Professional Documents
Culture Documents
PowerPoint 2007
Advanced
PowerPoint 2007 Advanced
Table of Contents
Inserting Sounds ................................................................................................................................... 4
Inserting a Sound File ....................................................................................................................... 4
Inserting a Sound from the ClipArt Gallery ....................................................................................... 4
Playing a CD Track ........................................................................................................................... 5
Sound Settings ................................................................................................................................. 5
Inserting Movies .................................................................................................................................... 6
Inserting a Movie File ....................................................................................................................... 6
Inserting a Movie from ClipArt .......................................................................................................... 7
Movie Settings .................................................................................................................................. 7
Setting Slide Transition ........................................................................................................................ 8
Something Else to Try ...................................................................................................................... 9
Animating Text and Objects...............................................................................................................10
Custom Animation ..............................................................................................................................11
Custom Animation ..........................................................................................................................11
Animating Charts ............................................................................................................................14
Motion Paths ...................................................................................................................................15
Rehearsing Timing ..............................................................................................................................17
Recording Narrations .........................................................................................................................18
Setting Up a Slide Show .....................................................................................................................20
Custom Slide Shows...........................................................................................................................21
Creating Custom Shows .................................................................................................................21
Playing a Custom Show .................................................................................................................22
Running a Slide Show ........................................................................................................................23
Running a Slide Show ....................................................................................................................23
Slide Show Tools ............................................................................................................................23
Navigating Slides in a Show ...........................................................................................................24
Annotating Slides ............................................................................................................................24
Slide Show Resolution .......................................................................................................................25
Using Presenter View .........................................................................................................................26
Slide Show Shortcuts .........................................................................................................................28
Hiding Slides .......................................................................................................................................28
Tips and Tricks for Drawing Shapes .................................................................................................30
Controlling Drawing with the Keyboard ..........................................................................................30
Duplicating a Shape .......................................................................................................................30
Changing a Shape ..........................................................................................................................31
Grouping Shapes ............................................................................................................................31
Ungrouping ClipArt .........................................................................................................................32
Formatting Lines and Shapes ............................................................................................................34
Shape Styles ...................................................................................................................................34
Shape Fill and Outline ....................................................................................................................34
Shape Effects .................................................................................................................................37
Aligning Objects ..................................................................................................................................38
Aligning Objects ..............................................................................................................................38
Aligning Objects to the Slide ...........................................................................................................39
Distributing Objects ........................................................................................................................40
Inserting Sounds
A number of sounds are supplied with PowerPoint 2007, and additional sounds can be downloaded from
the Microsoft Web Site. When a sound file is inserted into a presentation, an icon will be displayed where
the sound appears. This can be clicked to play the sound during a slide show, or you can set the sound to
play automatically when the slide is displayed.
PowerPoint 2007 supports a number of sound file formats including midi, MP3, wav and wma.
Locate and select the sound file you wish to insert, then click on OK
You will be asked how you want the sound to be played. Click on Automatically to play the sound
automatically when the current slide is displayed during a show, or click on When Clicked if you
wish to set the sound to play only when clicked during a slide show
Playing a CD Track
This option is used to play a song during a presentation. As the song is not stored in the presentation itself,
the CD must be in the CD drive while the presentation is running. This in turn will reduce the size of the
presentation.
Sound Settings
When a sound file is inserted into a presentation, an icon will be displayed where the sound appears. This
can be moved around the slide so that it doesn't show during an electronic presentation e.g. moved behind
another object or off the edge of the slide.
When you select a sound in normal view, the Options ribbon will display automatically.
Click on the Preview button in the Play group to play the sound. Click on this button again to stop
playing.
Click on the Slide Show Volume button to change the slide volume to Low , Medium, High or Mute
Check the Hide During Show box to hide the sound icon when viewing the slide electronically
Check the Loop until Stopped to replay the sound when it's complete
Use the Play Sound drop-down list to choose how the sound will play during an electronic show.
This can be set to play when the icon is clicked, automatically when the slide displays, or across
slides which will continue with the sound when a new slide is displayed
Increase the Max Sound File Size to increase the sound quality. Note that this will also increase
the size of your presentation
Inserting Movies
When a movie clip is inserted into a presentation, a poster will be displayed, showing the first frame of the
movie clip. A number of movies are supplied with PowerPoint 2007, and additional movies can be
downloaded from the Microsoft Web Site.
PowerPoint 2007 supports a number of movie file formats including mpeg, mov and avi.
Locate and select the movie file you wish to insert, then click on OK
You will be asked how you want the movie to be played. Click on Automatically to play the movie
automatically when the current slide is displayed during a show, or click on When Clicked if you
wish to set the movie to play only when clicked during a slide show
To add a movie from the ClipArt Gallery, including movies from the Microsoft Web Library:
The ClipArt task pane will display on the right-hand side of the screen. Click on the movie you
wish to add
Movie Settings
When a movie file is inserted into a presentation, a poster will display the first frame of the movie. This can
be moved around the slide as required, and resized to show as you want it to in an electronic presentation.
