Biswajit Tripathy

Design your Business

Published by: Orissaa.com

Design your Business

by

Biswajit Tripathy

NOTE TO READERS
Though every effort has been made to ensure the accuracy of the information contained in the book, it may change at any time for various reasons that includes technical advancement, upgradation of softwares etc. Readers should be sure to call, email us for confirmation of any information that is found questionable in this book. If you find any information out-of-date or incorrect, we would appreciate it if you would let us know via our email id (biswajitt@gmail.com).

No parts of this book may be reproduced, stored in or introduced into a retrieval system, or transmitted, in any form, or by any means (electronic, mechanical, photocopying, recording, or otherwise), without the prior permission of the publisher.

A nonym ous - . not by w aiting.W e Spend our days w aiting for the ideal path to appear in front of us. . B ut w hat w e forget is that. Paths are m ade by w alking.

She has always showered my path with flowers. My Mother whose name is Puspa. . who are the source of my happiness and the reason for my life. & to all those who always thought I would never make it. they gave me the determination to go ahead. My Wife Ruby who is a very precious part of my life. which means Spring. My Kids Harsh & Khushi.To my Father who was always a spring in the summer of my days. his name is Basanta. meaning Flower.

This is the book on PowerPoint.Making of…. which has started where all other books have chosen to end. I am sure this book will address the purpose it is meant for. I started working for a few companies and gradually reached a senior level where I needed to develop a lot of presentations. But then I found that there was not a single book on PowerPoint that had the level of detail that I wanted. I started reading a lot of books on PowerPoint & read a lot of articles on Internet. This book has tried to cover a lot of things that you will need. Why another book on PowerPoint? If that’s what you are thinking now. which are not available anywhere else. . then you need to read this book. to reduce the size of a big presentation. I hope that everyone who reads and uses this book will find it useful. to convert your presentation to a self-running executable file & so on. Please read the book & tell others if this book has been useful to you. This book will guide you to design the most beautiful & professional presentation you have ever designed. This book talks about a lot of features of PowerPoint that you may not find anywhere else. because this is not just another book on PowerPoint. I am not a master in PowerPoint. So here I am and here is this book. There was no material available to tell you how to design your own templates. The low quality of presentations being designed was a major irritant to me and I started thinking of doing something that will help every PowerPoint user to make better presentations in an easier way. After completing my graduation in Computer Engineering.

After the website was stabilized a bit. or i s s a a. I went on to write the book. During the making of this book I have done a lot of research. . After leaving my job in Paradeep Phosphates Limited as the Head of IT in 2004. I started working as a Software Engineer for few years. c o m . You only have to believe they can. During that time. After a year. I also planned to write this book. Then I moved on to work for an Aerospace Company.Dreams do come true…. I hope it helps you.. I moved to work in a few manufacturing companies.. All the best and enjoy this book. After completing my Engineering in Computer Science. I designed a website ww w.

............................................................................................................................................................................................................................................................................................................................... 15 CREATING A SIMPLE PRESENTATION ................................................ 32 Benefits of Mind Mapping ................................................................ 33 ADDING MULTIMEDIA CONTENTS ........................................ 20 Getting Started............................................................... 26 Using Custom Animations .......................................................................................................................................................................................................................................................................................................................................................................... 36 To insert a video on a slide ................................................................................................................................................................................................................................................................................................................................ 29 Printing a Presentation .......................................................................................... 12 BEFORE USING MICROSOFT POWERPOINT..................................................................................................................... 19 Introduction ...................................................................................... 35 To insert a CD audio track on a slide................................................... 27 To preview the slide show ................................................ 28 To save a copy of a presentation to a Web server in Windows Explorer ................................................................................................... 27 Highlighting parts of the slide show ........................................................................................................................................................................................ 38 -8- ............................................................................................................................................................................................................................................................................................ 29 MIND MAPPING ...................................................................................................................................................................................................................... 26 Color Scheme ................................................................................................................................................................................................... 36 CREATING A TEMPLATE ................................................................................................................................................................................... 27 To use the Slide Show Menu...................................................................................................................... 36 Adding Flash Animation to PowerPoint Presentations.......................................................................................................................................................................................................................................................... 27 Saving Your Presentation .................................................................................................. 27 Navigating While In Your Slide Show ............................................................................................................................................................................................................................................ 33 Creating a Mind Map .. 35 To record a voice narration ........................................ 20 Slide Manipulation .......................................................................................... 28 Pack & Go......................................................................................................................................................................... 26 Using the Animation Scheme ...................................Blueprints for a successful presentation HISTORY OF POWERPOINT ................................................................. 22 Adding Transitions to a Slide Show .............................................................................................................................................................................................................................. 26 Reviewing the Slide Show ......................................................................................................................................................................................................................................................................................................................................................................................... 31 How to Draw a Mind Map ..................... 28 Unpack a presentation to run on another computer............ 29 To print notes............................................................. 34 About recording a voice narration or sound in a slide show........................................................ 28 Designing a Quick Presentation using Design Template .......... 29 To print handouts................................... 28 Saving the document as another file type.................................................................................... 28 Saving to the Web ................................................................................................................................................................................................................................................................................................................................................................................................... 28 Pack up a presentation for use on another computer ......................................................................................

............................................................................................. 57 Introduction ........................ 54 To change master text and title styles ....................................................................................................................................... 65 Creating Original Artworks in PowerPoint ............................. 42 To import an Microsoft Excel chart ..................................... 61 Creating Action Buttons ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 41 Import Microsoft Word text into your presentation ....................................... 45 Create a New Presentation................................................................................................................................................................................................................................................................................................................................................................................................................... 50 PROOFING........................................................................... 39 To create a design template ................ 58 Working with Text ............. 61 Adding Objects to Slides Using the Drawing Toolbar .......................................................................................................................................................................................................................................................................................................................................................................................... 58 Guides and Rulers.......... 43 MACRO PROGRAMMING IN POWERPOINT.......................... 63 Combining Presentation ...................Blueprints for a successful presentation Creating Custom Templates .............................................................................................................................................................................................................................................................. 54 To follow up with Meeting Minder and Action Items...................................................................................................................................................... 46 PROJECTING YOUR SLIDESHOW IN THE CLASSROOM ................................ 59 Page Setup for 35mm slides................................................................................................................................................................... 40 To add a template to the AutoContent Wizard ........ 40 Animating PowerPoint Design Templates.............................. 65 -9- ............................................................................ EDITING........................................................ 39 To create a content template .......... 54 Master slides and custom templates...................... 61 Advanced Drawing Techniques .................................................................................... 53 To check consistency and style ........................................................................................................................................... 40 IMPORTING OTHER OFFICE FORMATS ............................................................................................................................................................................................................................ & COLLABORATING ......................................................................................................................... 54 Customizing your slides using the slide master ......... 54 COPYING YOUR PRESENTATION TO MEMORY STICK...................................................... 55 ADVANCED POWERPOINT .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 58 Identifying Toolbars ................................................... 42 CREATING PORTABLE PRESENTATIONS ......................................................................................................................................................................

............ 92 Transitions & Animations . 111 Powerpoint Add Ins........................................................... 77 Drawing In PowerPoint ......................................................................................................................................................................................................................................................................................................................................................................................................... Editing And Opening Presentations ............................................................................................................................................................................................................................................................................................................................. 83 Formatting......... 82 Printing...10 - ..................... 107 Printing.................................................................. 88 Toolbars............... 66 Setting Animation................................................................................................................................................ 87 POWERPOINT TIPS ...................................................................................................................................................... 106 Pictures And Other External Files................................................................................... 69 ADDING A NARRATION ....................................................................................................................................................................... 109 PowerPoint Mysteries .....A Review ........................................................................................ 68 Annotating Slides........................................................................................................................................................................................................................................................................................................................................................................................... 69 Style Checker .............................. 70 EXTENDING POWERPOINT BEYOND .................................................................................................................................................................. Using................................................................................................................................................................................. 90 Formatting............................................................................... 104 Drawing In PowerPoint .................................................................................................................................................................................................................................................... 77 Pictures and Other External Files ......................... 85 Unsolved Mysteries .......................................................................................................... 66 Saving a Slide as a Graphic File...................................................... Editing And Opening Presentations ......................Blueprints for a successful presentation Builds and Transitions ............................................................ 67 Showing Off your Presentation at a KIOSK ........................................................................................................................................................... 73 POWERPOINT FAQS ....................... 113 ................................................................................................................................................................................ 88 Saving............................................................................................................................................................................................................................................................................................................ 78 Animation and Slide Show ......................................................................................................................................................................................................................................................................... 84 Saving........................................................................... 80 Sound and Video .......................................... 67 Organizational Charts ........................................................................................................................................................ 103 Templates ........................................................................................................... Using..........................................................................................................................................................................................................................................................................................................

.......................................................................................... 114 Deleting and Copying ...... 114 Text Formatting............................................... in All Views ...... 116 ............................................................................................................................................................................................................................................................... 116 Getting Help & Programming Tools ..................................................................... 114 Navigating in Text Blocks.................................................................................................................................................................................................... 115 Working with Slides and Presentation Files ........ 115 Controlling Slides in Slide Show ............................................................. 115 Drawing & Formatting ...................................................................................................................................................................................................... 114 Outlining.......................................................................................................................... 115 Outlining................................................................................................................................................................................................................................................................................................................. 115 Selecting....................................... 115 Working with Presentation Windows..........................................................................................................................................11 - .........................Blueprints for a successful presentation POWERPOINT KEYBOARD SHORTCUTS .................................................................................................................................. in Text .. 114 Navigating and Working With Objects .................................................. in Outline View.................................................................................................................................

12 - .Blueprints for a Successful Presentation History of PowerPoint .

Ami Pro. Lotus ships SmartSuite: 1-2-3. Lines. OLE 2. slow Windows product with poor Mac file compatibility. Introduction of TrueType Fonts in this version of PowerPoint. Auto Content Wizard. Freelance Graphics Word Perfect ships PerfectOffice: Word Perfect. the product unit stays in California. Lotus Freelance ships newly designed product on OS/2. Forthought was founded by Rob Campbell and Taylor Pohlman in order to develop a software called Presenter which was later renamed as Powerpoint. status bar. Slide Show. Features All slides in one file.1. sounds & video Features Office look & feel: tooltips. Lotus Freelance for DOS. Quattro Pro. WYSIWYG support. focuses on Mac. Major release with shared code between Mac and Windows versions. Auto Layouts. Slide Master. Draw Perfect Harvard Graphics can’t find a dance partner Aldus ignores Windows market. Handout Pages & Note Pages. Microsoft PowerPoint allows you to construct dynamic looking presentations from scratch or by using the easy to use wizard. 1983 . Color Schemes. Compatibility with Harvard Graphics. May 1988: PowerPoint Version 2 In August 1987.0 The suite battles begin from here with other players like Lotus SmartSuite. Microsoft acquires Forethought for $14 Million. The competitor Aldus ships Persuasion 1. Fonts are a major problem for everyone. transition effects. Word Perfect. Graphing. Harvard Graphics share leader on PCs. . Black & White Features Find & Replace. These presentations are laid out in a storyboard type fashion. Rehearsal & Hidden Slides. Microsoft puts serious effort into promoting Microsoft Office. Features Outlining & drawing tools. Aldus share leader on Macintosh.Blueprints for a Successful Presentation Microsoft PowerPoint is a powerful tool to create presentations and slide shows. You can also choose to prepare the presentations manually if you have got some basic expertise.0 Development was done by 2 developers.13 - . This version was originally called “Presenter” and was designed for Windows version 2. Harvard Graphics announces move to OS/2. Ran on any Macintosh with 512K RAM and a floppy drive—no hard disk required. May 1990: Windows PowerPoint Version 2 This was the first presentation product for Windows 3. where individual slides are created & formatted with text & images. May 1992: PowerPoint Version 3 PowerPoint version 3 is again the first application which required Windows 3. Aldus slow to release buggy.April 1987: PowerPoint Version 1 First version of PowerPoint published by Forethought of Sunnyvale. Word Tables.0. Genigraphics Driver for slides Features 256 color support. later ships Windows product with same UI as DOS version. Bullets. Spell Checker. then Windows. February 1994: PowerPoint Version 4. and it took them exactly 16 months to complete Coding of the same was done using a Lisa with two 5 MB hard drives connected via the serial port.0 for Macintosh: outliner multiple masters graphing polygons Harvard Graphics for DOS. CA. Shaded Fills. Boxes & Circles. flying bullets.0.

14 - . Save to Web.virtually no competition. File compression. auto correct. Typical installation of Office Premium: 626 MB for all nine apps. Features Office Assistant. XP Version 2005: Powerpoint 2003 Features Tri Pane view. Focus on electronic presentations and on-line documents. save to HTML. presentation conferencing. (From here onwards PowerPoint became a part of Microsoft Office Suite) Now 4 versions of Office. Microsoft has dominant market share -. real tables. Real curves & textures. meeting minder. Major changes in User Interface & enhanced graphics capabilities. Package for CD Improved Graphics & Multimedia. VBA programmability. Auto Clipart. pack & go. PowerPoint version 2000. Enhanced Collaboration between co-workers.0 Application version number goes random. Aldus was also bought by Adobe & was left on Cans. New animation schemes. June 1999: Office 2000. Auto Fit text. Lotus was bought by IBM & Word Perfect bought by Novell. improved sound & animation effects. black & white view. Non’2006: Microsoft Office 2007 A lot of new features like Office One Note have been a part of MS Office Suite. picture bullets.Blueprints for a Successful Presentation February 1994: PowerPoint Version 7. animated GIFs. Product is Virtually “documentation free” Features Rewritten in C++. Microsoft owns major market share on PCs & MACs due to phenomenal sales of Microsoft Office. Sometime in 2004: Powerpoint 2002. Harvard was left to die. aliased fonts. Comparing & Merging changes in presentation. animation paths for various shapes. that ship nine different products. May 1997: PowerPoint Version 97 By this time most of original PowerPoint team has left Microsoft. Central office development team makes most product decisions. .

15 - .Blueprints for a successful presentation Before Using Microsoft PowerPoint .

Turn off Fast Saves Select Options from the Tools menu.com/windows/downloads/default. PowerPoint returns control to you a little more quickly when Background Printing is turned on. if you use Office 2003. and then click Help and Support. It is possible that you may not want to apply all available patches and service packs. These updates are available in Microsoft site. click Start.com/officeupdate/default. Save. install simple any printer driver that you find available in your PC. That's the same as having no default printer at all. Any printer with postscript fonts is advisable.Blueprints for a successful presentation Check for latest updates PowerPoint is a complex software and like any other software this might also have bugs.aspx?CTT=6&Origin=EC790020111033 For Windows updates see http://www. you'll need to read the information from Microsoft to decide what to update and what not to? But . In the Options dialog box. It doesn't matter whether the printer's connected or not. click on the Save tab. And as long as you're in Options PowerPoint 97: Advanced tab Here you can set your Default File Location -. It might seem that Background Printing would speed up your work. The default is always 20. you have to use what are called "Service Packs". Even if you don’t have a printer. Even if you never actually print to this driver.the drive and folder where PowerPoint will automatically offer to open/save your presentations when you do a File. can you remember back more steps than that? Leaving Undos set too high uses more memory and can confuse PowerPoint at times. Hence. it's advisable to install a local driver as your default printer. Cut back on the number of Undos Click the Edit tab of the Options dialog box. Open or File. If that is the case. but . Print tab Turn off Background Printing. Windows XP or Windows 2000. Change Maximum Number of Undos to something reasonable. except it's on the Save tab. If your default printer is on a network and the driver's installed on the network too. click Start. You don't even need to own a printer. PowerPoint 2000 onwards: Same deal. you should use Service Pack 1. Remove the checkmark next to Allow Fast Saves.16 - . but it probably won't. it'll make PowerPoint run smoothly. Windows Update Make sure you've got a printer driver installed and set it as Default PowerPoint needs to find a printer driver when it starts up. even though you never print to it. Microsoft works real hard to fix bugs as & when they're discovered. start at http://office.mspx Or if you have one of these Windows versions: Windows XP/Home. you'll have problems if the network goes down or if you disconnect from the network. We strongly recommend that you check regularly for updates to your versions of both PowerPoint/Office and of Windows. To get the fixes.. For Office updates..microsoft. Laptop users should watch out for this one especially. Ten or less seems like plenty.microsoft. Install some kind of printer driver and set it as your default.

Remove the checkmark next to "Automatic layout for inserted objects" Click OK Though this appears to be a presentation-specific setting. press Ctrl+S every few slides to save the presentation. In either case. it will stay off. a network drive. an utility which saves PowerPoint files sequentially on every changes. Here's a good way to work: While you're working on a presentation. Here's how: . This file extension is what Windows uses to decide what application owns each of your flies. you'll need to view or change the extension for one of your PowerPoint or related files. you'll print faster with Background Printing turned off. work from a local (ie. you don't lose all your work. it can slow PowerPoint (and other programs) down dramatically. Always copy presentations to your hard drive. on your hard drive) copy of the presentation. Remove the checkmark next to Menus Show Recently Used Commands First. so to avoid confusion then.. pie charts. Choose Tools. If you use PowerPoint 2000 Choose Tools. Normally. MyPresentation-1. download & install Sequential Save. Overall. As with diskettes.g. Avoid opening from/saving to a shared Novell or NFS network drive. Windows hides the dot+three-character file extension from you. This can improve your printouts of e. get Windows in the habit of showing you the info now. And your printouts may be better: sometimes PowerPoint misprints notes pages if Background Printing is on. We like to tack on a number . Windows setup We suggest making the following change to your default Windows setup: Make Windows show your file extensions. MyPresentation-2. Sooner or later. Save Regularly and save often. AutoCorrect Options (you'll need to have a presentation open for this to work).Blueprints for a successful presentation because it's sharing computer cycles with the printing process. That's it. once you turn it off. Turn it off. Turn off Automatic Layout if you have PowerPoint XP or higher Automatic layout can cause no end of peculiar little problems and this seems to have no practical value. You may also want to experiment with turning Print Inserted Objects At Printer Resolution ON. but . removable storage or burn it to CD. open them.17 - . MyPresentation-3 and so on. If there's a lot of stuff in there. Customize then click the Options tab. Here are a few other suggestions that may prevent you from losing your work: NEVER open from or save to a diskette directly. save them to your hard drive. choose File. Every time you're about to make any major changes. then copy it off to the network drive when you're done with it. Or if you prefer something more automatic (and elegant). That way if the computer's hard drive crashes.. periodically copy the most recently saved file off to another drive. Click the AutoFormat As You Type tab.. performance suffers (both your editing work and printing). Check the TEMP folder Periodically check your \TEMP folder and delete excess files.. This prevents PowerPoint from "hiding" menu items you don't use often. Save As and give the file a new name. what to do when you double-click an icon and so forth. then copy them back to diskette if necessary.

