowerPoint.

2
3
4

DID YOU KNOW?

The Help system gives you access
to the local computers help
system and retrieves information
from Microsofts website on the
topic being searched.

HOT TIP: Update PowerPoint 2010 from

the File tab Backstage views Help tab. Click
the Check for Updates button to get the
latest patches and features from Microsoft
online.
ALERT: If you are using PowerPoint in

WHAT DOES THIS MEAN?

Add-in: these are programs that
are recognised by PowerPoint 2010
and add functionality to extend the
programs capabilities. Examples
of add-ins include Snag-It screen
capture software and Adobe Acrobat
PDF management software.

M15_HILL6158_01_SE_C15.indd 254

a corporate environment, make sure you

have permission to alter the program
options before doing so.

DID YOU KNOW?

PowerPoint 2010 program options include
file save locations, language preferences,
proofing language for spelling and
grammar check utilities, editing and cut
and paste options, and more.

25/05/2010 11:10

I sent a presentation to someone and they cant

open it in PowerPoint

256

I need to send my presentation to someone, but

the file is too large for the email system Im using 257
Some of the slides in my presentation dont play
during the slide show

258

I accidentally deleted my presentation

259

I cant turn on the Show Markup feature in my

presentation

260

Someone I sent my presentation to cant hear

the audio I included

261

I linked to a video on an Internet site and it

doesnt play in my presentation

262

I need to send a PowerPoint presentation to

someone who doesnt have PowerPoint.
What can I do?

263

I need to share a presentation with someone without

Internet access. How do I get it to them?
265
My boss and I need to work on a presentation
at the same time. How do I do that?

Z01_HILL6158_01_SE_EM.indd 255

266

25/05/2010 11:10

256

Problem 1: I sent a presentation

to someone and they cant open
it in PowerPoint
If someone is unable to open your PowerPoint 2010, the problem may be they are using
an older version of PowerPoint. While PowerPoint 2010 and 2007 work together on files
well, versions prior to 2007 may have problems with PowerPoint 2010 files.

1 Open the presentation in PowerPoint 2010, then click on the File tab.
2 Click the Share tab on the sidebar.
3 Click Change File Type under File Types.
4 Select a file type other than the .pptx default for PowerPoint 2010 and 2007.
5 Give the file a name in the Save As dialogue box and save the presentation.
6 Re-send the presentation file.

2
3

HOT TIP: You can send the

HOT TIP: The PowerPoint

presentation as a picture file

with each slide as a picture by
choosing PowerPoint Picture
Presentation from the Change
File Type pane.

97-2003 file type (.ppt file

extension) is the most universal
PowerPoint file type.

Z01_HILL6158_01_SE_EM.indd 256

25/05/2010 11:10

257

Problem 2: I need to send my

presentation to someone, but
the le is too large for the email
system Im using
PowerPoint 2010 allows you to reduce the file size in a couple of ways without removing
content from the presentation. You can compress media and pictures to lower the
overall file size of a presentation.

1 Open the presentation in PowerPoint 2010, click the File tab and click Info
on the sidebar.

2 Click the Compress

Media button in the

Info pane.

3 Select a compression
option from the
drop-down menu.

4 Check the file size

after compression
completes and
re-send.

5 Click a picture in the presentation.

6 Click the Format tab under Picture Tools on

the ribbon.

7 Click Compress pictures then re-check the

file size and re-send.

DID YOU KNOW?

ALERT: If there is no media in

Low Quality is the recommended

compression for sending
presentations with media content
over an email system.

your presentation this option will

not be available on the Info pane.

Z01_HILL6158_01_SE_EM.indd 257

25/05/2010 11:10

258

Problem 3: Some of the slides

in my presentation dont play
during the slide show
There are several reasons why this might happen. First of all, the slide is hidden.

1 Click the View tab and choose Normal or Slide Sorter view.
2 Right-click the slide thumbnail (or select all affected thumbnails, then right-click).
3 Click Hide Slide on the quick menu if the menu entry is active.
Alternatively, Set up Show settings are causing the problem.

4 Click the Slide Show tab and click Set Up Slide Show in the Set Up group.
5 Choose All in the Show Slides section of the dialogue box.

Z01_HILL6158_01_SE_EM.indd 258

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259

Problem 4: I accidentally deleted

my presentation
It may be possible to restore the file from the Windows Recycle Bin.

1 Exit PowerPoint.
2 Double-click the Recycle Bin icon on your
Windows desktop.

3 If your file is listed in the Recycle Bin, right-click it

and click Restore.

4 Close the Recycle Bin.

5 Start PowerPoint and try to open the file from the
restored location.

ALERT: The Recycle Bin is

bypassed when a file is removed
from a network resource.

Z01_HILL6158_01_SE_EM.indd 259

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260

Problem 5: I cant turn on

the Show Markup feature in
my presentation
The Show Markup button on the Review tab is disabled until a comment is left on the
presentation. Add a comment to a slide to enable the Show Markup button.

1 Click Review.
2 Click the slide on

which to add the

comment.

3 Click the text, object,

shape or graphic to
attach the comment
to.

4 Click the New

Comment button in
the Comments group.

5 Type the comment in

the comment editor.

6 Click outside the

comment box to close
the comment editor.

5
3

DID YOU KNOW?

The Show Markup command is disabled until
a comment is added to the presentation. It
becomes enabled and active when there are
comments and markup to show.

HOT TIP: Each comment is

indicated on the slide with the initials
of the user who created it and a
number showing the order in which
the comments were added.