When you select a movie in normal view, the Options ribbon will display automatically.
Click on the Preview button in the Play group to play the movie. Click on this button again to stop
playing.
Click on the Slide Show Volume button to change the slide volume to Low , Medium, High or Mute
Use the Play movie drop-down list to choose how the movie will play during an electronic show.
This can be set to play when the icon is clicked, automatically when the slide displays, or across
slides which will continue with the movie when a new slide is displayed
Check the Hide During Show box to hide the movie when viewing the slide electronically
Check the Play Full Screen box to fill the entire screen with the movie when it plays, hiding all
other items on the slide
Check the Loop until Stopped to replay the movie when it's complete
Check the Rewind Movie After Playing to ensure it starts at the beginning if played again in the
presentation
Position the mouse over a transition effect to find out the name of that effect, then click on the
effect you wish to apply
To play a sound during transition, click on the drop-down arrow of the Transition Sound list on the
ribbon. Choose a default sound from the list, or click on Other Sound to locate a sound file on
your PC
Choose the Transition Speed to control how quickly the effect shows on screen. Choose Slow,
Medium or Fast
Check the On Mouse Click box if you want to show the next slide by clicking the mouse, rather
than the next slide showing automatically
Check the Automatically After box if you want the next slide to show after a certain amount of
time. Type the number of seconds in the box next to this
To apply the transition to all slides in the presentation, click on the Apply to All button
You can use Slide Sorter view to apply a transition effect to multiple slides in the presentation without the
need to apply to all:
Click on the Slide Sorter view button on the status bar, or click on the View ribbon and choose
Slide Sorter
Select each slide you wish to add the effect to. If the slides are next to each other, click on the
first slide, then hold [Shift] and click on the last slide. If the slides do not appear next to each other
in the presentation, click on the first slide, then hold [Ctrl] and click on each additional slide you
wish to add the effect to
All slides that have a slide transition effect applied will show with a star icon in slide sorter view. In the
following screenshot, slide 1 has a transition effect set, but slide 2 does not.
To remove the transition from a slide, click on the Animations ribbon, then on No Transitions, the first effect
in the transitions gallery.
To animate paragraphs of text e.g. bullets in the main content placeholder of a slide:
Click on the Preview button on the Animations ribbon to show all animations on the slide in turn.
Custom Animation
Custom Animation can be used to add more detailed animation to an object, adding different effects when
the object first appears on the slide and when it leaves the slide. Custom animation can also be used to
animate charts, and create freeform animation paths around the slide.
Custom Animation
The following types of animation can be applied to objects and text on a slide:
Effect Description
Entrance The effect that occurs when the object first appears on the slide
Exit The effect that occurs when the object disappears from the slide
Emphasis The effect that occurs when the object is on the slide
Click on the Add Effect button and choose the type of animation you wish to apply - entrance, exit
or emphasis
Choose the animation effect from the submenu, or click on More Effects to view additional
options. Choose the effect from the Basic, Subtle, Moderate or Exciting category, then click on
OK
Once the animation effect has been selected, use the Modify options to choose exactly how the animation
effect should occur:
Click on the drop-down arrow of the Start box to choose how the effect will begin - either when
you click the mouse or after the last animation is complete
Click on the drop-down arrow of the Direction box and choose the direction of the effect. When
flying in, for example, the object can appear from the left, right, top or bottom of the slide
Click on the drop-down arrow of the Speed box and choose the speed of the animation, which can
be Very Slow , Slow, Medium, Fast or Very Fast
Additional animation options can be viewed by clicking on the drop-down arrow next to the effect itself, then
choosing Effect Options from the drop-down list.
Use the Effect tab to change enhancements such as a sound to play during animation or whether
to dim the object or text after it has been animated on screen
Use the Timing tab to set an exact speed for the animation, including whether to repeat the
animation after playing
If animating text, use the Text tab to choose how text should be grouped e.g. to be animated all at
once, or by 1st level paragraph
The order in which the animations will occur will show on the slide. You can change the order by dragging
the effects up or down in the Custom Animation task pane.
Animating Charts
When you apply custom animation to a chart, all elements of the chart will show at once. You can change
this so that each series or category appears in turn.
In the lower half of the task pane, click on the drop-down arrow of the effect you have just added
and choose Effect Options
Click on the Chart Animation tab
From the Group Chart list, choose how to show the chart during the animation effect e.g. by
series or by category
Click on OK
By Series would show all Jan bars for all regions, then all Feb bars, then all Mar bars
By Category would show all North bars, then South, then East and finally all West bars
Motion Paths
A motion path is the path that an object follows in animation. You can set custom animation paths in
PowerPoint 2007 to control exactly how your objects move on screen during the slide show.