.Blueprints for a successful presentation Double-click My Computer.PPT file to . Folder Options from the menu bar of the "My Computer" window Click the View tab Scroll down a bit and remove the check mark next to "Hide extensions for known file types" Make sure the other options are set the way you want them for all folders on you computer Click "Apply to all folders" Now when somebody suggests something cryptic like "Rename your .PPS" you'll be able to see what they're talking about and you'll know how to do it.18 - . Choose Tools.

2. 8. 3. 4. 10. 11. 9.19 - . 7.Blueprints for a successful presentation Creating a Simple Presentation When you complete this chapter you will know 1. How to Open PowerPoint Getting Started with PowerPoint Various Views Slide Manipulation Adding Transitions Color Schemes Review the show Saving Presentation Pack & Go Using Templates Printing a Presentation . 5. 6.

you may choose More Files to move to the location of a previously saved presentation file and open it. and deliver presentations. Only the on-screen presentation allows you to use the full range of PowerPoint's features. Blank presentation opens a new presentation with no template. print notes pages. PowerPoint slides should contain brief. print. The Wizard then builds a dummy presentation that will guide you in developing the content of the presentation. Open an existing presentation displays a list of recently opened PowerPoint presentations from which you can choose. and can be moved or modified independently from other objects in a slide. print handouts. but you only have to develop it once.Blueprints for a successful presentation Introduction PowerPoint is an application that lets you create. Or. or deliver an on-screen presentation. descriptive phrases that will help you remember what you want to present and to serve as a reminder for your audience. Auto Layout After you have opened a new presentation. Template choices are generally easier to make after you have opened the new presentation because you can better see the characteristics of each template before making a selection. it is important to remember that you should not try to include every piece of information you wish to deliver. You can type in text using text boxes. images. or sounds. When you start PowerPoint. The most common mistake made by novice PowerPoint developers is to stuff too much information on each slide. graphs. Design Template allows you to establish the background and color scheme from the available templates prior to beginning work in the new presentation. This chapter will help you get started with PowerPoint prepare a basic presentation with a little effort. create charts. AutoLayouts provide a pre-determined layout for each specific . As you develop a PowerPoint presentation. Getting Started How to get started with PowerPoint? Click on the Start button >> Programs >> Microsoft PowerPoint OR Click on the Start button >> Programs >> Microsoft Office >> Microsoft PowerPoint. you can present information in a variety of ways. You can print slides (a "slide" is what PowerPoint calls each screen of information). lists. Each element in a slide is considered its own object. You have several options for the delivery of a presentation. the new presentation dialog box offers four choices as follows: AutoContent Wizard asks you a series of questions designed to invite information about you and the type of presentation you are making. download templates from web or prepare your custom templates with the help of information in later part of this book. You can either select the available templates. in case of Office 2003. prepare for 35mm slides. About the Slides On any given slide in a PowerPoint presentation.20 - . But the best idea will be using the help files that are an integral part of Microsoft PowerPoint. concise. PowerPoint displays the New Slide dialog box containing twelve AutoLayouts.

You can also set the timings for electronic slide shows. where you can work on one slide at a time Displays miniature versions of all slides in a presentation. where you can work on one slide at a time or organize the structure of all the slides in your presentation Switches to outline view. Each layout depicted is described in the lower right corner when you click the layout. complete with text and graphics. Else choose the Blank Slide & go ahead with your presentation. where you can work with the structure of your file in outline form. Title Slide Bulleted List Two Column Text Table Text & Chart Chart & Text Organizational Chart Chart Text & Clip Art Clip Art & Text Title Only Blank Slide Note: If you know what information you are going to put in your presentation. Switches to slide view. Different Views That PowerPoint Demonstrates There are different views within Microsoft PowerPoint that allow you to look at your presentation from different perspectives. Normal View Outline View Slide View Slide Sorter View Slide Show View Switches to normal view.Blueprints for a successful presentation type of slide. This sample New Slide dialog box shows the Title Slide selected (denoted with the thick border). Runs your slide show in a full screen. If you simply want to view your show from the first slide: Click Slide Show at the top of the screen Select View Show Review the PowerPoint Development Area Title Menu Tool . beginning with the current slide if you are in slide view or the selected slide if you are in slide sorter view. Work in outline view when you need to organize the structure of your file. add transitions. They provide consistency throughout the presentation. it is a good idea to use pre-designed layouts from above. In slide sorter view. you can reorder slides.21 - . and animation effects.

You can edit slides at any time by clicking the text you want to change. picture. and grades. Adding Text to a Slide Open the presentation you created. or change text. Also. attendance. Select Apply Design Template Select Design you wish to apply Click Apply Button 3. minimizing and maximizing the application window. The next step will show you how to apply a Design Template. Select the text “Identify yourself” and then type Instructor and student introductions. Inserting A New Slide Click Insert at top of screen Select New Slide 2.Blueprints for a successful presentation Slide Slide Sorter Normal View Title Bar displays the name of the file that is opened and options for closing. Continue by replacing text in each of the slides. File etc. In the Outline pane. Status Bar is available at the bottom of the screen. Then you can delete. Slide Manipulation 1. whether it be a background color.22 - . but the other items mentioned above can be accomplished the same way. It displays the slide number on which the cursor is positioned in the active presentation. Drawing Toolbar enables a user to select various drawing options for presentations. The first slide already contains the title and your name. Toolbar contains a set of buttons that allows the users to work faster by clicking on a button that is symbolic of a specific command. . Click Format on the menu bar. select the text “State the purpose of the discussion” and then type Classroom procedures. Clicking on each of these options invokes a submenu offering a set of command options. or a design template built into Microsoft PowerPoint. add. which represents the various options like Edit. Formatting A Slide Background You can format your slide to make it look however you would like. Menu Bar is the first row. note that the footer text that you chose is on the slide.

Save your work. Sounds. and then typing the notes. In the With box. 9. Continue to add notes to each slide by selecting the slide with the scroll bar. Click Replace.23 - . Close the AutoShapes toolbar. Select Picture Select Clip Art Click the category you want Click the picture you want Click Insert Clip on the shortcut menu When you are finished using the Clip Gallery. To delete an AutoShape.Blueprints for a successful presentation 4. Objects. Click Stars and Banners and then click the 5-Point Star. 5. Click and drag the upper-right corner of the Callout box until all the text fits within it. For ungrouping. In the With box. and Charts 7. select the object. Right-click the Callout box. click Draw – Ungroup. clicking in the Notes pane. change the font size to 24. Type Explain that the presentation will give all class participants an overview of what to expect for the coming semester. Click in the upper-right corner of the slide and then drag the object down diagonally about one inch. Click Replace. click Callouts. Click Insert on the menu bar. Click the Rounded Rectangular Callout. Add an Autoshape with Text On the AutoShapes toolbar. Repeat steps 4-6 until you have selected the most effective fonts for your presentation. right-click the AutoShape you want to delete and then click Cut. All the individual components in the object will be ungrouped. click Replace Fonts. and then click OK. click AvantGarde. 6. you can print the presentation with notes so that you can keep track of what is coming up next in the presentation. . Click Close when you have finished. Save your work. Inserting Clipart & Pictures Display the slide you want to add a picture to. To see this option. After you have completed a presentation. You will see all individual pictures or objects will be combined to a single object. Grouping & Ungrouping • Choose the objects or pictures you want to group. Add an Autoshape On the Insert menu. select Draw – Group. click Picture and then click AutoShapes. Select the text you have just typed. Replacing Fonts in your Presentation On the Format menu. Adding Notes to a Slide The Notes pane is used to add speaking notes to a presentation. click the Close button on the Clip Gallery title bar Steps 1-4 are very similar when inserting other Pictures. Click the Replace menu and click Tahoma. click Font. Type the text of your choice. Movies. Click in the slide and drag the object down diagonally about one inch. From the drawing toolbar. click Arial Black. you may have to click the chevron. 8. Use the scroll bar in the Slide pane to move to the first slide in the presentation. Click in the Notes pane.

Click the Chart Type button on the toolbar: Select 3D Bar Click on the white area outside of the chart box to return to PowerPoint slide view. Inserting Headers & Footers On the View menu. When the double-headed arrow appears. and then type Remember to update this slide. Click Apply to All to make these changes throughout the presentation. 15 Change the chart type to a 3D bar. click Comment. You can insert a voice narration. music etc in this section. move the pointer over the it. Select Insert – Date/Time from the menu bar to insert your date/time. Date Time Select Insert – Slide Number from the menu bar to insert a slide number. To add notes or meeting minutes. 15. click and drag the comment to where you want to move it. 12. video. For more details on this. so that it reflects when the presentation is given instead of when it was updated. PowerPoint 2000 automatically adds your user name to indicate that you wrote the note. the text English 7-8 is already in the footer. Inserting Comments On the Insert menu. Inserting Slide Numbers. Select Footer. These features are available only when the presentation is in Slide Show view. To turn off Comments. Select Slide number to print a number on each slide. 14.Blueprints for a successful presentation 10. To change this. you may decide to display some movie or sound files that you can play during your presentation.24 - . Inserting Movie & Sound For a media-rich slideshow. This shows the footer you have created on all subsequent slides. 11. click Comments. audio. 13. To move the comment. see the later part of this book. . Select Don't show on title slide. 62. under Include on slide. select Date and time and Update automatically if you want the date to reflect the last date the slides were modified. on the View menu. The notes are visible to all participants. Follow up with meeting minder Participants in an online meeting can also use the Meeting Minder dialog box or the Speaker Notes dialog box to take notes. right-click the slide and then click Meeting Minder or Speaker Notes. You must first have the movie or sound file saved on your computer.Or – Select Fixed and type the date you will be giving the presentation. Insert a Chart Click on the Insert Menu Click New Slide Click on Chart Type a title: Create a Chart Double-click on the box marked “Double click to add chart” PowerPoint includes sample data that can be replaced with your own. but leave the footer off the title slide. select the text and then type the preferred text in the text box. You can also do one of the following: You can also select a date format from the date list . On the Slide tab. Change the numbers under 1st Qtr with: 85. click Header and Footer.5.

click Flowchart. Drag the WordArt to the location on the slide that you prefer. In this exercise. To bring up the WordArt Gallery. click Meeting Minder and then click the Action Items tab. Click OK. The WordArt appears on the slide. In the Font box. 5. just hit the Enter key on your keyboard to begin a new line. click Picture and then click WordArt. A separate toolbar just for making WordArt will now appear. The first way is to create a new slide and choose a slide from the pre-made layouts. click 72. 3. Click in the box. Click on the respective options to create a nice looking wordart to be inserted into the slide. 2.25 On the Insert menu. Inserting Wordart 1. To start making your list. type the information for the first action item. open up the WordArt toolbar by going to the menu bar and selecting View >> Toolbars >> WordArt. On the View menu. right-click the slide. 8. To insert a hyperlink. you can add borders. Click in the slide and then drag the shape down diagonally about one inch. Then. WordArt is essentially text effects. click inside the box. Close the WordArt toolbar by clicking the X in the upper-right corner of the toolbar. To add a new item to the list. 3.Blueprints for a successful presentation Click in the box and then type the notes or minutes. There are many ways you can create lists in text boxes in PowerPoint. click a font. 4. Select the slide to which you want to add flowchart symbols. To add an action item. Repeat step 2 for every action item and then click OK. 7. simply click your cursor next to the first bullet and type. On the Drawing toolbar. a new window will appear for specifying the information regarding the hyperlink you want to insert into your document. Then. In the Size box. 6. Flowchart 1. change the border sizes of the table. and then click a shape. Make your Presentation Look Great with a Background PowerPoint includes several presentation designs with formatting and graphic elements. so that you can click on a link while you are presenting and then demonstrate a web site. Here. click Toolbars and then click Drawing. Add a design: • Click on the Format Menu • Choose Apply Design • Scroll through the list of designs and select one you like • Click Apply View your Presentation in Black and White: • • Click on the View Menu Choose Black and White 17. Even if you only have a black and white printer. click on the Numbering or Bullets button. WordArt: Inserting a WordArt element rather than regularly formatting text can give a little extra flair. The action items appear on a new slide at the end of the slide show. Inserting Other Objects Tables: Go to the menu bar and select Insert >> Table to insert a number of rows and columns to create a table. 2. then you may find it helpful to have some hyperlinks in your slideshow. 16. 4. Using the formatting toolbar. and then click Add. we will show you that option. . Type the text you want in the WordArt. go to the menu bar and select Insert >> Hyperlink. there is an option that can make presentation designs look great in black and white. third row. You can recognize a slide with a list object box by the bulleted list. List: boxes are the same as any other text box. and manage the cells in the table. . a new table menu window will pop up with various formatting features. Another way to add a list is insert a new text box in a slide. click AutoShapes. Double-click the WordArt in the first column. When the table is inserted. Hyperlink: If you are giving a presentation on a computer that has access to the Internet.

click Apply to All. If you click on the “Color Schemes” text. View the Animation Schemes by going to the menu bar and selecting Slide Show >> Animation Schemes. you can apply pre-made color schemes to one or all slides. you can choose to apply an animation to it. On the Drawing toolbar. Follow these steps when adding Slide Transitions. Type the text you want in the shape and then make any changes to the text like you did with the AutoShape. click Slide Transition In the Effect box. Simply click on a color scheme. Drag the first shape to a new location on the slide. Notice that OfficeArt keeps the arrow connector attached between the shapes. and then select any other options you want To apply the transition to the selected slide. Then choose a Preset Animation from the list.Blueprints for a successful presentation 5. you can preview the animation on your screen. On the Slide Show menu at the top of the screen. on the Slide Show menu. Add Smart Connectors 1. Color Scheme Color schemes are useful if you are not already using a premade designed template. and you will see how it looks on the current slide appearing on your scheme. In slide or slide sorter view. such as "flying" or "typing" or "spinning" on to the screen. Move the pointer over the shape you just added to your slide. Adding Transitions to a Slide Show You can add customized transitions to your slide show that will make it come alive and become appealing to your audience. To view the transitions. Add additional flowchart symbols by following steps 3-5. select the slide or slides you want to add a transition to. If you don’t like any of the available color schemes. an image object. Click any connection point on the first shape. If you click on an animation name. Using Custom Animations You feel like doing more advanced work with animations. click Apply. 5. Release the mouse button to anchor the connector. you will see the color schemes menu. a graph. Click Straight Arrow Connector (in the upper-center of the palette). A panel containing all of the animations you can use will appear in the “Slide Design” panel on the right of your screen: Make sure you have selected an object. During your slideshow presentation. Play around with all of the different options until . click Animation Preview. you can choose to make your own special effects to apply to objects. 4. The custom animation options will appear in the “Slide Design” panel on the right side of the screen. From this point. 6. Notice that OfficeArt changes the pointer to a scope and the object is outlined by four blue boxes. click on the Edit Color Schemes or Customs to create your own color schemes. To apply the transition to all the slides. Release the mouse button to anchor the connector. 6. click AutoShapes and then click Connectors. Click any connection point on a second shape. or any other sort of PowerPoint object. Using the Animation Scheme When you select a text box. 3. Go to the menu bar and select Slide Show >> Custom Animation. 2. Repeat the process for each slide you want to add a transition to.26 - . instead of the text just appearing on the screen regularly. an applied preset animation uses a special effect to make an object appear on the screen in some sort of action. click the transition you want.

Under Slides. Press F5 on the keyboard Navigating While In Your Slide Show Forward Navigation: Simply click on the left Mouse Button or hit the Enter Button on your keyboard Reverse Navigation: Hit the Backspace on the keyboard Exiting the show: Hit the Esc Button on the keyboard . click Save.27 - . point to Pointer Options and then click Arrow. • • • • • • On the Slide Show menu. click View Show. Click and hold the pen on the slide. After the first slide appears. click All. click View Show. and grouping of words/letters/objects. Leave as the default by clicking OK. Click Browsed at a kiosk and notice that PowerPoint automatically checks the Loop continuously box. To preview the slide show • • • On the Slide Show menu. click Slide Show. timing. The Slide Show feature allows you to preview your presentation on your computer. You can use the Slide Show to check a presentation before printing it or to prepare to show it electronically. you can make sure that the delivery is as well prepared as the presentation itself. The mouse pointer becomes a pen. At the last slide. Notice the box at the bottom of the menu that lets you select how slides are advanced--manually or based on slide timings. To end the show. click anywhere to end the slide show. Click the right-mouse button. click Set Up Show. Reviewing the Slide Show Now that you have created a presentation. directions. On the View menu. point to Pointer Options and then click Pen. click View Show. By adding transitions to your presentation. Click anywhere on the slide to advance to the next slide. Click the right-mouse button. click anywhere on the screen to move through the presentation. on the File menu. click View Show. The pen changes back to the mouse pointer. To save your changes.Blueprints for a successful presentation you come up with something you like. The selections that make it easy for you to set up a selfrunning presentation are all now available in a single menu. To use the Slide Show Menu • • • On the Slide Show menu. PowerPoint offers a variety of ways to review and deliver presentations so that they are polished and professional. Drag the pen around the words you want to highlight until a line encircles the text. you can help emphasize topic changes. On the Slide Show menu. press ESC. On the Slide Show menu. Highlighting parts of the slide show You can use highlighting while you are giving the presentation to add emphasis to important information. • • You can view your slide show by any of the following ways: Click Slide Show at the lower left of the PowerPoint window. The presentation runs in a continuous loop. You can come up with just about any kind of combination of transitions.

so that you don't lose your work. If you are sharing your presentation with others who have a different version of PowerPoint or other kinds of presentation software or files. go to the menu bar and select File >> Save As. Make a subset of your presentation available. background textures. To save your presentation. double-click Add Web Folder at the root folder of Web Folders to create a new Web folder to it. you must also move the supporting folder so that you maintain all links to the Web page. To save your presentation as a Web page • • • On the File menu. go to the location of the packed presentation. Pack & Go Pack up a presentation for use on another computer Open the Presentation you want to pack On the File menu.0. you can save the presentation as another file type for use on any computer. Saving the document as another file type Now that you have a conventional slide show presentation. you make it possible for anyone with a browser to download and read the presentation. Select which browser format you want to make your presentation available in. click Save as Web Page. Saving to the Web To “Save a presentation to the Web” means to place a copy of the presentation in HTML format on the Web.Blueprints for a successful presentation Saving Your Presentation It's important to save your work frequently. use the shortcut Ctrl+S. open it in the browser. Select a folder and name the file and then click Save. and then double-click Pngsetup Enter the destination you want to copy the presentation to . all supporting files—such as bullets. Double-click Web Folders. When saving a presentation to the Web you can do any of the following: • • • • Make available on the Web a copy of a presentation that only you will edit. When you save a presentation as a Web page. When the window appears. double-click the folder you want and then right-click the destination folder you want to save the presentation to and then click Paste. To save a copy of a presentation to a Web server in Windows Explorer • • • • In Windows Explorer. click Pack and Go Follow the instructions in the Pack and Go Wizard. and give it a file name in the text box. If you move or copy a Web page to another location. right-click the file you want to copy or move to a Web server and then click Copy. In the list of Web folder sites.0 or Netscape Navigator 8. To view the presentation as a Web page. Make only the slides (not the notes) of your presentation available. such as Microsoft Internet Explorer 6. find a location to save your presentation on your computer. If you don't see the Web server you want to save your presentation to. and graphics—are organized in a supporting folder. you may need to select a different file type. To save your file periodically as you work on it. By saving your file in HTML.28 - . Unpack a presentation to run on another computer Insert the disk or connect to the network location you packed the presentation to In My Computer.