Z01_HILL6158_01_SE_EM.indd 260

HOT TIP: Any object or text

can receive a comment.

25/05/2010 11:10

261

Problem 6: Someone I sent my

presentation to cant hear the
audio I included
If the audio in a presentation does not play on another persons computer, they may
either have an older version of PowerPoint which doesnt recognise your audio file, or
the audio may have been linked instead of embedded. Embed audio files to be sure
they work with your presentation.

1 Select the slide with the

audio file and remove it.

2 Click the Insert tab.

3 Click Audio from the Media

group and select Audio

from File.

4 Browse for an audio file of

a compatible file type to
insert with the Insert Audio
dialogue box.

5 Click the file name to use

and click the Insert button to

add the file to the slide.

HOT TIP: Double-click

the file name to insert it
into the slide.

ALERT: While PowerPoint 2010 accepts a

large array of file types, not all audio files are
compatible. Be sure to check the compatibility
list in the help files for more information before
inserting audio to your presentation.

Z01_HILL6158_01_SE_EM.indd 261

ALERT: Be sure to use a

file type compatible with
the other users version of
PowerPoint!

25/05/2010 11:10

262

Problem 7: I linked to a video on

an Internet site and it doesnt
play in my presentation
Linked videos from an Internet location require an active Internet connection to work.
They also fail if the URL of the video has changed in any way.

1 Check to make sure the computer has an Internet connection.

2 If the computer has an Internet connection, make sure the video URL
hasnt changed.

3 Click the Insert tab on the ribbon.

4 Click Video in the Media group and select Video from Web Site from the menu.
5 Copy the embed code from
the website where the video
resides and paste it into the
box on the Insert Video from
web Site dialogue box.

6 Click Insert to link to the

video from the presentation.

6
HOT TIP: The embed code from
video sites uses the <object> tag. If the
code doesnt begin with the <object>
tag the linking may not be successful.

ALERT: It is critical to obtain permission for use

of any video from a video website directly from
the video owner. Do not use a video without
permission to do so, preferably in writing.

Z01_HILL6158_01_SE_EM.indd 262

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263

Problem 8: I need to send a

PowerPoint presentation to
someone who doesnt have
PowerPoint. What can I do?
Send your presentation as a video instead of a PowerPoint file.

1 Click File and click Share on the sidebar.

2 Click Create a Video in the File Types section.
3 Select a display size from the Computer & HD Displays drop-down menu under
Create a Video.

1
6

3
4

ALERT: Small text or elements may be

difficult or impossible to read at the smallest
resolution. If viewers will be watching the
video on a hand-held device or at the
smallest resolution, be sure all content is
legible at that resolution.

Z01_HILL6158_01_SE_EM.indd 263

25/05/2010 11:10

4 Select whether to use recorded timings and narrations from the Timings and
264

Narration drop-down menu.

5 Set the amount of time for each slide from the Seconds to spend on each slide
timer box.

6 Click Create Video, select the save location in the Save dialogue box and click Save
to create the video.
DID YOU KNOW?
The Computer & HD Displays menu
offers three display sizes: large resolution
(960 720) for computer monitors,
high-definition displays and projectors;
medium resolution (640 480) for the
internet and standard DVDs; and small
resolution (320 240), for devices like a
Microsoft Zune or Apple iPod.

HOT TIP: Add recorded timings and

narrations directly from the Timings
and Narrations drop-down menu
with the Add timings and narrations
selection, or use Preview timings and
narrations to see them in action.

ALERT: The presentation

DID YOU KNOW?

file size and complexity will

determine how long it takes
PowerPoint 2010 to generate
the video file.

The video file PowerPoint makes

from slide shows is a Windows
Media Video (.wmv) file.

Z01_HILL6158_01_SE_EM.indd 264

25/05/2010 11:10

265

Problem 9: I need to share a

presentation with someone
without Internet access. How do
I get it to them?
PowerPoint 2010 allows you to package your presentation on CD or DVD. If you want
to preserve full-fidelity for audio and video aspects of the presentation, use a DVD. You
can also include other files with the presentation.

1 Click the File tab, click Share on the sidebar, and click Package Presentation for CD
under File Types.

2 Click the Package for CD button to open the Package for CD dialogue box.
3 Type the CD name in the Name the CD box and select a slide show under Files to
be Copied.

4 Click Add to include other files on the CD from the Add Files dialogue box.
5 Click Options to open
the Options dialogue
box and tick the boxes
to include linked files or
embedded fonts.

6 Click OK to save the

3
3

4
5

options set, and click

Copy to CD or Copy to
Folder on the Package
CD dialogue box.

HOT TIP: The Add Files dialogue box opens

HOT TIP: Set a password in

with presentation files set as the file type to

search for. Choose a different file type in the
Files of type drop-down list.

the Options dialogue box if you

need to protect the presentation.

Z01_HILL6158_01_SE_EM.indd 265

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266

Problem 10: My boss and I need

to work on a presentation at the
same time. How do I do that?
To share a file for more than one user to access simultaneously, the PowerPoint
presentation must be in a shared or common location (such as a network drive which is
accessible to everyone who needs to work on it, or a SharePoint site).

1 Click the File tab to open the Backstage view.

2 Click the Share tab in the sidebar.
3 Click Send Using E-mail under Share.
4 Click the Send a Link button to send the link to the presentation via email.

Z01_HILL6158_01_SE_EM.indd 266

25/05/2010 11:10

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Chapter: 3.2 Microsoft Windows Topic: 3.2.1A Introduction To Microsoft Windows
20 pages