You will be able to see the path that the item will follow. The green arrow indicates where the object will
start in the animation, while the dotted line shows the path it will take. The red arrow shows where the
object will end when the animation is complete.
You can also create your own paths, to decide exactly where the animation will start and end:
Position the mouse where you want the object to start in the animation, then click the mouse.
Click the mouse at each point the direction of the path will change, then double-click where the
object should be at the end of the animation
The animation path will be hidden when the Custom Animation task pane is closed.
Rehearsing Timing
PowerPoint shows can be timed in one of three ways:
Manually, which means that the mouse must be clicked for the next slide to appear. This is
the default used for all new presentations
With each slide showing for a specific number of seconds, as set in the Transition ribbon
With recorded timings
The first slide will be displayed on screen, as well as the Rehearsal toolbar:
Button Description
Pause show
Leave the slide on screen for the required amount of time - the timer box will display the number
of seconds that have passed. Click the mouse to continue with the next slide
Repeat the above step until all slides of the presentation have been displayed. To stop the timing
temporarily, click on the Pause button, clicking on Play to restart
When all slides have been displayed, a message box will give the time of the overall presentation.
Click on Yes to keep the new timings or No to revert to the previous timings
The presentation will show in Slide Sorter view, with timings displaying under each slide:
Recording Narrations
If your computer has a microphone and sound card, you can record voice narration that will play
automatically for each slide of the presentation. Narration can be recorded for specific slides in the
presentation and is not limited to one large sound file for the entire presentation, as was the case in earlier
versions of PowerPoint.
To record narration:
Click on Change Quality to choose the sound quality you wish to use - better quality will result in
more disk space being used to store the file. Choose OK when complete
To set the recording volume, click on Set Microphone Level. Read the text in quotation marks so
that PowerPoint can set the level of your recording automatically, clicking on OK when complete
To store the narration in a separate file, check the Link Narration In box. The narration will be
saved as a file with the .WAV extension in the folder displayed
Click on OK to start recording the narration
If you are on a slide other than the first of the presentation, choose whether to record on the
Current Slide or First Slide
You can now start narrating your slides. To pause the narration at any time, right click on the slide and
choose Pause Narration.
When you reach the end of the slide show, a message box will display. Choose to Save the narrations with
each slide, or Don't Save to discard the narrations.
The slide narration will appear as a sound icon on each slide which will not display in the slide show. To remove
the narration from a slide, click on this icon and press [Delete].
In the Show Type box, choose how the slide show will display - full screen or in a smaller window
that can be resized as required
Under Show Options, choose whether to loop the show or to show without narration or animation
effects
Choose the default Pen Colour for any annotations made on the slides
If you only wish to display certain slides, click on the From option and choose the first and last
slide you wish to show
Choose whether to use slide timings or advance slides Manually with a mouse-click
If you have two monitors, choose the monitor you wish to show the slides on
Click on OK when all settings have been changed as required
Slide Show options can also be set by holding [Shift] and clicking on the Slide Show view icon in the status bar
along the bottom of the screen.
Click in the Slide Show Name box and type a name to identify the custom show. The name can
contain up to 31 characters, including spaces
Select each slide you wish to include in the presentation, clicking on the Add>> button after each
Use the Up and Down arrows to reorder the slides as you wish them to appear in the custom
show
Click on OK when complete
Click on Close to return to the presentation
A slide show can be run by clicking on the Slide Show view button.
The active slide will be displayed on screen with all toolbars, menus and other elements hidden.
The Slide Show ribbon contains buttons to run the slide show from the beginning of the presentation, or
from the current slide:
During the slide show, a menu of tools can be displayed which allow you to navigate the presentation,
black or white out the screen, or pause or end the show.
Clicking the mouse during a slide show will display the next slide of the presentation. You can also use the
buttons on screen to show the next or previous slide:
If you wish to view a different slide, or return to a slide already shown, the presentation can be navigated by
title.
Annotating Slides
While the presentation is being displayed, annotations can be used to draw attention to specific parts of the
slide. Annotations are temporary and will be lost as soon as the next slide is displayed.
If you add annotations to a slide, you will be asked if you wish to keep these annotations when you end the
slide show. Click on Keep to add the lines to each slide, or Discard to remove the lines.
You can now set the resolution of your slides when showing a presentation in PowerPoint 2007.
Always test the new resolution before running the presentation, as your monitor may not be able to handle a
high resolution setting and may flicker or cause the slides to shift on screen
Presenter View displays options that allow you to control the presentation while the audience can only see
the slide itself. You can set navigation and annotation options and can view and add notes without your
audience seeing these. A thumbnail of each slide is also given, showing you which slide to expect next in
the presentation.