You may use handouts to provide an outline of the presentation to your class. point to Toolbars and then click Handout Master. click Print. If you select four. They are pre-made backgrounds & layouts that you can use to quickly prepare a presentation. text. or choose to view large preview versions of the slide designs. On the File menu. On the File menu. You can right-click on a design template to bring up even more options. point to Master and then click Handout Master. Items you add appear only on the handouts. In the Print what box. The following panel will then appear. no changes are made to the slide master. Click OK. text. headers or footers. click the layout buttons on the Handout Master toolbar. they print with one slide at the top of the page and the presentation notes at the bottom of the page. click the number of slides you want on the handouts. To print notes • • • • • On the View menu. Printing a Presentation You can print other types of presentation output using the Print what list. date. will retain the same design. click Handouts.29 - . Click OK. Click Page Setup on the File menu and then click Landscape or Portrait under Notes. or six slides per page with room for your audience to add notes as you give the presentation. Add the items you want on the notes master—art. When you print notes pages. You can also change the orientation of the paper when you print handouts. time. or page number. Handouts print two. You can apply a design template to selected slides. Add the items you want on the handout master— art. time. On the View menu. handouts & outline. all the slides. simply click on the design and it will be applied to your presentation. Items you add appear only on the notes. click Horizontal or Vertical to specify the order in which you want the slides to appear on the page.Blueprints for a successful presentation Designing a Quick Presentation using Design Template Design Template In the new section of the New Presentation panel. In the Print what box. Each new slide you create now onwards. date. To preview the layout you want. . or page number. headers or footers. click Print. and then click Notes Master. use the design for all new presentations you create. three. This is a list of different design templates. click Notes Pages. When you find the design you want to use. no changes are made to the slide master. six. In the Slides per page box. click on the “From Design Template” button. or nine slides per page. point to Master. To print handouts • • • • • • • • • On the View menu.

Show the results of surveys and questionnaires using charts and graphs in a PowerPoint slide. Create multimedia presentations for class reports and group projects. By downloading videos. and the Internet in a presentation. Use PowerPoint to write lecture notes.Blueprints for a successful presentation Good bye to your Ignorance of making a Presentation PowerPoint 2000 is a powerful presentation tool that can be used by both educators and students to present information to students and peers. Teach foreign language phrases and simple stories using the voice narratives partnered with illustrations. Microsoft Bookshelf. . Create slide shows using the Clip Gallery to teach vocabulary in the foreign language classroom.30 - . Incorporate research from Microsoft Encarta Encyclopedia. You can also record your lecture directly into the slide show and then save the presentation to the Web for students to review before tests. Search the World Wide Web for the topic you or your students are studying. and pictures you can bring the world right into your classroom. sounds. You can also record sounds directly into a slide show if your computer has a microphone.

Blueprints for a successful presentation Mind Mapping At the end of this chapter you will know about Using Mind Mapping Drawing a Mind Map Benefits of Mind Map Creating a Mind Map .31 - .

How do I begin? What format I should use? How can I make my presentation as impressive as possible? Sometimes this creates a serious mind block and I keep postponing the presentation. often taking up one side of paper. Mind Mapping is a process that helps us beat these mind blocks. Once he is through with that. Mind Maps abandon the list format of conventional note taking. Put key words on lines. Later I realized maybe I don’t have all the information required for choosing a format for the presentation. Make the center a clear and strong visual image that depicts the general theme of the map. Lower case is more visually distinctive (and better remembered) than upper case. ask him to write certain words associated with the topic. wherever they fit. Create sub-centers for sub-themes. Instead of asking him to write an essay. Mind Maps are more compact than conventional notes. as it is easy to refresh information in your mind just by glancing at one. If you dry up in one area go to another branch. associations and to make things stand out. as well as the raw facts contained in normal notes. connect them using an arrow. Break boundaries. I simply get stressed by thinking about it. Put ideas down as they occur. I used to get excited that the presentation always posed both as a creative & intellectual challenge for me. If you find out more information after you have drawn the main Mind Map. He will be able to write the essay. Take a break. Anything that stands out on the page will stand out in your mind. Don't judge or hold back. Use color to depict themes. By using Mind Maps we show the structure of the subject and linkages between points. come back. Now follow this method. This helps you to make associations easily. He will have trouble finding enough words to write the essay. and Presenting information that shows the overall structure of your subject Mind Maps are also very quick to review. we often fail to organize our thought process – even if it is an allimportant presentation that could be the turning point in our career. Print rather than write in script. They do this in favor of a two-dimensional structure.32 - . the relative importance of individual points and the way in which one fact relates to other. paste more paper onto the map. don't start a new sheet. Don't get stuck in one area. So what is a mind map actually? Mind Maps are very important techniques for improving the way we take notes. It was not that I didn’t know what to do? It was because too many things were in the mind about how to present the presentation.) If you forgot something. It makes them more readable and memorable. see what you’ve done. When presented with challenging tasks like this. A good Mind Map shows the 'shape' of the subject. The following example shows how mind mapping can be used to think creatively. Creativity aids memory. Spend sometime modifying the map that you have prepared.Blueprints for a successful presentation Whenever I plan to make a presentation. When two topics seems related. How to Draw a Mind Map Use just key words. Think three-dimensionally. Only related points & few words (as few as possible) Keep your thoughts logical. Mind Maps are also useful for: Summarizing information Consolidating information from different research sources Thinking through complex problems. Start from the center of the page and work out. or wherever possible images. ask him to use the words as reference to write an essay. If you run out of space. As his imagination runs through. Give a child to write an essay on any particular topic. (Break the 8x11 mentality. This reinforces structure of notes. . Mind Maps hold information in a format that our mind will find easy to remember and quick to review. he will fill up the sheet with a lot of words. Come back. Be creative. then you can easily integrate it with little disruption. add them & continue.

If you remind something. modifying the mind map. When two topics are related to each other. By personalizing the map with your own symbols and designs you will be constructing visual and meaningful relationships between ideas which will assist in your recall and understanding. You may. use the mind map to write your report. It also helps you to visualize of the Mind Map for recall. Look for relationships Use lines. draw an arrow to connect them. which you have forgot to add. Congratulations!!! Now you are ready with your mind map. add the idea and continue.Blueprints for a successful presentation Benefits of Mind Mapping Mind Map can halve the time it takes to prepare a presentation or write a report. Use only key words. bounce back. Color also helps to show the organization of the subject. Remember. Use it to make sure that all the elements you want is there before you start working on your presentation. . Spend sometime on adding. For this reason it is a good idea to leave lots of space. Mind Map also allows you to see what is missing. Capitals are also easier to read in a diagram. Keep exhausting your ideas until you are finished. After the initial drawing of the mind map you may wish to highlight things. colors. Use color to separate different ideas: This will help you to separate ideas where necessary. Don’t use too many words than required. Do not restrict your thoughts and keep them logical. That might confuse you later. Make the arrow in a different color so that it can be identified easily. Use capitals The idea of using capitals is to encourage you to get down only the key points. Sit back & look at what you have prepared.33 - . Note only related points. Instead. because it enables you to focus not only on the content. Some students do this when they revisit the mind map at a later date while others write in such things as assessment criteria in this way. These relationships may be important in you understanding new information or in constructing a structured essay plan. branches or some other way of showing connections between the ideas generated on your mind map. wish to write down some explanatory notes in lower case. Notes: Leave lots of space Some of the most useful mind maps are those which are added to over a period of time. don’t use the mind map as a presentation. but also on the sequence of the content. arrows. however. Give yourself a break of a few minutes. add information or add questions for the duration of a subject right up until exam time. Mind mapping a presentation helps you take a look at how you can best present your information. Creating a Mind Map Start with the central word or idea. Mind Map allows you to use words to visually relate concepts & information in ways that are more enlightening than note taking or outlining.

34 - .Blueprints for a successful presentation Adding Multimedia Contents When you complete this chapter you will know Recording a Voice Narration Insert an audio track Insert a Video Adding Flash Animation .

You can insert a music. click Set Microphone Level. To save only the narration. click Record Narration.Blueprints for a successful presentation As the audiences become more sophisticated. • • . click Set Up Show on the Slide Show menu and then select the Show without narration check box. You can have the clip play automatically when you move to the slide or have the clip play only when you click its icon during a slide show. and then follow the directions to set the microphone level. If some of your audience is deaf or hard of hearing. select the Link narrations in check box and then click OK to begin recording. you can also record separate sounds or comments on selected slides or objects. If you are running a slide show that includes both narration and other sounds. you won't hear other sounds you inserted in your slide show. You can't record and play sounds at the same time. so while you're recording the narration. A sound icon appears in the lower-right corner of each slide that has narration. they expect from you. • To insert the narration as a linked object. if some people in your audience have computers that do not have sound cards. more professional-looking presentations. voice narration takes precedence over all other sounds. and animated GIF pictures are available in the Clip Gallery. click Yes. multimedia content can often communicate more information than a slide with only a few sentences. If this is the first time you are recording. click No. If you don't want narration throughout the entire slide show. music. you need a microphone. you might want to use slide notes for each slide also. To record a voice narration For this procedure. A dialog box appears showing the amount of free disk space and the number of minutes you can record. Advance through the slide show. sound.35 - . check both the Multimedia and Sounds categories in Windows Control Panel. You can record a narration before you run a slide show or you can record it during the presentation and include audience comments. or if the computer is located in a noisy room. P. Keep in mind that voice narration is not always the best way to get your information across. The narration automatically plays when running the show. Adding multimedia content such as video and sound to your presentation gives it the edge that it needs to capture your audiences’ attention and hold it. You need speakers and a sound card on the computer to play music and sounds. or video clip into a slide show. • • • On the Slide Show menu. About recording a voice narration or sound in a slide show You might want to add narration to a slide show in the following cases: • For a Web-based presentation • For archiving a meeting so that presenters can review it later and hear comments made during the presentation • For individuals who can't attend a presentation • For self-running slide shows To record a narration. Do one of the following: • To insert the narration on your slides as an embedded object and to begin recording. and add narration as you go. only the narration is played.S. the computer needs a sound card and a microphone. At the same time. To run the slide show without narration. To save the timings along with the narration. Also. Sounds. To find out what's installed on the computer and what settings are in use. click OK to begin recording. videos.

starts & stops gif files aliased to specific background color--easy to change in flash Though PowerPoint supports various types animated files.Blueprints for a successful presentation To insert a CD audio track on a slide You don't need to insert the CD in the CD-ROM drive for this procedure. and graphics. double-click the movie. locate the folder that contains the video and then double-click the video you want. these are quite static and are quite large in size. point to Movies and Sounds. It is no doubt. On the Insert menu. and then click OK. click Yes. double-click the CD icon. For fullscreen projection. To insert a video from another location. On the Insert menu. you can take advantage of this and use Flash animation (Shockwave files) to add to PowerPoint presentations. However. This will make your PowerPoint presentation look more attractive. and check Zoom to Full Screen. click No. If you want the CD to play only when you click the CD icon during a slide show. click No. A message is displayed. Advanced Options: You can drag your movie clip around and insert text boxes & images around it. You can also resize movies just like pictures: drag on the white circle in one of the corners. To preview the movie in Normal view. you can also rightclick on the movie. choose Edit Movie Object. including buttons. The advantage of having a Flash Animation are many. . If you want the movie to play only when you click the movie during a slide show. Do one of the following: To insert a video from the Clip Gallery. To insert a video on a slide Display the slide you want to add the video to. the Flash movie can even be printed. Some of them are: • • • • • Vector-based animation: looks good at any size. If you want the CD to play automatically when you move to the slide. as with any other slide item. Select the track and timing options you want. if the Flash ActiveX Control r25 is installed. just enlarge your movie until it fills the slide. if you are going to use Flash to create web content or other complex media. Adding Flash Animation to PowerPoint Presentations Most of the people have the idea that Flash is a web design tool. Display the slide you want to add a CD audio track to. If you have PowerPoint 2003. A CD icon appears on the slide. point to Movies and Sounds and then click Play CD Audio Track. Preferably try to copy the video file to the same directory as your PowerPoint Presentation. If you want the movie to play automatically when you move to the slide. And. To preview the music in Normal view. click Movie from Gallery and then locate and insert the video you want.36 - . much smaller files than gifs powerpoint loops all animated gifs very precise controls. Using Flash animations inside PowerPoint presentations adds interactivity & vector animation to the PowerPoint presentation – with fairly little increase in file size. animation. it allows you to create incredible web content with sound. click Movie from File. A message is displayed. click Yes.

Note: Don't Forget the ActiveX Control! Using Flash in PowerPoint requires the Flash ActiveX control to be installed on the machine used to view the PowerPoint content. You can make the movie any size. . Open the PowerPoint 2000 presentation to which you want to add Flash animation. 6. the ActiveX control is automatically installed. Click OK. 3. To add a Flash movie to a PowerPoint presentation 1. On the Alphabetic tab. The SWF can also be at any valid URL network address. The Properties dialog appears.37 - . If the SWF is in the same directory as the PowerPoint file just enter the SWF name. The Flash content should play as expected. enter the path or URL to the SWF you wish to use. A list of all the ActiveX controls installed on the machine appears. Select View > Toolbars > Control Toolbox. Now view the slideshow. The Control Toolbox appears. Right-click on the Flash movie placeholder and select Properties from the popup menu that appears. Move cursor over the slide. scroll down to view swURL. Click and drag to define the area in which to play the Flash movie. Choose Shockwave Flash Object from the list of controls. 5. the cursor should change into a crosshair. When you choose the object. Click the Hammer and Wrench icon (More Controls).Blueprints for a successful presentation Integrating a Flash movie inside PowerPoint allows vector animation and interactivity to be added to a PowerPoint presentation. 2. 4. In the box to the right. If that machine uses Internet Explorer 4 or higher and can view Flash.

Creating Custom Templates Create a Design Template Add a template to Autocontent Wizard Animating Design Templates . 2.38 - . 4. 3.Blueprints for a successful presentation Creating a Template When you complete this chapter you will know about 1.

For differing slide elements. you can use the Insert|Picture item from PowerPoint's main menu. You can. bullet styles. Under the Custom tab.Blueprints for a successful presentation Creating Custom Templates With PowerPoint you can easily change presentation styles. In case you don’t If at any time you select a style that you do not want to use for your presentation. You'll then be presented with a two-tabbed dialog. the Bullet styles. In this chapter we will show you how to create your own design template P. start with a blank presentation and follow the steps for designing a template. Font sizes and colors can be set. Select the Slide Color Scheme option from the context menu that appears. you can select from the default palette of colors. you can adjust the slide color scheme: this lets you choose default colors for a variety of elements that might appear on your slides. you have the option of setting screen element colors one at a time. since they can potentially interfere with the clarity of text elements on the screen: if you do use fill effects. you'll want to set differing properties. alternately. (You might want avoid the fill effects. Text Style : Font colors and animations can be set for the entire Text area by selecting the frame. and animations set one at a time if you select each line individually and right-click on a single line. you'll need to click on the screen element you'd like to adjust (i. and select the blank new slide option. you'll see a fairly black-and-white uninspiring template. Next. start with a new blank presentation. and/or click on the Fill Effects option to introduce a variety of pattern/fading color options. you'll want to adjust the Font styles. from PowerPoint’s main menu. individual heading levels can have font sizes. From the Background dialog. To do this. Again. avoid applying animations to titles. select Background to introduce the Background dialog that controls background colors. you may want to select specific styles or keep a consistent style for a topic or series of lessons. if you'd like to include a picture (or a logo) as part of your slide template. Finally. From the menu.e. Begin by setting the background color: right-click over a blank area of the slide (outside any of the frames) to view a menu of options for adjusting the template's background and color schemes. To open a blank presentation. Click the OK button. select View| Master| Slide Master. To create a design template To build your own template. You should remember also that right-clicking on a picture and selecting the Order option allows you to send the picture behind the text elements on your screen. colors. and then. change the fonts. and then add to your template whatever image you'd like. click New on the File menu. Date/Footer/Number Styles : Animations should be avoided here. Depending on the available material and category of audience you are addressing. however. Design templates are used to change the styles at one go. Make your adjustments as you'd like and then click the Apply to All button. you can easily and quickly change to another style.39 - . Or you can try several different styles to find one that fits your presentation.S.) Once you've set your background color. always double-check for visibility and clarity. start by right-clicking over a blank area of the slide (outside of any frame). click on the More Colors option to introduce more colors still. Then right-click on the selected frame to bring up a context menu of possible actions. as outlined below: Title Style : Set only the font and font color. the title area) to highlight its border. When the slide master appears on the screen. . If none of the templates suit your needs or you want to create a presentation with a unique appearance. colors. and the Animation Effects. and background of the slide. as illustrated below: A range of preset color combinations appears under the Standard tab.