Now, when you run the slide show, the Presenter View will display on your second monitor:
Use the left and right arrows to show the previous or next slide on your primary monitor, or click
on a specific slide number along the bottom of the Viewer
Choose annotation options by clicking on the Pen icon and choosing the required setting
Choose slide options by clicking on the Slide icon and choosing the required settings
Close the viewer using the red X in the top-right corner - this will also stop the screen show.
Keystroke Action
Hiding Slides
This option allows you to hide a slide that you may not need to show in the presentation. The slide can still
be shown, but will not appear automatically.
A hidden slide will show with it's number crossed out in slide sorter view, as with slide 3 below:
When showing the presentation, press H on the preceding slide to display the hidden slide.
Right click anywhere on the slide or click on the menu Indicator in the bottom-left corner of the
screen
Choose Go to Slide and the number of the hidden slide - this will appear in brackets
Click on the drop-down arrow of the Shapes button on the Home ribbon
Click on the type of shape you wish to draw
Position the mouse where the top-left corner of the shape should appear and drag the mouse
diagonally to create the required shape and size
Release the mouse button when the shape is correctly drawn
For example, to draw an oval shape, click on the Ellipse shape, then at point 1 on the slide. Drag the
mouse to point 2 before releasing the mouse button.
The following keys can be held while drawing the line to change the way in which the line is created:
Key Action
Shift Forces a straight line or perfect shape e.g. a perfect square or circle
Shift + Ctrl Draws a straight line or perfect shape from the centre out
Click on the Line tool in the Drawing group of the Home ribbon
Click where the line should start, hold the [Shift] key, then drag to where the line should end
Release the mouse button before releasing the [Shift] key to retain the straight line
Duplicating a Shape
If your diagram is made up of multiple shapes that are the same size and distance apart, you need only
create one shape, then duplicate it to generate the diagram.
Changing a Shape
Once you have created your first shape and duplicated it as required, you can change the shape of any of
the items without the need to redraw them. The format of the item will stay the same, as will its position on
the slide and any text typed inside the shape.
Grouping Shapes
If you are creating a diagram that is made up of multiple lines and shapes, it's a good idea to group all
items into a single object. You can then move or resize the diagram as a whole.
Select all items to be grouped - the easiest way to do this is to click above and to the left of the
first shape, then drag over all items you wish to select
Click on the Format ribbon
Click on the Group button in the Arrange group
Choose Group
Press [Ctrl G] to group selected objects, and [Shift Ctrl G] to ungroup the grouped selection.
Ungrouping ClipArt
Most Clipart is made up of shapes and lines grouped together in order to produce an image. If a ClipArt
image contains an item you wish to use on its own, try ungrouping the ClipArt to select just the item you
wish to use.
Insert the ClipArt image onto your slide, and ensure this is selected
Click on the Format ribbon, then on the Group button in the Arrange group
Choose Ungroup
Click on Yes when prompted to convert the PowerPoint image to drawing objects
Click on the Group button and choose the Ungroup option again - the object will now be
ungrouped, with each part of it selected separately
Click away from the image, then select each part you no longer require, pressing [Delete] to delete the
selected item.
Shape Styles
The shape styles that are available to you depend on the theme that has been applied to the presentation.
As well as changing the style of a shape or line, you can also change the fill and
outline colours manually.
To choose a different colour, click on More Fill Colours to display a full palette from which any
colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom
tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete
Choose Picture to add a picture to the shape. Locate and select the image you wish to use, then
click on Insert
Choose Gradient to add shading to the shape, then choose from the default shades displayed
Choose Texture to add a pre-set texture to the shape e.g. marble or wood
Click on the More option on any of the Shape Fill or Shape Outline commands to view the Format Shape
dialog box.
The following menu options appear on the left-hand side of the window:
Fill Set the fill of the shape to solid, gradient or picture, with further options such
as the gradient colours and picture tiling settings
Line Colour Set the line to solid or gradient, with a choice line colour and transparency
Line Style Set the width, dash and arrow options of the line
3D Format Add 3D effects to the object including depth and contour settings
Text Box Set the margins to appear around any text inserted into the shape
Shape Effects
Effects such as shadows, glows and reflections can be added to a shape or line as follows:
Aligning Objects
Aligning Objects
Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option is
used, for example, all selected objects will be lined-up with the left-most object.
The following example shows the same shapes after left alignment:
To align shapes:
You can align an object to the slide, for example if you wish to centre an image or shape in the middle of
the slide.
Choose where you wish to align the object on the slide - left, centre, right, top, middle or bottom
Click on the Align button again and choose further options as required
To centre a shape on the slide, choose the Align Center option followed by the Align Middle option.
Distributing Objects
Distribution will ensure the spacing between three or more objects is identical.