Click in an empty place on the slide (not in a text box). 7. 5. Your template is finished. you can add your own personal touches to PowerPoint's own Design Templates. 1. choose those designs that contain concrete objects. and animation. of re-coloring objects. In the Save as type box. Drawing upon your knowledge of using Slide Masters. Animate any other objects you desire. From the Drawing Toolbar. 6. Animating PowerPoint Design Templates You've learned a great deal about creating an effective PowerPoint presentation. To add a template to the AutoContent Wizard • • • • On the File menu. you'll be able to apply your very own design template by selecting it from the list of options under the Format|Apply Design Template list of templates. Change the presentation or template to suit your needs. Here's the piece that will separate your presentation from all the rest: animating PowerPoint's own design templates. Select the category that you want your template to be displayed in (you cannot add to the All or Carnegie Coach categories) and then click Add. rather than blended and shaded designs. 3. Double-click the AutoContent Wizard and then click Next. In the File name box. Choose VIEW: Master: Slide Master. Press ESC to deselect all the objects. and then click the Save button.pot) from the Save as type field.) Choose SLIDE SHOW: Custom Animation. For the most effective animation. Click on the object you wish to animate (remember you can group objects to have them function as a single entity. tropics. Click on File|Save As and select Design Template (*. Find the template you want to add and then click OK. enter a name for the new template and then click Save. To create a content template • • • • • Open an existing presentation or template that you want to base the new template on. and theater. 2. click Design Template. Give your template file a name in the File Name field. such as twinkles. click New and then click the General tab. of grouping and ungrouping objects.40 - . The next time you create a presentation. On the File menu. . click Save As. choose DRAW: Ungroup. To animate template designs. 4.Blueprints for a successful presentation That's it. Choose your animations options.

Blueprints for a successful presentation Importing Other Office Formats .41 - .

click Paste. In Excel. click Paste. and documents in rich text format (. Open an Excel chart.htm). when you import a Word document. On the Edit menu. A heading 1 becomes a slide title. Open a Word document. PowerPoint uses the paragraph indentations to create an outline. you can also import spreadsheets created in Microsoft Excel into a PowerPoint Presentation. 3. 3. PowerPoint can import Word documents. On the Edit menu. Click PowerPoint on the taskbar. 4. 4. In Word.Blueprints for a successful presentation Import Microsoft Word text into your presentation You can use text or document created in Word to add text to an existing presentation.rtf). select the text you want to import into PowerPoint. 1. Place the cursor in the outline where you want to insert the text. click Copy. plain text format (. . click Copy. 5. 2. and so on. The slide master in the current presentation determines the format for the title and text. Click PowerPoint on the taskbar. Place the cursor on the slide where you want to insert the chart.txt). 2. 1. PowerPoint uses the outline structure from the styles in the document. 5. select the chart you want to import into PowerPoint. or HTML format (. a heading 2 becomes the first level of text. To import an Microsoft Excel chart Like Microsoft Word. On the Edit menu. 6. On the Edit menu. If the document contains no styles.42 - .

43 - .Blueprints for a successful presentation Creating Portable Presentations .

. or special fonts. Use only those fonts that ship with Office or PowerPoint. if it is really necessary to use the fonts. PowerPoint will always look for the sound in the folder that contains the presentation. remember to take those files with you as well as your presentation. but as soon as you move things to another machine. if the links don't accurately describe where the files are. things fail to play. If you have to save down to that version. and that you insert them from this location. so this is the best place to put them. This works fine on the original creation machine. and verify what version of PowerPoint it is running. Find utilities in Internet which actually reduces the size by upto 40%. see the later part of this book on tips to carry fonts with your presentation. When you've completed all the edits to your presentation. the program goes looking for the sound at the location described in the link. Sound and movie files. don't become an actual part of the presentation file . Save As. If there are problems. Well. To reduce the file size a bit. To do the same. This will create an internal link with no real address: PowerPoint knows that the sound or movie is in the same folder as the presentation. Sounds and Movies: make sure that all sound and movie files are located in the same folder as the presentation that you've created. and install that font on the destination machine. you'll need to know how to copy the necessary files. you might need to move it to another PC.. try saving the presentation with a new name.44 - . and then inserting them into your presentation. When the presentation is played. because of their large size. movies. Fonts do not travel with the presentation. Start off by putting the sounds or movies in the same folder as the presentation.a link is formed to the file. it may have gotten pretty big.Blueprints for a successful presentation After creating a Presentation in your PC. and will look for it there regardless of what that folder's name is. . This sometimes reduces the file size by as much as 30%. so if you do have a special font that your company uses. you should definitely check the presentation before giving it--you might get some unwelcome surprises! Allow Extra Time: Allow some extra time to review the presentation on the destination machine ahead of time. They don't travel with the presentation automatically! Confirm Software Versions: Call the person who is working with the destination machine. Get all the Pieces: If you've used sounds. please follow the guidelines mentioned herewith: Fonts: Do not use any fancy fonts. it's best to know up front when you have time to do something about them.

45 - .Blueprints for a successful presentation Macro Programming in PowerPoint .

the Code window acts like a typical text editor. you probably noticed some interesting things happen. The example to be given here. set a background texture for a slide. This opens the New Presentation dialog box. Create a New Presentation On the File menu. After you hit the spacebar following the word as. Visual Basic for Applications keywords are invalid names for macros. Select the Blank Auto Layout in the lower-right corner. The important differences are detailed below. Add Code to a New Macro You are now looking at a flashing insertion point within the Code window. a drop down list of the available data types appeared on your screen. will add a slide to your presentation. The name cannot contain any spaces. It is a good idea to give your variables meaningful descriptive names. This is just one of the ways the Visual Basic Editor makes programming a little easier. set slide timings. The chapter will teach you to learn some of the tools & concept you need to become a macro programmer. The Visual Basic Editor is an area where you can create. There are several other methods available to declare variables. What does this code do? Dim Indicates to the Visual Basic Editor you are about to declare a variable. MySlide Is the name you provide the variable. As Slide Specifies the type of data the variable will contain. you receive a message similar to the following <macro name> is not a valid name for a macro where <macro name> is the name that you typed for the macro. NOTE: Macro names must begin with a letter and can contain up to 80 characters. X is an example of a poor variable name. Type the following line of code between the Sub and End Sub: Dim MySlide As Slide When you were typing in the code. However. Select the Blank Presentation icon on the General tab. This opens the New Slide dialog box. In this case. In the Macro Name box. Type the following line of code after the variable declaration: . Meaningful names make your code easier to read. there are some differences that make it easier for you to create macros. Programmers typically use an underscore character(_) to separate words. click New. enabling you to cut. A recorded macro can also be viewed in the code window. Click Create. ready to create the macro. For the most part. MySlide will have the data type Slide. point to Macro. but this article discusses only the Dim method. edit. copy. and click OK. and then click Macros. Create a Macro On the Tools menu. If you type an invalid macro name.46 - . and run a slide show. The Code window is where you actually type Visual Basic commands. and click OK. type a name for your macro. and debug your macros. This opens the Visual Basic Editor. Let's add some more code. This opens the Macro dialog box. You now have a blank presentation open. and paste text.Blueprints for a successful presentation This chapter describes the steps to create macros within PowerPoint.

Now that your macro actually does something. ppLayoutTitle) End Sub NOTE: The text following ' apostrophe (on the same line) is a comment.Slides. This opens the macro within the Visual Basic Editor. Click Edit. Type the following as the next line of code in your macro: ActiveWindow. is the number 1 in this case. Select your macro from the list and then click Run. Lets take a closer look at this line of code. the slide index. remove unnecessary steps. TIP: When entering code. This opens up the Macro dialog box. search for "Add Slides" using the Help menu. The second parameter specifies the type of AutoLayout. Run the Macro There are several methods to run a macro.47 - . The slide created uses the Title Only AutoLayout. click Close and Return to Microsoft PowerPoint. or add instructions you can't record in PowerPoint. Set MySlide Assigns an object reference to a variable or property. if the property and method list pops up. Add Some More Code You are now ready to add the rest of the commands to complete the macro. point to Macro. Comments are ignored by the Visual Basic Editor. The Visual Basic Editor closes and you return to PowerPoint.Blueprints for a successful presentation Set MySlide = ActivePresentation.Add(1. They are added to the code to make it easier to understand what is going on in the code. On the File menu. On the Tools menu. The slide index is the position where PowerPoint creates the slide. ppLayoutTitle) parameters: Tells the Visual Basic Editor you are referring to the presentation that is open in the active window. you can select the item you want and then press TAB. For more information on the slide AutoLayouts available. and then click Macros. View the Macro Code To view the source code of a specific macro.ViewType = ppViewSlideSorter . and then click Macros. When the index is set to 1. point to Macro. which adds the object to your command and leave the cursor on the same line. PowerPoint creates the new slide at the beginning of the presentation. The Visual Basic Editor is where you make corrections. Click the macro that you want to edit. you can try running the macro. follow these steps: On the Tools menu.Slides. This opens up the Macro dialog box. For more information about creating slides programmatically. search for "PpPlaceHolder Type" using the Help menu. ActivePresentation Add(1. ppLayoutTitle) This code adds a new slide to the active presentation. Using Set makes it easier to refer to that same object later in your code. The Add method takes two The first parameter. Only one method is described in this article. Creates a new slide and adds it to the collection of slides in the presentation. Your macro-code now looks something like this: Sub YourMacro () ' ' Macro created 1/7/97 by You ' Dim MySlide As Slide Set MySlide = ActivePresentation.Add(1.

If you didn't use the With statement.Selection.Background. Add the next line of code to your macro: MySlide.AdvanceTime = 5 .Slides.SlideShowSettings. and then set the background preset texture to the recycled paper. Add the last line of code to your macro: ActivePresentation. your code would look like this: ActiveWindow.TextFrame.SlideRange.SlideRange . The With statement allows you to group commands that have common references.Selection.TextRange.PresetTextured _ msoTextureRecycledPaper The underscore (_) in the second line is a continuation character.Select Add the next section of code to your macro: With ActiveWindow.FollowMasterBackground = msoFalse .Background.Run This line of code starts the presentation as a slide show. The main disadvantage of the With statement is that it sometimes makes the code more difficult to read.Slides.Add(1.FollowMasterBackground = msoFalse ActiveWindow. It tells the Visual Basic Editor that you could not fit the specific command on one line and are continuing the instruction on the next line.Selection. We are doing this so we can select the entire slide. ppLayoutTitle) ' Change the presentation to slide sorter view.Fill. Add the next section of code to your macro: With ActivePresentation. search for "views" using the Help menu.Shapes. EntryEffect Specifies the slide transition effect that runs just prior to the slide appearing.Title.SlideRange.Blueprints for a successful presentation This changes the presentation to slide sorter view. For more information about PowerPoint views. especially if you nest a With within another With statement.PresetTextured msoTextureRecycledPaper End With These commands tell PowerPoint that this particular slide does not follow the master.48 - .EntryEffect = ppEffectCheckerboardAcross End With AdvanceTime Specifies how long (in seconds) a particular slide is visible when running a slide show. You can see the advantage of using With statements: less typing and faster code. Set MySlide = ActivePresentation.Range. Using With to group multiple commands can improve the performance of the macro as well as saving you a lot of typing. The Complete Macro Code Sub YourMacro() ' ' Macro created <Date> by <You> ' Dim MySlide As Slide ' Add a new slide to the presentation.Text = "Look What I Did!" This command adds the text "Look What I Did!" into the title box of the slide that you created. .SlideShowTransition .Fill. Add the next line of code to your macro: MySlide. including the slide itself.

MySlide. MySlide.ViewType = ppViewSlideSorter ' Select your slide. With ActiveWindow.Selection.AdvanceTime = 5 .Run End Sub .TextFrame.Background. ActivePresentation.TextRange.Slides.SlideRange .Range.Title.EntryEffect = ppEffectCheckerboardAcross End With ' Start the slide show.Select ' Apply a preset texture to the slide.SlideShowTransition .Shapes.SlideShowSettings.Blueprints for a successful presentation ActiveWindow.Text = "Look What I Did!" ' Set the slide timing and transition effect. With ActivePresentation.FollowMasterBackground = msoFalse .PresetTextured msoTextureRecycledPaper End With ' Add text into title of the slide.49 - .Fill.

50 - .Blueprints for a successful presentation Projecting Your Slideshow in the Classroom When you complete this chapter you will be able to Project the presentation on an LCD Projector Export to Overheads Export to 35mm Slides .

and that the audio input cord is pushed all the way into projector and laptop ports. If you have those cables. Hence. You can find instructions in the PowerPoint help files if you like. Wait for it to boot up. It is probably either 1024x768 or 800x600. Unfortunately it is not the same for all computers. press Fn + F8 (or whatever keys you pressed before) one more time. If you check your computer speakers. You should be able to turn the projector volume up fairly high. and still leave yourself plenty of time to set up the final show. it is often a lot more complicated than it should be. If you have no clue what works. As a last resort. check to make sure the power is on and the lens cap is off. Turn on the projector. Plug in the projector. play a sound file and check the volume.51 - . On Dell laptops it is Fn + F8. You will need a digital projector to do the same. go to Control Panel Display. Press F5 to start your slideshow. it is possible to get your slideshow to display on the wall and your lecture notes (or whatever you want) to display on your laptop screen. there might be one running between them which you can detach. you might need to show the presentation to your audience. you need to try out in advance if possible by having a demo projection. (If your computer is already turned on you can try following these instructions anyway – sometimes it works). Press all the F-keys in turn. or through Google. but you should see a blue screen projected onto the wall. If you’re lucky. then click on the Settings tab. You might also need to use a standard extension cord/cable. Advance preparations The Projector comes with a cable that connects your laptop with the projector. and the audio cable if necessary. If not. and then press the required keys for projector display (Fn + F8 on a Dell laptop). Setting up the presentation For setting up the presentation. Desperate last-ditch attempts to make your show appear • • Try other key combinations. On at least some IBM laptops it is Fn + F7. Even though the instructions given in this book are relatively simple. if necessary. but if not. that’s still a good sign – just keep pressing the same two keys until your display returns. and it varies by computer. you could bring in your computer speakers and hook those up to your computer instead Find out in advance which key combination will get your computer screen to display from the projector. It is usually Fn + some F-key. and/or if some icons of monitors appear. Yes. you will need a second cable to link your laptop’s headphone/speaker jack to the audio input on the projector. If your screen stays black. they should be fairly cheap to buy at an electronics store. This cable fits with most computers. If you can’t find it. Something has to work! Make sure the resolution of your laptop matches that of the projector: a) Look on the projector and see if you can find the resolution written on it. There should only be one port on your laptop that it could possibly connect with. start with both projector and laptop off. the correct F-key on your laptop will say “CRT/LCD” or have a tiny icon of a computer and screen. Like setting up a projector. Your computer screen might go black for a few seconds. depending on the classroom. you can try pressing Fn + each Fkey without the projector connected. This cable looks like a walkman headphone jack on both ends. If this works but your laptop screen remains black. b) On your laptop. Turn the volume up on your computer as well. .Blueprints for a successful presentation Projecting the show in a LCD Projector After you are done with the Presentation. Open PowerPoint and your slideshow file. try these instructions anyway. You will not see your slideshow yet. If you are using audio. It may take a while to warm up. On Toshiba laptops it is Fn + F5. make sure the mute function is off on both projector and computer. but then you should see it displayed on the wall. you have probably found the right combination. even though the sound quality is not great. You need to use dual monitor configuration for this. When your screen temporarily flashes black. If your presentation is having any media with sound. Press the Fn-key with each F-key. Attach your laptop to the projector with the main cable. Even in some other laptops you will find a picture of projector in the related Function Key. If you still don’t hear anything at all. you can connect them directly. every computer-projector combination is different and it is very common for something to go wrong. Turn on the computer.

the instant you begin creating a 35mm slide show.microsoft. Congratulations. 35mm slides are slightly wider than slides used in presentations. you’re done with setting up the show. • • • • Export to Overheads (Transparencies) You can print transparencies directly from the presentation without printing out the paper copies and running transparencies from the paper copies through your copier. Export to 35mm slides If you eventually want to output your PowerPoint presentation to 35mm slides. Then do the remaining slides. A bunch of fancy commands for jumping around in your slideshow are available at: http://office. To leave the slideshow at any time. Keep trying resolutions until one works. press the up arrow. If you don’t know. go into File | Page Setup | Slides Sized For | 35mm slides. you should change the page setup before you begin entering data. try 800x600 pixels. Turn everything off and turn it on again. . c) • • Running your presentation once the projector is set up • • Open your PowerPoint file.as it sometimes doesn't. If you still can’t get your screen to display. Move through your slideshow either by clicking on the mouse or by using the up and down arrows on your keyboard.aspx If you need to go backwards. too. move the slider to the correct resolution. Now you have the correct aspect ratio for 35mm slides. try 1024x768 pixels. Changing the page setup after you've completed your presentation might radically change the formatting.com/en-gb/assistance/HP051953031033. Sometimes there are different input sources on the projector. Click on Apply. hit ESC. starting with the projector. then press F5 to start your show. Just load the transparencies into your printer and print one or two slides to make sure everything is working correctly.Blueprints for a successful presentation Under Screen Resolution. If you click on the pen icon. you can get a “pen” that allows you to draw on your slides (in non-permanent ink). If you move your mouse pointer over the bottom left-hand corner of the screen. Find the input button and cycle through these. Good Luck with your presentation. Use transparencies when you're not sure you'll have an LCD projector and as a backup in case the equipment doesn't work . So. If you have a color printer you can print color transparencies directly. you will see a menu with several advanced options. (Some projectors also come with a remote control).52 - .

53 - . & Collaborating . Editing.Blueprints for a successful presentation Proofing.

and color. Click the light bulb and then click the option you want in the list. and header and footer information. Repeat step 2 for every action item and then click OK. On the Standard toolbar. size. right-click the slide. click Normal to return to the presentation. On the View menu. To have art or text—for example. and then click Add. right-click the slide and then click Meeting Minder or Speaker Notes. click the Font Size down arrow and then click 40. put it on the slide master. Click the multi-color block in the first row of the third column and then click Insert Clip. Experiment to see which combinations you like best. and change font style. bullets. • • • • • To add notes or meeting minutes. click Show the Office Assistant on the Help menu. adjust the size of the placeholders. Click in the box and then type the notes or minutes. and you won't have to customize each presentation layout separately. all of your presentations will have a consistent look and feel.54 - . Click anywhere in the Click to edit Master title styles text block. On the Standard toolbar. To follow up with Meeting Minder and Action Items Participants in an online meeting can also use the Meeting Minder dialog box or the Speaker Notes dialog box to take notes. The notes are visible to all participants. point to Master and then click Slide Master. Click in the box. you may want to use master slides and create a custom template. click Meeting Minder and then click the Action Items tab. In the Bullets and Numbering list box and then click Pictures. and number areas can all be changed in the same way. Right-mouse click anywhere on Click to edit Master text styles and then click Bullet. Objects appear on slides in the same location as they do on the slide master. add the text to the slide master by clicking Text Box on the Drawing toolbar—do not type in the text placeholders. Use the slide master to do the following: add a picture. type the information for the first action item. These features are available only when the presentation is in Slide Show view. With the master slides and custom template.Blueprints for a successful presentation When you have created and saved a presentation. change the background. PowerPoint automatically checks the presentation for consistency and style. Customizing your slides using the slide master The slide master allows you to customize the look of each slide and ensure consistency across your presentation. and marks problems on a slide with a light bulb. Master slides and custom templates If you use PowerPoint on a regular basis for presenting related materials. To change master text and title styles The date. To turn on the Assistant. The light bulb is not available if you have turned off the Office Assistant. • • Open the presentation you want to check for style and consistency. To check consistency and style By default. it is important that you proof read and edit a presentation to make sure it is error-free. you can change fonts. footer. The action items appear on a new slide at the end of the slide show. This is especially important for collaborative projects that have several authors. a company name or logo—appear on every slide. . click the Font down arrow and then click Arial. In the slide master. The look of text you've added with Text Box is not governed by the slide master. Remember that the slide master changes every slide in your presentation • • • • • • • On the View menu. You can fix or ignore these errors and also change the elements that PowerPoint checks for. To add the same text to every slide. To add an action item.