The following example shows the same shapes after horizontal distribution:
To distribute shapes:
Stacking Objects
By default, objects are stacked as they are created i.e. the first shape drawn will appear at the bottom of
the stack while the last shape drawn will appear at the top.
In the following example, the blue circle was drawn first, so appears at the bottom of the stack:
Rotating Shapes
When an object is selected, a rotation handle is shown at the top of the object.
It is also possible to rotate images - both ClipArt and inserted file images - in this way.
If you prefer, you can rotate the image to a set 90 degrees to the left or
right:
Flipping Shapes
Objects can be flipped to create a mirror image or rotated to any degree of the original shape.
For example, the following screenshot shows an original object that has then been flipped horizontally, then
vertically:
To flip an object:
The PowerPoint grid is a set of intersecting dotted lines that can be hidden or displayed as required and
that can greatly assist in the sizing and alignment of objects.
Gridlines will be shown at a spacing of 5 lines per centimetre. As you draw or move objects, they will snap to the
closest gridline automatically.
Gridline Settings
Displaying Guides
Guides are similar to grids in that they are used to align and draw objects more easily. However, while grids
appear at set intervals on screen, you can control exactly how many guides are shown, and where they
appear - their position can be changed as required.
By default, a horizontal and vertical guide will be displayed in the centre of the slide.
Select the shape or text box containing the text you wish to format
Click on the Format ribbon
Click on the More Options button of the Shape Styles group
Click on the Text Box option in the left-hand menu
Format Description
GIF A standard format supported by the Web and able to be compressed well. GIF suits non-
photographic images with only a few distinct colours. Multiple GIF images can be strung
together to form animations, known as animated GIFs
PNG Another format supported by the Web and compressed well. PNG does not support
animation, but can support different degrees of transparency
TIFF This is widely accepted as a photograph file standard in the printing industry but is not
supported by the Web and can result in large image file sizes
BMP Bitmaps can be accessed in a wide variety of applications although they are not
compressed so can be large in size
WMF This is a 16-bit metafile format. A metafile is made up of commands to draw the objects that
make up the image, and to control the style of these objects
Create a shape and format it using the settings you wish to become the new defaults
Right-click on the formatted shape and choose Set as Default Shape
All new shapes created within the presentation will now be formatted automatically to match the new default.
Click on More SmartArt Graphics to view additional options, clicking on OK after the required diagram is
selected:
Editing Shapes
PowerPoint 2007 allows you to edit a shape, changing the form in any way you require.
Changing AutoShapes
When you draw and select certain shapes, you will see small yellow diamond shapes where the different
parts of the shape can be changed:
In the following shape, the curve of the edge can be changed by moving the diamond:
In the following shape, the width of the arrow's line and the arrow itself can be changed using the two
diamonds displayed:
To change an AutoShape:
You can change the points in a shape, allowing you to change the form in any way. A shape must be
converted to a freeform shape before points can be amended.
Right-click over the shape and choose Edit Points from the shortcut menu displayed
You can now click on any point in the shape and drag in or out to change its form. In the following example,
the top-right corner point of a rectangle has been dragged up to extend it:
You can change a segment (the line between two points) to a straight or curved line by right-clicking over
the line and choosing Straight Segment or Curved Segment as required. The following shows the above
example with both the bottom and right borders changed to curved lines:
You can also change any point of a shape from a closed point to an open point. This allows you to convert
a shape to a series of lines.
You can now drag each point at the opening to create the lines required. We've removed the fill colour in
the following edited shape to illustrate this better:
Editing shapes in this way takes practice. Remember you can undo any change you don't want to keep by
pressing [Ctrl Z].
Connecting Shapes
You can connect shapes and lines that you have drawn using any of the lines from the Insert Shapes
button. When you connect two shapes, the connector will always stay between the shapes, even if they are
moved.
Connecting Shapes
To use connectors:
Formatting Connections
Most shapes have connection points on their corners, with some having connection points between each
corner. There may be times you wish to connect shapes in a position other than their corners or the centre
of an edge. In this case, you can add your own connection to a shape.
Before adding a connection point to a shape, it must first be converted to a freeform object.
Right-click over the shape and choose Edit Points from the shortcut menu displayed
Right-click over the edge of the shape where you want the new connection point to appear, then
choose Add Point from the shortcut menu displayed
The new point will not show when the object is selected, but you will be able to join a connector line to that point
when adding connectors.
Click on the drop-down arrow of the Select button in the Editing group of the Home ribbon
Choose Selection Pane
All objects on the slide will be listed - click on the name of any object in the pane to select that object on the
slide.
To select multiple objects through the Selection Pane, hold [Ctrl] and click on each object to select.
You can also use the Selection Pane to hide objects on the slide without the need to delete them
permanently.