Blueprints for a successful presentation Copying Your Presentation to Memory Stick .55 - .

insert it.Blueprints for a successful presentation Resist the temptation to drag & drop PowerPoint files to a memory Stick. hence you need to unzip them on the new computer. . You also get a copy of PowerPoint viewer. regardless of whether or not you copied them all into the same folder.56 - . insert the CD & click on Copy to CD. which makes copying even easier. video.). If you don’t have PowerPoint in the target machine. All of your linked files should automatically be included. This process also gives you the option of downloading the PowerPoint Viewer if you don’t already have it. PowerPoint 2003 PowerPoint 2003 allows transfer of files in few clicks. If you have a newer version of PowerPoint installed in your PC/Laptop. File – Pack & Go. which allows the Show to play even if the target computer doesn’t have PowerPoint installed. What I would suggest to all PowerPoint users is to have a copy of PowerPoint Viewer with them all the time. Choose copy to folder & locate the appropriate drive. you can download the PowerPoint Viewer & install it in the target machine. Go to >File – Package for CD. If you copied your linked files into the folder with your slideshow as you were creating it. you will have to rely on copying the entire folder method. you should be able to use the command. PowerPoint 2002 zips your files. excel sheet etc. If you are copying to a memory stick. PowerPoint 2002 In PowerPoint 2002. but make sure to check the boxes marked Include Linked Files and Embed True Type fonts. various tools are available. You can also carry a copy of PowerPoint Viewer in the memory stick. If you are burning to a CD. unless you are absolutely sure the presentation has no link to any other file (audio. you can afford to drag & drop the presentation into the memory stick. Other Versions of PowerPoint In all older versions of PowerPoint.

Organization Charts Showing Off your Presentation at a KIOSK Annotating Slides Style Checker .Blueprints for a successful presentation Advanced PowerPoint At the end of this chapter you will know about Working with Text Identifying Toolbars Page Setup Creating Action Buttons Adding Objects to Slides Using the Drawing Toolbar Advanced Drawing Techniques Combining Presentations Creating Original Artworks Builds & Transitions Setting Animation Saving a slide as a graphic file.57 - .

select the WordArt icon. Click OK. If the second image is not selected. click the Shadow Button. following it with the alignment you need.Blueprints for a successful presentation Introduction This advanced module of PowerPoint is intended for those who have already mastered the basics of PowerPoint. Working with Text Reminders about Fonts It is preferable to use a sans serif font type in a presentation because a font without serifs is easier to read on a screen. The text will be shadowed. Guides and Rulers. Select the WordArt format you want. Guides are the lines that drop down the slide from the ruler. Add a Shadow to Text First select the text you want to be shadowed and from the Formatting toolbar. Creating Mirrored Text For some reason you might wish to have a word or phrase appear as its mirror image. If you are a good designer. select the object or objects you want to align from the Drawing toolbar. Use WordArt to Enhance Titles or Text Use Insert | Picture | WordArt or from the Drawing Toolbar. click Draw.but many do. Serif fonts like Times New Roman or Palatino or Courier tend to drag the viewer's eye back to the line. It's a good idea to have both the guides and the ruler turned on if you want to locate objects precisely. Possibilities include: Align Left Align Right Align Center Align Middle Align Bottom and so on. Alignment and Formatting Objects Text and objects can be placed right up to the edges of a slide but for accuracy of placement. If you want to make any changes.. To get additional information on guides see below. Click on the text to select it. use guides. Type in the text (keep it short). Guides can be used to group objects. you can use the . grab the handles at the corner of the object and tug it carefully into the size you want. Be judicious in your use of WordArt. If the text looks the way you want it to look on the slide. bolding or italics and click OK. or to rotate objects in relations to the edges of a portion of the document. then point to Align or Distribute. Next select the Font and Font Size. From Draw select Rotate or Flip. click on it. hold down the left mouse button and drag it into place. This does give you a different view of things. Then do File | Copy. select Text Shadow. then File Paste. A little goes a long way. then Flip Horizontal. Helvetica and Tahoma. To align objects. Use guides to move and place objects exactly where you want them. The serifs themselves do not translate well into on-screen presentations and are best kept for print-based book chapters and articles. go into the Slide View master. The best presentation fonts are Arial. Now all titles will be shadowed. click the dashed line in the title box and when you see the hatched line. To shadow all slide titles. Reposition the object by clicking in the middle of the image. Move the second copy directly underneath the first.58 - . double-click on the middle of the object and PowerPoint will bring up the WordArt window. That will select it.. use WordArt to create the text. This is not an affect I particularly care for so I rarely use it . To do this.

the guide dividing the slide in half vertically. When toolbars contain more choices than can easily be displayed on a toolbar. This can be the URL itself. such as an EXE (executable) program on your hard drive or on your Intranet. including Word. choose TOOLS : Customize. to display additional toolbar choices.59 - . Adding hypertext links You can create hypertext links to a site on the Web. Select Relative to Slide. You can click the doubleheaded arrows. as well as drop down arrows. click the double-headed arrow at the bottom of the menu list. (The Insert Hyperlink button is also used in Word.Blueprints for a successful presentation guides to stack objects. Select the text you want to use as your hyperlink." This will not affect the toolbar. drag it off the slide. and then point to Align or Distribute. From the Drawing toolbar. grab and drag an existing guide. To align objects. to another presentation or to a Word document. click Draw. and when you get to the slide with a hyperlink. Stacking objects involves drawing objects and placing them on top of each other. only the menu choices. Office 2000 may be installed to show only your most recent menu selections. select the objects you want to align. or hold the mouse over the menu for a few seconds. NOTE: Changing this option will affect each Microsoft Office suite application. clicking on the link will open Internet Explorer and take you to the site. hold down Ctrl. After you choose an option. select Slide view. that that object must be available on the site or you will get an error message. View The View Toolbar is located in the lower left corner of the screen and lets you quickly move through different views of the presentation: Text Options on the Text Toolbar allows you to make choices affecting highlighted text. and Microsoft Access). Microsoft Excel. Either of these actions will then display all the choices in that menu item. are hidden. then from the View menu. PowerPoint and Excel. Be aware that if you link to something on the Web or to another object. you will find the toolbars easier and quicker to access once you are comfortable with their functions. Hyperlinks become active only when you run your slide show . You can enter an Web address beginning with http://. To see non-visible choices. then select the alignment option you want. Stacked objects can be brought forward or sent backward depending on the commands you use. Identifying Toolbars Most of the tasks in PowerPoint can be accomplished either through menu choices or via a toolbar. Clicking on Internet Explorer's Back button will take you back to the presentation so that you can continue on with your discussion. You may hide the guides without deleting them. When you are presenting (and connected to the Internet). to a different section of your presentation. To view the Rulers or Guides. To "permanently" reveal all menu choices. less frequently used choices.not when you're creating the show. Click the Options tab and uncheck "Menus show recently used commands first. click on the Insert Hyperlink icon. by selecting Guides on the View menu. . Generally. Hyperlinks can be set as relative or absolute links. select Guides and then select View | Rulers To add a guide. additional. for example. This turns the guides off. or browse for a file. To delete a guide. From your Standard toolbar. that menu choice becomes "recently used" and is visible when menus are pulled-down.

Multiple-line items should have no more than 2-3 lines each. click the appropriate double-headed arrow at the bottom of the Scroll Bar. make sure the cursor is in the line in which you want the next level to begin. This is because the bullet will not appear on the slide unless it has accompanying text. click the double-headed or drop-down arrow on the toolbar. choosing both the size (in percentage of text size) and the color. You can choose from the selections provided by PowerPoint. you also can change the bullet style on any slide or on any bulleted point. so pay close attention to the selected bullet before proceeding with any changes. the text will automatically wrap to subsequent lines and indent appropriately. • Bullet Styles Although you can set Bullet Styles in the Master.Blueprints for a successful presentation NOTE: Keep in mind that some options may be hidden. Each slide should contain no more than seven (7) bulleted points. whether promoted or demoted.60 - . NOTE: Sometimes it is difficult to remember exactly what the default bullet style was. The Slider demonstrates one reason why it is important to always use a layout that contains a Title Placeholder and to always title each slide—the title helps orient you to the location within the presentation. To move one complete slide forward or backward. Press and drag the Slider to move continuously through the presentation. Creating Bulleted Lists To create a bulleted list from the AutoLayout. choose the Bulleted List layout. When you change the bullet style. however. that if you choose a font that is not installed on the computer from which you are giving your presentation. An indicator shows the slide you are currently passing and the title of that slide. Click Character to include any symbol font installed on your system. every subsequent bullet on that slide. you can use the Scroll Bar on the right of the screen. You should decrease the number of bulleted points in proportion to multiple-line entries. then click the Demote Tool. To change the bullet style. To access those. Each new bullet appears somewhat "greyed out" or dim prior to you typing the first character in the item. Click in the main Placeholder and begin typing. In addition. If the text you type in a bulleted item is longer than a single line. as well as the name of the Design Template applied to the presentation. Another option is to move directly to the desired slide by clicking on the slide itself in the Outline pane. the presentation computer . Each consecutive point will remain on the current level until you click the Promote Tool to return to a previous level or the Demote Tool to indent one level further. Each time you press ENTER. make sure the cursor is in the line of text in which you wish to change the bullet. will have that style until you change back to the default or change to a different slide. Release the Slider to move to the indicated slide. All AutoLayouts but two (Blank and Large Object) have a Placeholder for Title. Keep in mind. To create subsequent indented levels. Drawing The Drawing Toolbar contains the tools (each is described in detail later in this tutorial) to incorporate objects into a presentation: Navigating during Development To navigate through the slides during development. the bottom left corner of the PowerPoint screen shows the current slide. out of the total number of slides. then choose FORMAT : Bullet. the cursor is automatically placed in the next bulleted point.

Back. Choose your drawing tool . Choose 35mm Slides. PowerPoint 2000 also has a number of "Picture" bullets in the ClipArt from which you can choose. or pull out to make it larger. Information. If you don't remember how to get the Drawing Toolbar. it will appear at the bottom of your screen. open another PowerPoint presentation or other file. and select the Drawing Toolbar. or link to other slides. then select the shape you want. and change the color of text. text boxes. . From the Drawing toolbar. The Drawing Toolbar is a very useful toolkit. grab a corner handle. shadows. Click OK. clip art. be sure to be in the Slide view. enlarge or reduce the size of the icon by grabbing the handles on the selected icon.Blueprints for a successful presentation will choose the "closest" font to the one you chose and the result may not be one you like. arrows. Sound. From the Drawing Toolbar you can add Autoshapes. files. Help. To maintain the aspect ratio. Since the shape is an object. and Web pages. Once you've clicked on the Drawing toolbar. choose FILE : Page Setup. Both Symbol and Wingdings font are standard on most computers and should display as you intended. and click once on the slide. This way you can add bullets to text you have typed without using the Bullet AutoLayout. select Autoshapes and point to the Action buttons. Drawing a Shape Drawing a shape is quite easy and can add some pizzazz to your presentation if done discretely. Word Art. straight lines. if you develop slides before setting the page size.61 - . and either push in to make the object smaller. You can then select which action you want to be played: open up a new document. You can copy the object several times and lay them in where you get the best effect. This will insert the icon. click the drop-down box beside Slides sized for. In the Page Setup dialog box. run a software program. Click it again to remove the bullet. fills. Creating Action Buttons PowerPoint 97 includes a set of built-in 3-D buttons for such actions as Forward. tables. of course. or play a sound from a list of sounds. images. Page Setup for 35mm slides PowerPoint assumes that you will be delivering an on-screen presentation. To add various shapes. Or. you should size the presentation for that medium before beginning development. it will have handles if you click on it. you can create your own action buttons. 3-D. Select the action button you want. You can. and the like. Click it once to place a bullet at the beginning of the current line of text (the one in which the cursor is flashing). and Movie. here's how . various shapes such as rectangles or ovals. indeed. If you are using PowerPoint for development but will be creating 35mm slides. You can click these buttons during a slide show to start another program.such as Autoshapes. • Adding / Removing Bullets The Bullet Tool is a toggle.go to View | Toolbars | Drawing. then Basic Shapes. play a sound or movie. you run the risk of your slides not looking the way you want them to look. To size your presentation for 35mm slides: From the menu. 35mm slides are wider than on-screen presentations. charts. Adding Objects to Slides Using the Drawing Toolbar An object can be anything PowerPoint allows you to grab and manipulate. Examples include graphics. Home.

click on the object. then Bring to Front. we might wish to print something outrageous on the picture of a balloon for a friend. This is one tool that you will really need to play with to get a real sense of how it works. Layering Objects Using Insert | Picture | From Clip Art. Basically an embossed effect forces the image out and the engraved effect depresses the object. You can also make interesting effects by clicking on Fill Effects. rotation. insert several objects onto your slide and overlap them slightly. or surface texture. The graphic that was added last will be on top. like the mylar. its color. then on the down arrow Fill icon. too. Either select a color from the existing pallet. or from More Fill Colors. To bring an object that is underneath another object to the front. and. and then click the options you want on the 3-D Settings toolbar. Create Embossed / Engraved Text and Graphics It's pretty simple to add or remove an embossed effect from text or an object. it would be buried under the balloon. Personally I don't care for 3D effects. click the 3-D icon. These plus any other features would be layered over a base map. Select Draw then Ungroup. click 3-D Settings. What 3-D effects are there? PowerPoint provides numerous 3-D effects. Select the object you want to change such as a WordArt object by clicking once on it. Shadows can be recolored from the Shadow Settings option. select Shadow Style 17 and to add an engraved effect. holding the left mouse button down. Say Rivers . Aside: When working with objects it helps to think of how cartographers used to make maps. but that's just a personal preference. including elongated boxes.62 - . then on another sheet of mylar they would draw streets. Grouping or Ungrouping Clip Art Click once in the middle of the ClipArt picture to select it. Don't hesitate to try more than one shadow effect if you're not certain which one you like best. depth. Create 3-D effects with PowerPoint's drawing tools A 3-D effect can also be added to objects to provide interest and create emphasis. You can make boxes of various kinds. You will be asked if you if you would like to convert the clipart to a MS Office drawing and will remind you that all embedded data and linking . Then add a 3-D effect by clicking the option you want from the menu of options. click in the middle of the object. This ability to layer can be used to put text on top of objects. Select the object or text you want to add the effect to. Adding a Shadow To add a shadow to the object. The Bring to Front feature makes it possible to read the text. click on the object. Objects. The two main effects are embossed and engraved. The shadow effects are not labeled in the Drawing menu. When you see the menu of shadow effects select the shadow that has the most pleasing effect. click on the object and from the Draw menu choose Order. Each of the layers would show through to create the final map. click Shadow. If we did the text first. 3-D can be used with certain kinds of text. To move the object.on one sheet of mylar. select Shadow Style 18. To change the fill color. drag the object into place. lighting. (It looks like a rectangular box). . To change a 3-D effect. but the number will appear as you slowly draw your mouse over each of the available styles. From the Drawing toolbar. They would put one feature. Using the Drawing toolbar. For example. and then toggle the Shadow on/Shadow off button from the Drawing Toolbar. are layered or stacked on your slide so that you can stack and manipulate them as you need to.Blueprints for a successful presentation The object will be filled with whatever color you have used in the fill button. for example. Now the other object is underneath the object we selected. click 3-D again. although pure text cannot be 3-D'd. To add an embossed effect.

click on the image to select it and from the Picture Toolbar. hold the mouse button down. Object Effects To place a shadow or 3D effect on an object. go to the View menu and select Toolbars. Cropping/Trimming Clip Art Use Insert | Picture | From Clip Art to add images to your slide show. you can use PowerPoint's selections or choose an image file from your workstation. click on these tools. The clipart will be separated into different individual objects. Fill Effects Fill effects include Gradients where you can select one or two colors of your choice. Patterns allow you to choose two colors and the pattern design with which you want to fill the object. click OK. Textures are image files similar to web page wallpapers. select all of the objects . If you discover that you've cut off too much of the graphic. as well as the direction and variants of the gradient. You can choose either of them as per your requirement. dash style.hold down the shift key and click on them individually. Position the cropping tool over a sizing handle and drag a middle handle inwards on the side you want cropped.63 - . just grab the same corner and drag out. If you want to clip or crop the image. Picture. When you choose Fill Effects. The Picture toolbar is a floating toolbar. then click the tool selection.Blueprints for a successful presentation information will be lost. Picture allows you to choose an image file from your workstation. To change line style. Either one will work. Be aware that the objects will be grouped based on their current location within the square you just drew. respectively. . Note: If your Picture toolbar does not appear. The underline under the Line Color Tool is the current line color. you will be delighted to learn that PowerPoint has built in the elements to create a flowchart on a PowerPoint slide. you may cut off more than you wanted to because the corner handles maintain the aspect ratio. Textures. and then draw a square around the objects. Pattern. Play with the image till you have just the section you want. and arrow style. drop down the arrow and make a new selection. Alternatively you can click anywhere on the screen. Everything inside the square will be highlighted. The original picture will return to its former size. select the Cropping tool. (It looks like two xx's side by side). the photograph will center itself within the selected object. If you still wish to continue. At this point you can recolor the sections you want to recolor or delete out parts and colors until all you have is a black and white sketch. To change the line color. select the object. select the object.To outline an object with the current line color. If you use a corner handle. hiding any parts of the image which do not automatically show within the object's shape. then Picture. you will get three different options like Gradients. Line Effects Each drawing object has an outline the color of the automatic color. To group the now separated sections together. Now select Draw and Group or Regroup. Other options with the Line Color Tool include color and patterns similar to the Fill Tool. then click the Line Color Tool. In fact. all you will see is sections of the image with handles everywhere. Advanced Drawing Techniques Flow Charts If you're demonstrating the flow of a process or system. after drawing the object and while it is still selected.

And it looks fabulous when you are done. link the secondary node. Increase the width of the line to at least 3 point by selecting the line and clicking on Line Style and selecting 3. then on the primary node and while holding the left mouse key down. Enhancing Flow-chart Objects You can increase the thickness of the links and on the text box by clicking on the Line style icon and change the color of the nodes by clicking on the Fill color icon and selecting from the available choices. Now create a place to put your images in the clip art gallery by selecting an existing section using a check box. Then OK. . and then click Align Left. Creating Demand Curves Create your X and Y axes using the Line feature from the Drawing toolbar and add titles. Align Top. you can align the various nodes with other nodes By their left edges Horizontally by their centers By their top edges Vertically by their middles By their bottom edges Use the Drawing toolbar. The drawing toolbar can be used to space nodes equal distances from each other. select Insert | Picture | Clip Art | Import Clips. Keep in mind that your audience can't read type font less than 18 points. and so on. If your flow chart is complex.64 - . If the arc is facing the wrong direction (i. Just select it by clicking once on the node and begin typing. Adding Images to the Clip Art Gallery Many people do not know that you can add images and clip art to the existing Clip Art Gallery. and not the stages that were important. your cursor turns to a cross-hair. click on the arc to select it (note handles) and click on the Free Rotate icon. click where you want the top of the arc to start and curve your mouse down to the bottom where the arc will end. Use them appropriately to enhance the flowchart. click on the connection icon. To make a link. You now have a demand curve. click on the arc and drag it into position. Align Right.. This is a very easy process. Adding text to a node is easy. then point and discuss . The elements are referred to as nodes and the arrows that join the nodes are called links. You have numerous connectors to choose from. Turn off the Free Rotate icon when you have the curve where you want it. Be sure only to use Public Domain images or images for which you have permission. The image is placed on the slide through clicking the cross-hair on the screen. MS Internet Explorer opens up enabling you to add clips found on the Web.e. it should be concave rather than convex). For example. try breaking it up into several slides. Now select the subdirectory where the images are stored and select the file. Align Center. The handles turn green when the Free Rotate icon has been clicked. or by creating a New Category. To insert new clip art into the existing set of images. After you click on the node. and align them with relation to a guide or grid. point to Align or Distribute.and hand out the slide with the flow chart as a separate full-sized sheet of paper. click on AutoShapes | Basic Shapes from the Drawing toolbar and from there select the arc shape. Then select the element you want by clicking on the image of it. Aligning and Rotating Flow-chart Objects In addition to enhancing the appearance of your flow chart. If the overall process was the important thing.Blueprints for a successful presentation To bring up the flowchart graphics use Insert | Picture | Autoshapes | Flowchart. You may need to reduce the size of the type. Perhaps even more important is your ability to import Clips from Web. click Draw. Your audience can follow the details on the handout as you talk. you can align the nodes in various ways. To make an arc for the demand curve. When you click on this button. Since the arc is likely to be incorrectly positioned. Grab one of the handles and drag up or down until the arc is in the correct position. When you see the mouse pointer change to a cross hair.

Use the tools along the left side and the colors at the bottom to draw and paint your image. or copy already existing slides from one presentation into another presentation. When you press and drag. Open both presentations. Choose WINDOW : Arrange All to display both presentations side-by-side on the screen. you can resize it by clicking and dragging the handles that appear on the corners. crop and more. NOTE: You will not be able to drag the slide if the original presentation is in Slide View and the destination presentation is in Slide Sorter View. Press and drag the slide from one presentation to the other. . then click in the destination presentation and paste it. choose Object. Launch PowerPoint. NOTE: the presentation that was the active presentation when you made the Arrange All selection will be on the left. Any charts contained in the transplanted slide will be updated to reflect the colors of the destination presentation.65 - . From the Insert menu. Put each presentation in Slide Sorter View. A window will appear in the middle of your slide. you can resize it by clicking and dragging the handles that appear on the corners. crop and more. click on the slide outside of the paint window. If you want to keep the original presentation as it was. An alternative is to right click on the slide to be moved and choose COPY. double-click on it to return to the Paint tools and colors and make your changes. To edit the image. Notice that each presentation has its own Navigation Toolbar in the lower left corner of its respective window. adjust brightness. choose Bitmap image from the list and click the OK button. To make changes your picture’s format. Notice that "transplanted" slide takes on the characteristics of the receiving presentation. click on the image one time. adjust brightness. Use the Scroll Bar to navigate through each presentation until you can see the slide you want to copy in the original presentation and the location in the destination presentation where you want the slide placed. To work with two presentations simultaneously. you remove the slide from the original presentation. The Picture toolbar will appear and you will be able to change contrast. Creating Original Artworks in PowerPoint You can paint original artwork directly in PowerPoint 2000 using the Insert Object feature. While the picture is still selected. create a new presentation and choose a slide layout so that you are ready to begin working. do NOT save it when you close the presentation. When you are finished. The Picture toolbar will appear and you will be able to change contrast. including the color scheme. At the Insert Object window. Your picture will be floating in the middle of the slide. While the picture is still selected.Blueprints for a successful presentation Combining Presentation You can combine presentations.

and from top to bottom and we feel more comfortable with that. To set the animations at the level of the Slide Master. Select the build you prefer. Adding Builds to Your Slides – Making Bullets Fly To create bullets that fly across your screen. very slow in flying across the screen. such as those that might be required for individual images that do not appear on every slide will still have to be set on a one-at-a-time basis. at the template level in the slide master. A few animations. or top down is usually better because Americans read from left to right. first make sure that you're looking at the slide master--if you're not. Adding Transitions Change the view to Slide Sorter view by clicking on that icon on the bottom left of the PowerPoint window. select the down arrow by No Transition. select View | Master| Slide Master from the main PowerPoint program menu. you can be a little bit more creative with special effects. From the menu. Another drop down menu will appear. you'll find a listing of five fields marked Text1 through Text5 . select a slide and click on the down arrow to the right of No Effect. The task of setting the animations for the Text2 field is relatively easy. Builds are the movement of bullets onto the screen. how bullets fly onto the screen as you click the left mouse bullet. Use the slide sorter view to assign builds and transitions. as some of the builds are very. the field that represents the bulleted list. you can ensure that your audience doesn't become bewildered by an inconsistent barrage of differing transitions and motions. remembering that flying from the left to the right. It will drive you nuts while you wait for that one bullet to finally finish appearing so you can talk about it. but by setting the majority of your animations at the template level. although you will have a variety of options to pick from: begin by putting a checkmark into the checkbox beside Text2. It keeps the talks interesting. underneath each slide will appear a little transition slide on the left-hand side. right-click over the space allocated for a bulleted list to introduce a context menu. Setting Animation Animations--effects that make text and other screen items move. Clicking on any one of these highlights. appear. significantly enhance a presentation and focus the audience's attention on the point or points you'd like them to be focusing on.A Review If you are using your PC & a Multimedia Projector to give a presentation. Next. . That will cause a drop. Transitions are the changes between slides. disrupting the presentation's pace and distracting the audience. and disappear-can. and from this select Custom Animation. There is a danger in using Random Effect. insofar as is possible.down menu to appear from which you can select the transition you want.Blueprints for a successful presentation Builds and Transitions . in the adjacent preview window. In other words. the particular field that has been selected. Unfortunately. at the best of times. I prefer to choose Random Effect (the last effect in the list) so that I never know which direction or effect is going to occur. After you've selected a transition. This specifies that an animation will be applied. As a rule. you should only set animations for Text2. In the upper left side of this dialog. it's also an inherent quality of animations that they can render an otherwise sober presentation silly. The best way to ensure that your animations are helpful rather than harmful is to set them.66 - . You'll then see a substantial Custom Animation dialog appear (see below).

Animation sounds are always distracting and usually irritating. fourth. Note: Custom animation effects can also be applied to charts and multimedia components like sounds and videos. you can do so pretty easily and in more than one graphics format. and from that the Organizational Chart Auto layout. and then click the OK button to close the Custom Animations dialog. select the animation that should be used to introduce bulleted items: you've got quite a range to pick from.WMF extension (Windows Metafile). Set the Group by value as you see fit. In the new file containing just the one slide. It is. Please.GIF or . The slide can now be inserted as a graphic image in most programs. It can also be edited with a graphics program like Pain Shop Pro or Adobe Photoshop for further work. You may wish to turn an Excel table or graph into an image for use elsewhere. Copy the slide to a separate file using Copy in the original file and Paste in a new file.GIF is the slide is a simple one with few colors or is a black and white image. it will take a few seconds to load that program. Since most presentations can effectively be given using the 5th level grouping. you can click on the preview button on the upper right part of the dialog window. but you'll find that the simplest ones (Appear or Dissolve ) are probably the least distracting and least likely to interfere with the pacing of your presentation. there is a standard title field that should be filled in.Blueprints for a successful presentation In the left-most field beneath the heading Entry animation and sound . Once selected. To preview an animation you've selected. however. and fifth-level bullets would appear in their respective groups. The animation effects for these elements cannot be set at the slide master level. Use JPG if the slide contains lots of colors and . This can significantly aid your audience in focusing their attention on the current subject matter. Don't set an animation sound. identifying the subject matter of the slide. PowerPoint has a built-in Organizational Chart Auto layout. Default animations for individual images or clip art in your presentation cannot be set at the slide master level either: right-click on the image/clip art item. From Slide view. To set animation effects for these elements. Doing so will have the effect of making the current bullet always display slightly more brightly than items that you've already addressed.67 - . you'll also want to make a few changes: it makes good sense to have the text introduced all at once. On the other hand. please. Saving a Slide as a Graphic File When you want to convert a slide you created in PowerPoint to a graphics file. so you can leave that default intact. and could be anything from a family-tree. please don't. towards which end you should set the Grouped by value to represent that level of indentation that you would like the groups to appear in. that is a logical choice. . to a representation of the inter-relationships between species. Some animations allow you to specify the direction of the animation (ie. you must right-click on one of the charts or media items as you are creating the presentation. it is sometimes helpful to have bulleted items appear one at a time (or grouped according to their respective levels). Organizational Charts The organizational chart slide allows you to present a view of a hierarchical structure--it needn't be a corporate organizational structure. but it really does come down to a matter of taste and organization. and set the properties specifically for the individual image or clip art item in question. and then select the Custom Animation option from the context menu. but that all third. Please don't.JPG formats. On the lower right side of the screen. select Custom Animation from the menu. select the New Slide icon. As with most PowerPoint slides. you can either select the . assistants and co-workers is a matter of clicking on the level then clicking on the box you wish to attach the person to. This is how you do it. or . a good idea to set the value in the After Animation field to represent a color that's a faded version of the color you are using for your text. Fly in from the left ) in the adjoining field. Adding subordinates. setting this to 3rd would specify that every first and second level bullet would require a separate keystroke to be introduced. When you click on the Save File As Type text box. all at once. For instance. to a visual representation of related skills. click on File and Save and give the file a new name in the File Name box.

It's a little tricky getting the timings correct because your tendency is to rush through the presentation when you're reading it. On the Slide Show menu. select the slide or slides you want to set the timing for. The time will keep clicking off until you hit the stop button. You can set a slide show to run by itself with automatic timings. Under Advance. The amount of time you leave depends on the number of bullets and the density of information in each bullet. In slide or slide sorter view. Do each slide in turn until you are done with the slides. you can set it so users can move through the show at their own pace by using the mouse. Remember not to add too much to one slide. Update Presentation Name updates the PowerPoint slide. it's probably easier to set the timings manually. Your best bet is to get a friend or colleague to sit down with the presentation and go through it noting where the speed is too fast or too slow. Now. Go into the Slide Sorter view and from the Slide Show menu item. Each slide time will be different. Showing Off your Presentation at a KIOSK At a conference or health fair you may wish to set up your PowerPoint presentation as a loop if you need to be away from the booth for any length of time. text font and size. Select Rehearse Timings from the Slide Show menu item. you will need to set the slide timings. File. The organizational chart program has quite rich formatting capabilities. admire your org chart in your slide. Do remember that different people read at different speeds and plan accordingly. Alternatively. To view the timings. text color. click Slide Transition. Here the process is the same (Slide Show | Set Up Show | Browse at a Kiosk (full screen) except that you then select Advance Slides Manually. When you have the correct amount of time. use Close and return to presentation name. . Boxes can be shadowed. Then select Browse at a Kiosk (full screen). but not so long as to bore them. If you haven't set up transitions between slides. select Set Up Show.Blueprints for a successful presentation Organizational charts can also be used to indicate a population and on the next layer. and then enter the number of seconds you want the slide to appear on the screen. click on apply. it helps to do so when creating a loop. Editing an Organizational Chart Edit an organizational chart element the same way you would edit any other text box. You can then increase of decrease the timing as required. and Advance Slides using Timings. To exit. Select all slides (radio button) (or the ones you want to show). width of the links and box outlines. and the borders changed to fancier ones. Change the fill. Setting up a loop is not difficult but it does require some care to make the slides stay on just long enough for people to read.68 - . Select Boxes or Lines from the menu to make any changes. the organization of the population into subpopulations. click Slide Show. It just makes the presentation much smoother. Time for each individual slide will appear at the bottom left of each slide as you view it in Slide Sorter view. With longer shows. click Automatically after. After creating the presentation.

Click the Spelling and Style tab. right-click Pointer Options. Right click on the Assistant and choose Options. Keep in mind that the mouse was never intended to be an artist's tool. While you can change the options. To write. To activate style checker. select the color you want. Style issues are marked with a Lightbulb Icon. visual clarity. To enable the Assistant. The Office Assistant automatically checks style as your develop your presentation. You must have the Assistant enabled for this option to work. To change the pen color during the presentation. .69 - . right-click with your mouse. click on the letter e. whether or not you have included end punctuation. and then click Pen. click Set Up Show from the Slide Show menu. Choose HELP : Show the Office Assistant. From the Pen color box. and that each slide is set for maximum readability. Check the Use the Office Assistant. This feature appears very transitory. and case and end punctuation. select Pen Color and then the pen color you want. To erase annotations during a presentation. and make sure that Check Style is selected. To change the color of the pen before you begin your presentation. choose TOOLS : Options. Style Checker The Style Checker checks for spelling. hold down the left mouse button as you write or draw on your slide. To bring up a pen. This valuable tool checks to see that the case in each of the Title Placeholders match.Blueprints for a successful presentation Annotating Slides It may be useful to be able to write or draw on one or more of your slides during a presentation. Your drawings or added text will be clumsy efforts at best. the default settings are generally the best for a great presentation.

Blueprints for a successful presentation Adding a Narration .70 - .

Next select the Change Quality… button. It is usually a good idea to click the Set Microphone Level. the Record Narration option lets you record your entire presentation for playback on a stand-alone computer--on a student's desktop. so make sure that you are ready to start adding the narration to your presentation. select Slide Show/Record Narration. Clicking the OK button will subsequently close the Microphone Check dialog. In the Record Narration dialog. Follow the instructions. Tip: Save your presentation under a new name before beginning to experiment with the Record Narration function(s). Note: Embedding the audio into your presentation will cause less confusion later when you are viewing the presentation. If you later decide that you do not want the narration after you've applied it. The trade-off is that the presentation file size will be larger. a click of the OK button will immediately begin the recording process. at a kiosk--where PowerPoint is also installed. Leaving the link narrations checkbox unchecked will cause the audio files to embed into your presentation. when you've finished. as illustrated below. The process of recording a narration is simple: from the main PowerPoint menu. The Sound Selection box will appear. a Microphone Check dialog will appear.. The presentation file will remain its original size.Blueprints for a successful presentation There might be circumstances in your presentation when you need to record a narration directly. C. button. As you do so. When you are again looking at the Record Narration dialog.71 - . From this point. your presentation is ready to be canned and delivered pretty much without you. A Record Narration dialog will appear. If you wish to pause your narration at some point during the recording. Linking the sound files (checking the box) will cause the wav.) or to embed the audio files. as you make your way through the slides. right-click on a slide to introduce the following context menu: . you have the option to adjust input levels and recording quality or simply to click on the OK button and get started. the recording is underway. and where speakers or a headset are available. In those instances where you wish to make an entire presentation available to your audience and you don't want to have to be there to present it. This optimizes the audio for CD quality playback.. Upon clicking the Set Microphone Level. you'll find it easier to open a previously saved audio-free copy than to remove the audio and timing settings from the narrated version. button to make sure that the recording levels will give you a good quality recording. reading the text into your microphone. etc. By the time you have finished reading. the recording level should be optimally set. in a lab environment.. you can give the presentation as you would if you were standing before a room of people. the "timings" of your keypresses are linked to the audio track so that. You can choose to either link your narrations (linking the audio wav. zip. Select CD Quality.. Files to the presentation file in a specific drive of your computer (floppy. the the slider (under the meter bar) will move to the right (to increase the recording level) or to the left (to decrease the recording level). As a result your presentation file will be a larger file size if you embed the audio files. files to be saved separately while remaining linked to your slides. When your first slide appears on the screen.

and start the process again from the beginning. you'll see a prompt asking whether you'd like to save the timings. with your narration guiding the audience and the slides advancing at the appropriate moments. the entire presentation will play on its own. You will then be able to record your narration as you did before. To begin recording again. right-click on the slide again. and select the Resume Narration option (not illustrated here). Tip: If you want to re-record a narration that has already been added to a slide. Start the recording process again and the new audio will replace the earlier version. if you're happy with the narration. . you can end the narration by clicking through the remainder of your slides. When you have finished re-recording the slide. in sync with your voice. If you make a mistake or another error occurs while recording.72 - . view the slide in PowerPoint's Normal View. advance to the next slide and then press ESC to stop the recording. After you reach the last slide. and then select Slide Show|Record Narration from the main PowerPoint menu. click No. click Yes.Blueprints for a successful presentation Then click on the Pause Narration option. Once the presentation has been saved with its timings. otherwise.