Click on the Hide button next to an object's name to hide that object on the slide
Click on the Show button next to an object's name to show that object again
In the image to the right, the oval shape is hidden, while the
rectangle and triangle are both showing.
Adding Comments
Comments can be attached to any slide in the presentation to add explanations for the speaker or
audience.
By default, comments will display the name of the user that inserted the comment. Ensure the correct user
name is set before inserting a comment.
Adding Comments
To insert a comment:
A new comment will be created containing your User Name which can be selected and deleted or
edited as required
Type the comment text
Click away from the comment to secure it on the slide
Viewing Comments
Comments show as yellow indicators displaying the initials of the person that inserted the comment,
followed by a sequential number.
Printing Comments
Comments can be printed as they appear on the slides, or hidden from the printout. To set how comments
will print:
To remove a comment:
You can remove all comments on the current slide, or in the entire presentation as follows:
Click on the lower part of the Delete button in the Comments group of the Review ribbon
Choose to remove markup from the current slide or entire presentation as required
You can also right-click over a comment to see options to delete and edit the comment:
Inspecting Presentations
Before sharing a presentation with colleagues or customers, you may want to remove any personal or
hidden information, to ensure the person you pass the presentation onto will not be able to view this.
Item Description
Comments and Comments you have inserted via the Review ribbon, or ink annotations you
annotations have created via your tablet PC
Off-slide content Any objects positioned outside the slide area i.e. dragged to the side of the
slide
By default, PowerPoint will search for all hidden and personal content other than off-slide content
- ensure all items you wish to locate are checked
Click on Inspect
PowerPoint will alert you of any content that has been found. You can remove any items by clicking on the
Remove All button next to the item that has been found.
Click on Reinspect to ensure all hidden and personal information has been removed
Click on Inspect
When all items are ticked, click on Close
Note: Take care when using the Inspect command as you may end up losing information. If you remove
speaker notes, for example, this text will be deleted and you will not be able to undo the command.
Restricting Permissions
You can restrict permission on a presentation that you store on a shared drive to specify exactly which
users can view or edit the presentation. In order to be able to set restrictions, your organisation will need to
have a rights management server in place.
When you open a file that has permissions set, you will be prompted that your credentials will be checked.
Click on OK to see if you have permission to view the file.
If you have permission to view or open the file, the presentation will be displayed with a banner showing it
has restricted access:
To see your permissions for the file, click on the View Permission button:
Click on the Request Additional Permissions link to send an email message to the owner of the file. In the
email message, specify why you need full permission, then send the message as normal.
PowerPoint will create the new document workspace, showing progress of the operation:
When the workspace is created, the Document Management task pane will show the number of users,
tasks, related documents and links in the document workspace.
Click on the Open Site in Browser link in the Document Management task pane to open the document
workspace in Sharepoint in your browser.
The file will be uploaded to the server and the task pane will show that the document is up-to-date.
Reusing Slides
If you need a new slide in your presentation that has similar content, formatting or effects (e.g. animation)
as an existing slide, there is no need to recreate the new slide from scratch, even if the slide you wish to
reuse is in another presentation.
You can reuse slides from any presentation, formatting them automatically to match the content of the
current presentation, or keeping the original format of the slide as required.
Click on the drop-down arrow of the New Slide button on the Home ribbon
Choose the Reuse Slides option
Position the mouse over a slide to magnify it on screen so that you check if it is the slide you wish
to reuse
Click on a slide to insert it into the presentation - the slide will be formatted to match the
presentation you are copying it into
If you wish to keep the original formatting of the slide you are inserting, check the Keep Source Formatting
option at the bottom of the task pane before inserting slides.
The status bar will show the progress of the update to Sharepoint:
On the Home ribbon, click on the New Slide button in the Slides group
All slides will be displayed - click on the slide you wish to insert
Check the Tell me when this slide changes box if you wish to be notified by email when any changes are
made to the selected slide in the library.
Importing Outlines
Text created in Word 2003 can be used to create a PowerPoint presentation automatically.
The text in the Word document should be typed using the standard Heading styles - Heading 1 should be
used for any slide titles, Heading 2 for any main bulleted points, Heading 3 for sub-bulleted points, etc. Any
body text with the Normal style will not be included in the presentation.
Locate and select the Word document that contains the text you wish to insert
Click on Insert
It is also possible to insert text from HTML and text files in this way.
Word 2007 will be launched and the document will be displayed on screen. Text can be edited and formatted
using any of the standard Word features.
PowerPoint 2007 uses a Web feature called "round tripping". Files saved in HTML format can be re-opened
in PowerPoint without losing any of the original formatting of the presentation.
To allow for this feature, each file saved in HTML format will have an accompanying folder of the same name,
containing related HTML pages. It is important to remember that moving the HTML file without the related folder
could result in errors in the web pages - always keep the file and folder together in the same location.