73 - .Blueprints for a successful presentation Extending PowerPoint Beyond When you complete this chapter you will be able to Edit Add Ins Deliver Add Ins Create templates & Miscellaneous Add Ins Use Microsoft PowerPoint Animation Player .

aladat.htm).com/site1/pages/iceslide. They are usually integrated with their host program. Further PowerPoint add-ins usually falls in three categories: Editing Add-ins Delivery Add-ins Template and Miscellaneous Add-ins Editing Add-ins Editing add-ins usually add new editing possibilities to a presentation.com/pptools/FAQ00046.com/) is an add-in that adds Microsoft Agent style animated characters to PowerPoint.rdpslides.com) allows you to create a new presentation using images of your slides. Real Media or Windows Media.com) makes the popular Presentation PowerSearch add-ins that provide PowerPoint with extensive cataloguing and search capabilities. they have an excellent add-in that provides a single click access to over 30.voxproxy. Other PowerPoint to Flash converters include Presedia (http://www.com) and GST PowerLaunch (http://www.powerplugs. and more often than not. In their most basic form.iceweb.creativemindsinc.realnetworks.soniacoleman. These characters speak to the audience from within a running PowerPoint presentation. Java.presentation-librarian.com/gst-power-launch2. (Included in the CD) PowerCONVERTER. IceSLIDE (http://www.impatica. Other delivery add-ins creates autorun CDs from PowerPoint presentations. you can output entire PowerPoint presentations to the QuickTime format if you are using PowerPoint on the Macintosh. at other times. similarly converts PowerPoint presentations to Macromedia's Flash SWF format. In fact.74 - . Hemera includes a PowerPoint add-in that allows a single click access to its Graphicsdesk . Accent Graphics (http://www.com). they add new menus or icons to the PowerPoint interface.com/products/presenterone) from Accordent can create RealMedia movies from PowerPoint presentations.com). Librarian and Slide Converter from Aladat (http://www. you can look at three choices including Sonia Coleman's ACDPC (http://www. To create autorun CDs from PowerPoint presentations. from PresentationPro (http://www. CrystalGraphics PowerPlugs Headings (http://www. They usually alter the presentation itself to accommodate a new distribution format like Flash. Incidentally.autorun-autoplay-tools.com) provide add-ins that can do everything from adding new transitions and animated shapes to PowerPoint. RunIt! (http://www.com) are a collection of hundreds of alpha channel imparted visuals that add sophisticated headings to PowerPoint slides.htm) from Steve Rindsberg and Brian Reilly that provides an arsenal of new routines to PowerPoint. (Sample Software Included in the CD) PresenterONE (http://www. Sometimes these are just complicated macro routines made simple by a click of an icon.wanadu. Vox Proxy (http://www.cfm) and iCreate (http://www.presedia.presentationpro. (Included in the CD) CrystalGraphics (http://www.Blueprints for a successful presentation Very few of the millions of PowerPoint users worldwide are aware of the concept of PowerPoint add-ins. Template and Miscellaneous Add-ins Any add-in that does not fall into the category of an editing or delivery add-in is usually classified into this category.com) converts entire PowerPoint presentations to Java presentations that can be played on any browser—often file sizes are reduced to as little as 10% of the original size.com). Another example is the free PPTools Starter Kit add-in (http://www.000 famous quotations from within PowerPoint! Delivery Add-ins Delivery add-ins is related to the distribution aspect of PowerPoint presentations.powerplugs. Impatica (http://www. Add-ins is a small program that can be run only from within PowerPoint.com). they provide solutions to PowerPoint problem areas.

indezine.microsoft. Thankfully. If they don't have the viewer. be sure to select the Include slide notes in pages check box Now click Finish The file will have the same name as the file you are converting but will be in its own subdirectory A link is automatically inserted to show them where to get the Player Using this method.htm .adobe. 16 zipped backgrounds. you'll find that the installation of the program automatically initializes an add-in that simplifies creation of Acrobat PDFs from within PowerPoint.howtoconquertheworld. Quite nice. Now select PowerPoint Animation Use a resolution of 640 x 480 or 800 x 600 and the default width of graphics (1/2 screen) Add your email address and URL Select page colors and button look.com) clipart subscription service.htm 12 backgrounds. You add the text boxes from another presentation and save them in the new background. it would be prudent to find out if an add-in actually is compatible with your PowerPoint version before actually using / buying the product. If you have the full version of Adobe Acrobat (http://www.asp Open PowerPoint 95. On the next screen. below mentioned is a website that details add-in compatibility for the three different PowerPoint versions.com/products/powerpoint/addin/compatible. New Layout. http://www. . What about you? Microsoft PowerPoint Animation Player Download the PowerPoint animation Player from the Microsoft page http://www. Then Next. http://www. These are only a few of the hundreds of PowerPoint add-ins that are available. If you have slide notes.html Following this information we are now ready to go ahead with add-ins. You can find more add-ins using google. select. the person must have the Player in order to view your presentation.graphicsdesk.75 - .Blueprints for a successful presentation (http://www.com/office/office/viewers. right side or top. many add-ins have trial or demo versions you can test before deciding. Be aware though. In addition.com/).com/pot. Add-in Compatibility With various versions of PowerPoint being used today on the Windows platform. Next. Select one of the three buttons for your presentation Decide where you want the navigation buttons to go. that the page weighs around 100 kb and may take a while to load for those on dial-up access. Most people use bottom. the presentation will not display LINKS POWERPOINT TEMPLATES How to Conquer the World. select Save as HTML. Either use the default or change the colors. Photographic Specialties http://www. Generally speaking the default is preferable. then Standard Page layout.ezslides. and your presentation On the File menu.com/powerpoi.

education.76 - .presentersonline.html Business.com/resources/resources_templates. .html Quite a few sounds at this site.presentersonline. SOUNDS Presenters Online Sounds http://www. high tech and general templates.Blueprints for a successful presentation Presenters Online Templates http://www.com/resources/resources_sound.

select FONT. hold down the CTRL key while dragging on a guide. which is sometimes useful and sometimes not. it's just hard to find. Later. bullets. and. when actually in use. drawings. You can also use this to create your own schemes. including making a nice background. depending on your wishes. which you can change by using the Format/Color Scheme menu command. The scheme colors are the colors that appear in the little pop-ups for different controls. etc. as you like. but the master will only use one of these schemes at a time. Go to slide sorter view and delete any slides that are there. set the way each object on the page will print until the page resembles the way you want it to look when printed to black and white printers. How do I make my own PowerPoint backgrounds? (See Create Templates) What you're talking about. Format the page numbers. make sure that desired objects (text." and then "Picture". replacing PPT. is creating templates. Make any changes you want to the Title Master. To get more guides. select "Toolbars. but is now a button on the "picture" toolbar. You can create multiple schemes for a single template. This action automatically takes you to the location where the rest of the templates are stored. Is there a limit to the number of guides you can have? Yes. you can only have up to 8 guides in each direction. Every slide can have a different color scheme. Go to black and white view. including changing the color scheme and black and white print settings. so you've got a good starting place. The recolor picture command is no longer a menu command. from the FORMAT menu. each slide can use a different color scheme. With no objects selected. for some strange reason. etc) follow these colors. setting the fonts. .Blueprints for a successful presentation PowerPoint FAQs Drawing In PowerPoint How do I change the default colors? Each slide has what is referred to as a "color scheme". drag it off the page. By doing this after you've done all the rest. Select the font that you want other text and labels to default to.) To get rid of a guide. or "POT" files. PowerPoint templates come with multiple color schemes built in. so sometimes it's nice to make templates with differing schemes that give each template different looks.. footers. As for the file itself. any file can be saved as a POT file--all you have to do is use the SAVE AS dialog and select POT as the file type. Create and apply a color scheme to the Slide Master. What happened to recolor Picture? It's there. Different color schemes can be used to break out sections of a long presentation. From the View menu. (You must first turn guides on by using the Guides command on the View menu.77 - . First of all. You will need to select a picture object in order for the recolor picture command to become available. Insert a New Title Master. you'll want to do the following things to make a good template: (easiest if you make it in this order) Format the slide master. by using the right mouse button to click on individual objects. and set them for being visible or not. it will automatically "inherit" all the work you've already done..

In the NEW set of tools you just bought up. again click on the Hammer & something button that is now marked "Other tools" -. From the View menu. And. using the VBA tools. close all other programs to free up as much memory as possible. Go to SLIDE SHOW. Right-click on the new rectangle with big x. What is happening. Microsoft suggests closing the file WITHOUT saving (as saving would also save the red crosses). you must install the Shockwave 4 plug-in Viewer on your system..this brings up another toolbar. Click on USSR Button (hammer & something) marked "Control Toolbox" -. where you should see nothing. Make sure the "Alphabetic" tab is showing. click on the bitmap.com. PowerPoint scales the presentation to fit the size of your monitor. After "Movie" type the absolute path of your file: i. How can I put Flash or Shockwave files into my presentation? Putting Flash or Shockwave files in PowerPoint is such an obvious idea that it's really too bad the PowerPoint team didn't think of it. select SAVE AS. In this case. However. How do I create additional pre-set color fills? There is no way to create two or multi-colored fills that you can get to display in the fill menu. From the FILE menu. Have fun! For more details see the Chapter on how to create a template in the book. have no fear. save your Flash files as SWF (Shockwave) movies. Knock yourself out. To fix this you can do the following. and you should see your flash movie play. (Isn't this EASY?!!) A large. keep at TRUE if you do. is that during slide show. If you can insert the pictures directly from PowerPoint (using Insert/Picture) as opposed to using copy/paste. and in the "save as type" drop down box select "Presentation Template" Close the file. Once that is done. Put on your propeller hat for geeky bits. Secondly. when you return from slide show. go to PowerPoint (97 or 2000) and make a slide. You can put your shockwave files on the Slide Master and they will animate on every slide. people find fewer problems. Your slide will now look exactly the same. you must manually reinsert the picture from its original source. restart your computer. We have tested this workaround and it seems to work. Change "EmbedMovie" to True (which makes the shockwave file part of the ppt file. so you can give it to others)..you will get a drop down list. here's what you do: First of all. Scroll down this list until you get to "Shockwave Flash Object" --release your mouse button and your cursor becomes a cross hair: draw out a rectangle on your slide (you can change the size later). (this will become clear later). But. In PowerPoint 97. You may download this for free from the Macromedia web site at http://www. Pictures and Other External Files My pictures turned to Big Red X's--what happened? You are not alone. When saving and reopening these files. and WRITE DOWN where you saved them. when PowerPoint doesn't have enough memory to deal with the size of your file. this is a serious problem that many people are running into. You don't need to be a programmer to do it. from the Scale area check the box labeled "best for slide show". select Toolbars/Visual Basic to bring up VB toolbar. problem is that almost everybody closes the file and saves it. the graphics get forever replaced with big red X images. How do I make bitmaps and captures screens display well in slide show? The trick is that bitmapped graphics only look exactly correct at one particular size. go to the "Size" tab. For PowerPoint 95 and all other versions. Set "Loop" to False if you don't want the movie to play endlessly.macromedia. and from the pop-aside menu select "Properties".swf Close the properties box. select "Format Picture. This is most noticeable in screen dumps. and set the resolution to match your system resolution (available from the Display area of the Windows Control Panel). select the Scale . and finally reopen your file. evaluating what needs to be changed. c:\desktop\xyz. It is due to a file size bug. and that the scaling hoses your bitmaps. and from the Draw menu (or other depending on your version). and you can resize it appropriately.78 - . A lame workaround is to just make a shape with the fills you like (combine shapes to get multicolored fills) and then keep it around and copy/paste it into your pres. As for opening files which already have red crosses.".Blueprints for a successful presentation Go to slide view. it can be done in both PowerPoint 97 and PowerPoint 2000. right-click on the bitmap. and what bugs need to be fixed. but it is geeky! That said. the file size sometimes turns out to be much smaller (some applications create links and other exciting remnants when doing a paste operation). where you want to see a proper pixel for pixel representation. intimidating properties list pops up on the left side of the screen. and then create a new presentation from this template. the movie is now displayed on the screen.e.

PowerPoint has an internal limit of 6 x 6 inches for this type of object. but there are a few ways to work around this problem.. If you're displaying more than one photo per slide. and then from the Insert menu.wmf files. select Picture. and select Adaptive Palette. What do I do? WMF files are graphics files. look at the question on bitmaps and screen captures above. Is there some way to prepare photos so they display well in PowerPoint? There are two things that make bitmaps look bad in PowerPoint. read on. I'm trying to open *. yet important distinction to the product. Why are my Excel Spreadsheets getting cropped when I paste them into PowerPoint? According to Microsoft Tech Support. If not. 35 mm slide output devices are very high . using the percentages as listed below: 640x480 = 150% 720x512 = 133% 800x600 = 120% 1024 x 768 = 94% 1280 x 1024 = 75% This will scale the bitmap to a size that. so you might want to scan at 150. Word. not a shaded part of a background. which makes a nice compromise. 256) will also reduce your overall file size. if you are outputting to 35mm slides. then try scanning it as "line art". You must then enter a percentage based on the screen resolution of the system on which you plan to deliver your electronic presentation. when displayed in slide show. Another option is to use a product like PhotoShop to lower the number of colors in the photograph.128.8. it doesn't always work. When you save the file. then select your file name. dpi. but not in PowerPoint. In PowerPoint.4. Higher does you no good--it only makes the files bigger. How can I make the background of my logo transparent? Only PowerPoint 97 (version 8) and PowerPoint 2000 support transparency in graphics. that I use the word "should" . while preserving the correct palette adjustments. you shouldn't have any problems. One option is to change your video settings to allow more colors (you must have a graphics card with 2 or more MB of video ram to do this) by using the Display area of the Windows 95 Control Panel. you're talking a whole another ball game. One has to do with the reduction and enlargement.79 - . is to insert the image you want to use in PowerPoint. and the other has to do with colors. however. size it to the size you want to see your GIF file display. then keep setting the number of colors lower and lower until you get a small number that still looks good.16.64. where you can now save it as a GIF file. 1) If your logo can be represented in monochrome (one color only). which will give you the best compression. which need to be "inserted" as opposed to "opened. HOWEVER. This will give you the same feeling as the logo being transparent. will appear at its original size.0 and higher with their backgrounds transparent. and photographs and shaded backgrounds require many colors to be properly rendered.Blueprints for a successful presentation command. you may find that 72 dpi images are a bit too low-res for printed output. JPEG format has better compression. save as a GIF file. As for the color issue. Monochrome bitmaps should come into PowerPoint versions 4. Use PhotoShop's Indexed Color feature. you may experience some color degradation in your photograph. Import the logo file into PowerPoint using the Insert Picture command. This is extraordinarily stupid! What resolution should I scan an image at in order for it to present well in PowerPoint? If you want an image to look good on the screen in PowerPoint. if your computer is set up for more than 256 colors. Spreadsheets larger than 6" in height or width will get cropped when they are pasted into PowerPoint. thus leading to pretty harsh display problems on 256-color systems. Crazy but true! Can the WMF format be converted to GIF? Yes. scan it at the screen resolution: 72.32. then copy/paste it into PhotoShop or some other bitmap editing package.. Note. and saving it as a monochrome bitmap. or a color photo against a multi-color shaded background. This is due to the fact that some PC systems are configured for displaying only 256 colors at a time. and just gets garbage. The way I do it." This is a subtle. To find out about the size issues. use the Recolor Picture command to reassign the logo's background color to the same color as the background of your slide (or color that the log is sitting on). Numbers that are powers of 2 (2. Then. Use PhotoShop or the equivalent to save the number of colors in your logo to below 64. but will always save the photo with millions of colors. THEN AGAIN. or any other product that accepts vector based graphics. start a new presentation (or open an existing one). 2) Set up your design so that the logo is sitting on a solid color.

and then pile on top of it more copies of the same object. Such is life.80 - . you can use any of the following: Page up. Is there a way to go backwards in an electronic slide show? To go backwards a slide in slide show. It's not great. Left arrow key. and . which does support animated GIF files. Set a few seconds delay between each effect. see our Powerpoint Keyboard Shortcut file. There is a hack that will get you this effect if you really want it. scroll down until you find the Converter Pack heading and then choose which file you want to download. then draw it out on the screen like you would a box).htm Why is my slide show playing in a window? It looks like some how the presentation was set to play in a window. so you might see it on one presentation and not others.microsoft. From the Slide Show menu. How can I import DXF files into PowerPoint? Microsoft Office 2000 does not install or have the option to install DXF filters with the standard CD-ROM installation. Right mouse button. but anything-lower resolution will look really bad. but it's the closest you'll get to that "game show" feeling. Some people keep multiple versions going to solve this problem. How can I make objects flash infinitely in slide show? There is no automatic easy way to do this. and then go to the Slide Show menu. as opposed to the full screen. We have not tried this tool. To make a BACK button: Draw a button (or use Slide Show/Action Buttons and select the blank button. How can I go "back" in a slide show like I do in my browser? The next slide/previous slide actions use the "slide show" (one slide after another) metaphor. If you're doing a kiosk style or self-running presentation.microsoft. make sure that the option "presented by a speaker (full screen)" is checked.asp Animation and Slide Show Why won't my branched presentations work when presented with the Viewer? The Viewer does not support branching. Is there any way to have OLE objects update automatically in slide show? No. It's not you. Most likely this has been changed to "browsed by an individual (in a window)". You can even use them as bullets if you want. the best thing to do is to put buttons on each slide that navigate directly to the places they may want to go. The converter patch can be found at http://www. For more info.com/support/Office/OFF2K/Converter. it's the software. Select this button or graphic.com/activex. In the Show Type box.com/office/ork/2000/appndx/toolbox. How do I get Animated GIF files to play in Slide Show? In order to do this. but that's a pain too. check it out at http://www. This property is set on a presentation basis. not the web-space metaphor (where "back" means "the last slide I saw"). but if you want to give it a go. each set to flash once. so that it won't all happen to fast.htm#outlook When you get to this page. you'll need to upgrade to the new PowerPoint 2000. Are there any Animation Plug-ins for PowerPoint? Ravware Software has created a PowerPoint '97 plug-in that allows you to play animated FLC files in slide show. Make a group of objects that flash once. pick "Set Up Show". These will make your presentation gigantic. and you'll want 300 dpi scans. The document that explains more about this can be found at http://support.Blueprints for a successful presentation resolution. select Action Settings.ravware.