To change the page title, which will appear in the browser's title bar, click on Change Title and
amend as required. Click on OK
You can now view the HTML file in any web browser e.g. Internet Explorer. Double-click on the HTML file to
launch your default web browser and display the page.
Publishing a Presentation
In the Publish What box, choose to publish the entire presentation, or choose Slide Number and
enter the numbers of the slides you wish to publish
Uncheck the Display speaker notes box if you don't want speaker notes to be included on the
web pages
In the Browser Support box, choose the target browser
Ensure the file name and title are correct
Click on Publish
Tab Description
General Set the colour of the slide navigation controls that will be used to browse your web
presentation. This tab also sets whether slide animation will show on the web, and
whether graphics will automatically resize to fit the browser window.
Browsers Choose the target browser for the web pages - the pages will be optimised for this
browser. Also sets whether Portable Network Graphics (PNG) files are allowed as
images.
Files Sets whether supporting files such as images and sounds are organised into folders.
Also sets whether long file names are used and whether links are updated if the
presentation is amended.
Pictures Sets the monitor size that your presentation will be optimised for.
Encoding Sets the language code that your presentation will be saved in, dictating the character
sets that will be displayed. This defaults to Western European for Windows.
Fonts Sets the default fonts for standard (proportional) and fixed-width characters on your
page. This will not affect any formatted text on your slides, only additional text such as
comments and links.
Creating Themes
You can customise PowerPoint's default themes to hold your own choice of colours, fonts and effects.
Themes can be customised if they don't follow the exact format that you require.
Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme
To create a new colour scheme, click on the Create New Theme Colours option
Type a name for the new colour scheme in the Name box
Click on the drop-down arrow next to each theme colour and choose a new colour for that
element. To enter a custom colour using RGB values, choose More Colours then the Custom
tab. Enter the RGB values in the Red, Green and Blue boxes, then click on OK
Click on Save when all colours have been entered
Click on the drop-down arrow of the Fonts box and choose a font set to use
To choose non-standard fonts, choose the Create New Theme Fonts option
Type a name for the font set in the Name box
Click on the Heading Font drop-down arrow and choose the font to use for headings on your
slides
Click on the Body Font drop-down arrow and choose the font to use for body text on your slides
Click on Save
When all theme elements have been changed, save the theme as follows:
Click on the drop-down arrow of the Themes button and choose Save Current Theme
Enter a name for the theme in the File Name box
Themes are stored in the Document Themes subfolder of your AppData folder by default - click
on Save to save the theme
When you apply a theme, it will be applied to all slides in the current presentation, regardless of the slide you
are on when you choose the command.
If your saved theme is listed in the Custom section of the All Themes list, click on this now to
apply the theme to the presentation:
If your saved theme is not listed, click on the Browse for Themes option
Locate the saved theme, then select it in the directory listing
Click on Open
The theme will be applied automatically and will now be listed in the Custom section of the theme list for further
use.
Use the following menu items on the left-hand side of the screen to change options:
Menu Options
Popular The most commonly changed options such as your user name and whether the
Developer ribbon should display.
Save The default file format to be used, and whether AutoRecover is enabled
Advanced More advanced options such as whether the entire word is selected when you
drag over text and the number of commands that can be undone.
This section also contains options for:
Cut, copy and paste settings
Display settings such as the number of recent documents that show in
the Office menu
Slide show options such as whether each show ends with a black slide
Printer settings such as background printing and print quality
Settings for background saving
Feedback and error options
Menu Options
Customise Customise the Quick Access toolbar by adding and removing buttons
Click on the drop-down arrow at the end of the Quick Access toolbar
Choose More Commands
To move the command up - towards the left of the Quick Access toolbar - click on the Up arrow
To move the command down - towards the right of the Quick Access toolbar - click on the Down
arrow
Continue adding commands as required
Click on OK when complete
Creating Macros
A macro is a collection of PowerPoint commands that can be run automatically via the ribbon or Quick
Access Toolbar. Macros are used to automate tasks and should be used whenever a series of commands
will be executed repeatedly over a period of time.
Note: Unlike in Word and Excel 2007, you cannot record macros automatically in PowerPoint 2007. Instead,
you need to create them by writing the code in the Visual Basic Editor. We will introduce you to the editor on this
page, but won't go into detail of how to code macros as this is beyond the scope of Desktop Mentor.
To do this:
Creating Macros
Once the Developer ribbon is showing, you can create macros via this ribbon.
The Visual Basic Editor will open, allowing you to add the code to your macro. All commands you wish to
run should be inserted between the Sub and End Sub lines on the right-hand side of the screen, with each
command on a new line.
For example, the following code would add a hyperlink to the selected item on the slide:
When all commands have been added, click on the File menu and choose Close and Return to Microsoft
PowerPoint.
Visual Basic is a full programming language that you will need to learn to some degree in order to create
macros in PowerPoint 2007.
Almost every macro command involves manipulating objects. Each element in PowerPoint e.g. a slide,
shape or selection is represented by an object in Visual Basic. Objects are controlled by properties and
methods.
object.property = value
ActiveWindow.Selection.ShapeRange.Height = 20
A method is an action that can be performed on an object. For example, the active document can
be closed, therefore closing is the method performed on the active window object.
object.method
ActiveWindow.Close
Choose Help, Microsoft Visual Basic Help in the Visual Basic Editor to find out more about Visual Basic and
the commands you can use to create your macros.
Running Macros
Before a macro is assigned to an action or quick access button, it can be run in the following way:
Press [Alt F8] at any time to display the list of macros available to be executed.
Click on the drop-down arrow at the end of the Quick Access toolbar
Choose More Commands
Click on the drop-down arrow of the Choose commands from list and choose Macros
Choose the macro you wish to add to the toolbar
Click on the Add button
To move the command up - towards the left of the Quick Access toolbar - click on the Up arrow
To move the command down - towards the right of the Quick Access toolbar - click on the Down
arrow
To choose a new image for the button on the toolbar, click on macro in the list of commands
added to the toolbar, then click on Modify
You can now click once on the button on the Quick Access toolbar each time you wish to run the macro.
Macro Security
A macro virus is a virus stored within a macro in a presentation or template. When you open the
presentation and execute the macro, either knowingly or by accident, the virus will be activated and stored
in your main PowerPoint template. After this has occurred, each presentation you open is in danger of
being infected by the virus - and it is possible for you to transfer the virus to other user's computers by
emailing presentations or saving files on shared network drives.
For this reason, PowerPoint offers a number of security levels for the treatment of files containing macros.
Level Description
Very High Unsigned macros are disabled, and signed macros are only enabled if installed in a
trusted location
High Unsigned macros are disabled while signed macros are enabled
Medium If the macro is unsigned, the user will be prompted as to whether they wish to enable or
disable the macro. Signed macros are automatically enabled
If you have virus scanning software installed on your computer that is compatible with Office 2007, all macros
will be scanned for viruses before they are enabled. For this reason, it is always recommended to work only on
a computer that has an active up-to-date virus scanning application.
Inserting Controls
You can add controls to your slide to add form functionality e.g. buttons, text boxes, radio buttons and
check boxes. Controls are used to add more functionality and interactivity to a slide show, allowing different
options to be set depending on audience or presenter choice.
Label Labels are used to identify the controls on the form - by displaying text
that tells the user what to enter into the control. Labels can be positioned
anywhere on the slide and moved as required.
Text Box A text box is used to store any value typed by the user. The value will
display in the text box until cleared or edited.
Spinner Spinners are similar to scroll bars in that they are used to select one of a
number of numeric values. The up arrow is clicked to show the next
value, while the down arrow is clicked to show the previous value.
Button Buttons are used to perform an action, such as sending a form via email
or adding data to a database. You need to create a macro to perform the
action, then assign the macro to the button.
Image This will insert a placeholder in which different images can be displayed,
either manually by changing the properties of the control, or via a macro.
Scroll Bar On a form, a scroll bar is used to select one of a number of values. The
user will scroll up to select a lower number, or down to select a higher
number. They can also drag the scroll bar up or down to move in larger
steps.
Check Box Check boxes are used when a question has a choice of two answers e.g.
yes or no, or true or false. The check box can either be ticked or not. If
the form has a number of check boxes, any combination may be selected
or de-selected.
Radio Button Radio buttons are used to give a choice of options where only one option
may be selected. When an option is selected, all others are de-selected.
Combo Box Combo boxes are used to present a set of choices. The choices will only
be shown when the arrow is clicked, with the selected option visible at all
times. It is also possible for the user to type their own value into the box.
List Box List boxes are used to present a set of choices, where all choices are
visible. The user will click on their required choice in the list.
Toggle Button A toggle button has two states - either on or off - shown when the button
is pressed down or not. Click once on the button to turn it on, then again
to turn it off.
More Controls Displays additional controls e.g. calendars, movie objects, etc.
To edit the text on a label, option button or check box control, right-click over the item and choose the
Object command, then the Edit command.
Click on the Slide Show view button to display the slide show and allow the items to be used as form
controls.
You can resize the control by positioning the mouse over a white handle of the selected object, then dragging to
make the object larger or smaller as required.
Set a unique name for the control by clicking in the (Name) line and typing a name. This will allow
you to refer to the control in a macro if required
Set any other properties by clicking on the line you wish to change. If a set value is required e.g.
for the width and height of the control, type the new value. If a choice of options is available, click
on the drop-down arrow displayed. Choose a value from the choices available for that property.
Click away from the object when complete