Is there any way to make Right Mouse go backwards in slide show? From the Tools menu. This button will behave like the Back button on your web browser. A less ugly alternative involves creating an agenda slide that contains jumps to other presentations saved as PPS files. The on-line tutorial is a must. and then click on the View tab. but not particularly easy to learn. These could be hidden slides. . This was great for conferences. THAT's nice). in fact tragically. I believe Flash to be a better (easier) product. both are hacks. and from the Slide Show menu. Go to the slide that has all the buttons on it. There is a checkbox in the Slide Show section: "Popup menu on right mouse click"--uncheck this box and the right mouse button will make slide show go backwards. etc. which lead to 12 different slides. in that you can create self-running animated files that require no player. UNCHECK BOTH BOXES ON THE LOWER LEFT. It's a great product. How can I change the speed of the transitions? You can't. Can you set PowerPoint to prevent it from advancing to the next slide if you happen to miss one of the action buttons and you click the background? A good example is if you are on slide 12 and you want to click an action button that moves the presentation to slide 74. select "Slide Transition". and has never reappeared. Ugly workarounds include creating a DOS batch file. and tend to lag in displaying things. This will make the slide so that the ONLY thing it responds to is clicking on the buttons. so that they're launched as slide shows. depending primarily on the processor speed and the amount of RAM. Some effects are slower than others (fly versus crawl). Alternatively. Can I create links that go to web pages while in slide show? Yes. If you want this on all of your slides. ALT-Tab to PowerPoint (regular view). and it would play those files one after another in slide show. Flash might be a good product for you. But beware that AVI files will always have an opaque background--they play "in a box" so to speak. The third ugly alternative is to put a button on the last slide of each presentation that jumps to the first slide of the next presentation. on one page there are 12 different action buttons. laptops with screen types other than active matrix displays are very slow. or just press the H key while in slide show to show the hidden slide. when you need to zoom in. the animations will play in slide show. Unfortunately. which switches between DOS and PowerPoint between each presentation (ooh. but you miss and the presentation advances to slide 13. Why does the speed of animation effects change on different computers? Animations do run differently on different computers. If you want to create "movies" that play in PowerPoint. If you are doing a lot of animation. but also most time consuming would be to make more slides with the zoomed-in bitmaps on them. Is there any way to "zoom in" on a picture in slide show? There are two ways I know that you could do this. This does not work in PowerPoint 97. Is there any way to seamlessly run slide shows sequentially? PowerPoint 4 had a great feature called "Play Lists" that allowed PowerPoint to read a text (LST) file with the names of the presentation files in order. select Options. How can I make font animation (like in Microsoft Word) work in PowerPoint? You can't. but the speed is not adjustable. you can .81 - . The most elegant. For true animation.Blueprints for a successful presentation click the radio box marked "Hyperlink to:" and set it to "Last Slide Viewed". Sometimes another problem has to do with screen display speed. you'll have to use something that saves as AVI files: two products I know of are Macromedia Flash and Adobe Premier. but you'll need PowerPoint 2000 to do it. In this dialog. you want to have lots of both. this feature was lost in PowerPoint 95. Is there a way to make my own animations and play them in PowerPoint? PowerPoint 2000 allows you to place animated GIF files (like the ones that you see on web pages) into your pages. Can you prevent PowerPoint from advancing slides when anything other than buttons are clicked? For example. put the button on the Slide Master (View/Slide Master). It may be that the second computer is not as powerful as the first. which would allow you to gracefully skip over them if you didn't want to explore them. The answer to this question is YES.

Is there any way to play a Sound and Animation simultaneously? No." an then "Play CD Audio Track. and then click OK. Note that hidden sound icons do not play at all when slide shows are configured to run within a window. How do I make my sound files invisible in Slide Show? After inserting a sound file. but you'll need PowerPoint 97 (or higher) and there is a bit of a trick to it. and it will play the sound. Why do my movies start and end with black boxes? There is nothing in PowerPoint that would make this happen.. From the Windows Start Menu. you would turn off as many toolbars as possible to make this less ugly. also click "hide while not playing" to hide the icon (if you want to. How do I get rid of the Virus Alert when playing mpeg Videos in Slide Show? In PowerPoint 97. If you go to slide show. then Control Panel. select "Movies and Sounds. click "Automatically". set your Office Security Settings to Low via Tools/Macro/Security. Is it possible to use an Audio-CD soundtrack in my presentations? Yes. you'll need to click on the invisible icon. and/or making the icon much bigger so you won't miss "hitting" it.Blueprints for a successful presentation zoom in to the picture as you like. click "Play Using Animation Order". Put your Audio-CD in your CD-ROM drive.82 - . disable Macro Virus Protection by selection Options from the Tools menu. On the Play Settings tab. To do this. you'll need to make sure that the box that says "Hide while not playing" is checked. For most computers running Windows 95." This brings up the Play Options dialog. Preferably.. For example. then go to the Slide Show menu and choose Custom Animation. select "Custom Animation. back in PowerPoint 97: from the Insert menu. To make the sound play. this automatically starts the Windows 95 CD player and you hear your music. 2) From the Slide Show menu. or across multiple slides by playing with these settings." This brings up the Custom Animation dialog. Sound and Video What movie format plays on both Mac and Windows? At this point. then ALT-Tab back to slide show when you're done. This can be tricky. you will see an icon on the slide representing that file. and then have bullets fly in. 3) From the "Timing" tab. you might want your title to fly in first. This is a bug. you can now click on this icon. This will make your icon disappear in slide show. Otherwise. so just remember to close that puppy down! Meanwhile. then have the music play. You'll need to find some way to edit them out of the movie to get rid of them. If you have the CD Player application running. You should now see a little sound icon on your presentation. if you're using Windows 98. Set things as you like. On the "Play Settings" tab. Most likely the first and last few frames of your movie file are black.. Select the icon. If you want the sound to play automatically: 1) click on the sound icon (the one you just inserted) to select it. Is there any way to run two different slide shows at once on two different monitors? Simple answer: no. You can now choose to have the sound play just on one slide. it won't work properly. so try locating the icon in a corner where you'll remember it. Is there any way to have smooth (aliased) fonts in Slide Show? This feature is now possible. select Settings. In the PowerPoint 2000. which has several tabs. but I don't believe it has any way to load linked files until they are activated. most people do). and check the box that says "Smooth Edges of Screen Fonts"... you'd want to make sure your sound clip was second in the play list.. and that's what you're seeing. you have to click to get the sound to play. It is very important to CLOSE the CD Player application before you try inserting the sound in PowerPoint. . You can use the arrow buttons to the right of the animation order box to control the order in which objects "play" on the slide. there is no good answer to this problem. How can I make PowerPoint load embedded sound files more quickly? PowerPoint loads the image of the next slide into memory while the previous slide is playing. Click on the Effects tab.

Why is my bulleted text printing differently from how it looks on screen? The only time when I've seen something like this happen is when there is an issue with fonts. click on the "B&W View" button at the far right of the main toolbar. In slide view. and then inserting them into your presentation. You can't modify the links. 4. when you print you'll want to un-check the "Print Hidden Slides" checkbox in the lower right corner of the Print dialog. and will look for it there regardless of what that folder's name is.Blueprints for a successful presentation Can I play QuickTime movies in PowerPoint? Yes and no. Try making these slides "hidden" slides (the Hidden Slide button is available from the Slide Sorter View or as a menu command from the Slide Show menu). the links don't accurately describe where the files are. To change any object. Sometimes you get into a situation where either you have screen fonts but no printer fonts. The answer to the next question about sounds applies to movies as well. don't become an actual part of the presentation file--a link is formed to the sound file. and the printer substitutes a font that . If you don't want pictures of the slides. separately from how it will display on the screen. you need to find a printer that can print on that size paper. or what machine it's on. the program goes looking for the sound at the location described in the link. but maybe there's one out there that does. This will show you how your slide will print to a black and white printer. or these slides will not show up. but do not become part of the file. Why don't sounds play when I move my file to another computer? When preparing a presentation (with sounds) that is to be used from different computers. you need to make sure that when you play the PowerPoint slide show you 1) have the movie file and 2) the movie file is located in the same relative path as it was when you inserted it in the first place (best to just keep the movie in the same folder as the presentation). You can play QuickTime movies in Macintosh PowerPoint 3. 97. The trick to know about is that the movies are referenced in the file. because of their large size. click on the object (or the background) with your RIGHT MOUSE BUTTON and select options from the "Black and White. Our printers here don't do such a thing. If your printer has the ability to cut up or "tile" a large image onto many pages than you'd want to set that through the printer settings via the Print dialog. only AVI files. it is very important to make sure that all of the sound files are located in the same folder as the presentation that you've created. Make sure that you un-hide your slides again before doing your slide show. Is there any way to print a catalog of slides with titles and file names? The best thing that exists is to use the 6-slides per page option in PowerPoint's print dialog. and just want titles. When you print. so you have to start off by putting the sounds in the same folder as the presentation. you don't want these slides to print. Therefore. For each of these approaches you'll have to print out each presentation separately. print the outline (again. when building a presentation. This will create an internal link with no real address: PowerPoint knows that the sound is in the same folder as the presentation. The first thing to know is that PowerPoint will always look for the sound in the folder that contains the presentation. so this is the best place to put them." pop-aside menu choice. Is there any way to keep some slides from printing? Sometimes. You can also do this for object on your slide master.83 - . When the presentation is played. Once you've made them hidden slides. and 2000 you can specify how every object on the page prints.. It's a super-useful but pretty darned hidden feature. and things fail to play. How do I print giant posters from PowerPoint? Although PowerPoint allows a maximum page size of 56 x 56 inches. and that you insert them from this location. Printing Is there a way to control how slides print in black and white? In PowerPoint 95. select this in the Print dialog) and format the Outline Master (View/Masters/Outline) to have the file name in the footer. This works fine on the original creation machine. PowerPoint itself has no ability to tile a page to a printer--it just things of a page as a page.. and 98. and to set the Handout Master (View/Masters/Handouts) to have the file name in the header or footer. Windows PowerPoint does not support QuickTime movies. you use extra slides to get the animation effects that you want. Sound files. however. Some of the slides imaging places have these types of printers. but as soon as you move things to another machine.

Blueprints for a successful presentation

doesn't match with the screen font OR you have printer fonts for which you have no corresponding screen font, so the computer uses the "closest match" it can find. Again, you have the situation where everything looks great on the screen, but things print differently from what you see. To see if this is what your problem is, try changing all of the text to a standard windows font like Arial or Times, and then see if the problem still exists.

Formatting
What to do if one object on your slide is hidden behind another It's fine to have overlapping objects on a PowerPoint slide. But when you are working with text and images, sometimes one object will get stuck behind another, preventing you from moving or editing the one underneath. To fix this problem, right-click on the top object. In the menu that appears, go to Order - Send to Back. Now you should be able to access the object that was behind it. . Is there a way to adjust "kerning" or "tracking" in PowerPoint? No. Sorry! How can I get Word tables to look good in PowerPoint? Upgrade to PowerPoint 2000, which re-wrote all the table code so that it works. If you're stuck using a previous version, DON'T format the table using one of Word's preset styles. While in Word, make all the lines in the table a different color from the text in the table. Then when you're back in PowerPoint, use recolor picture to recolor the lines in PowerPoint. There are many problems about Word's use of color and PowerPoint color schemes, and this is the way I've found that gets around the problem the best. The table code in PowerPoint 97 isn't very good, and has lots of problems, mostly in the area of columns being cut off. For best results, insert tables while in PowerPoint and create them from scratch, as opposed to creating them in Word and pasting them into your presentation. How do I get graphs to look right when the file is transferred to the Mac? Graphs that are created on the PC in PPT'97 (using PowerPoint's Graphs or Excel Charts) sometimes have translation problems when these files are opened on the Mac in PPT'98. There is a bug that shows up in build charts with blended fills. If you experience this bug, try taking the fills out, and the builds should then work properly. Other chart translation problems can be solved by double-clicking on the chart (in Mac PowerPoint '98), which opens them up in Graphing module, and then clicking "off" the chart to go back to PowerPoint. This will solve the problem for the Macintosh file, but alas, if it is a file that PC users want to share with Mac users here and there (and having two versions is impractical) you are out of luck. Microsoft is aware of these bugs. Any way to have more than two masters, like Persuasion? Persuasion users always hate this part of PowerPoint. The answer to your question is "no". Why do my Org Charts keep falling apart? The sad truth is that the Org Chart code in PowerPoint just isn't very good. It is common to have charts look different each time you look at them, printing problems, and strange formatting occurrences. The only good workaround is to draw your org charts from scratch using PowerPoint's drawing tools, which will not have any of these problems. How do I change PowerPoint's ruler from Metric to US? PowerPoint, like the other Office applications, doesn't store a setting for the ruler, it looks to Windows to provide this setting. To change the setting, close all open applications, and: From the Windows Start button, click Settings, then Control Panel. Double-click on Regional Settings Click on the tab labeled "Number" Down towards the bottom of the list is a setting called "Measurement System"; set this to US, or Metric, which ever you prefer. When you re-launch PowerPoint, the ruler should then obey this setting.

- 84 -

Blueprints for a successful presentation

Why are all my slides black and white? What happened to the colors? Check to see that the "Black and White View" button hasn't accidentally been pressed. This is on your main formatting toolbar, right next to the view percentage readout. This button toggles the presentation's view between color and what you'll see when you print. While in this view, you can right-click on any object, and by using the Black and White settings menu, change how each object prints. Is there any way to change the presentation design of individual slides? Unfortunately, a template applies itself to every slide in the presentation, so you can only use one template per show. There is a workaround, however. RIGHT-Click on the background of the slide you want to change, and select BACKGROUND from the little menu that pops up. Check the box that says something like "omit background objects" This will cease to display anything from the slide master. Now go to the slide master of the template you want to use, and copy/paste the objects to this slide. You'll probably also have to change the color scheme as well, which is tedious. Is there anyone who makes an Indexing Tool for PowerPoint presentations? Yes. Check out http://www.accent-graphics.net They are making a tool "designed to automate the storage and retrieval of PowerPoint slides thereby making existing presentation materials available for the rapid development of new presentations." I haven't used this tool, but their web site is useful and looks to be worth checking out. How do I make a new Title Master? Go to VIEW/SLIDE MASTER; then from the INSERT menu, select NEW TITLE MASTER. How do I make a slide use the Title Master and not the Slide Master? Select FORMAT/SLIDE LAYOUT, and pick the title layout.

Saving, Using, Editing And Opening Presentations
Which versions of PowerPoint can open/save which other versions? PowerPoint 97, 98, and 2000 all use the same file format. All versions of PowerPoint can open the previous version's files from the same platform. Some versions allow you to down-rev save (lines in red), some allow you to open directly from a different platform (as shown in lines in blue). See the diagram below for the complete matrix of what does what. When opening Mac files from a PC, make sure to copy the file on to PC floppy from the Macintosh. Is there any tools for recovering corrupt .PPT files? There is one; we haven't tried it, but it does come from Microsoft so we'll let you judge its quality. This is an add-in that "clones" the active presentation. Supposedly, you can use this add-in to create a corruption free copy of a presentation that you suspect may be corrupted. You can find this add-in at: http://support.microsoft.com/support/kb/articles/Q193/8/48.asp Can I save my presentation to HTML? The answer is a qualified "yes". If you want to do this, upgrade to PowerPoint 2000. In the File menu of PowerPoint 2000, you'll see the "Save to Web" option. This dialog does a lot of things, none of which are obvious. Clicking SAVE: This saves your presentation as HTML in such a way that PowerPoint can reopen the file, edit it, and save back to HTML. (Useful if you saw a typo, for example, and you wanted to go back and fix it.) The file created by this function will be large and will look and work really nicely in IE5. HOWEVER, it won't work at all in any verison of Netscape. So, this is the classic "Microsoft only" solution. Files are big. All links, action buttons, transitions, builds, animations, and even Flash files display properly. Clicking PUBLISH: gives you three alternatives, all of which are one-way only (you can't open these html files back up in PowerPoint). Option 1: Publish for IE4 and higher: does the same quality job as above (good, but only for IE); no difference in file size from SAVE.

- 85 -

Blueprints for a successful presentation

Option 2: Publish for Netscape Navigator 3.0 and higher: creates a file that doesn't look as good as the IE versions, but does work for Netscape. You'll find that navigation buttons and links will still work, but all other effects will display but not work. Files are very small. Option 3: Publish for both options 1 & 2: essentially, this does both 1 & 2, and people get the best one for their browser. Files are same size as adding options 1 & 2. While this creates a lot of space on the server, it probably is your best option if you don't live in an all Microsoft world. Important Note: If you want transition effects, builds, and animation effects to work in your web pages, you'll need to change a setting. From the File menu, click on Save to Web. Then click the Publish button, and then click the button marked "Web Options..." In this dialog, make sure that the box that says "show slide animations while browsing" is clicked. Otherwise, your animations will not play, regardless of how you save the file. How can I transfer my presentation to video?
Upgrade to PowerPoint 2000, and then try using the "Presentation Broadcasting" feature.

Is it possible to save a presentation as read-only?
Not really. You can save a presentation as a template (POT) file, which will open an unnamed copy of the template, but these files contain only masters, and no slides.

Is there a list of keyboard shortcuts somewhere?
Yes, on this very book. Next Chapter PowerPoint Keyboard Shortcuts has all the available shortcuts mentioned.

How do I get rid of Custom dictionary entries?
These are stored in a file known as custom.dic. If you use the FIND command (from the Windows Start menu) you will probably find this file in: c:\\office97\office To edit the file, launch Notepad, and open custom.dic. There you will find the list of words that you've entered into your custom dictionary. Delete any words you don't want, save the file, close the file, and then restart PowerPoint.

What is the maximum file size for PowerPoint?
There is no maximum file size either in file size or number of slides. The system will barf on the file when you run out of memory, so buy lots of memory, particularly if you like to use pictures, sounds, and/or video.

How do I completely remove PowerPoint?
Uninstalling PowerPoint does still leave some bits and pieces around on your machine. For a complete explanation of how to get rid of everything, check out http://support.microsoft.com/support/kb/articles/Q169/7/36.asp

How do I make a PowerPoint file into a self-running executable file?
You can't. For those of you who don't understand what this is, it would be a presentation that would "play" itself, regardless of if PowerPoint was installed or not. The only products that we know of that do this are Macromedia Director and Macromedia Flash. But there is an indirect way of doing this: You can convert your PowerPoint file to Flash, and convert the Flash file to a Standalone Executable file using tools like FlashSee or some other tools. But then the presentation should be properly formatted. Slide timing should be properly adjusted.

How do I merge two presentations into one?
Start with one presentation, and use the "Insert/ Slides from File" command. You can also copy slides from one presentation to another, but you'll need to go to the slide sorter view to do it. If you pick up slides from the slide sorter view, then you should get everything associated with that slide. If you try to copy a slide from Slide view, you just get the objects on the slide, and not the slide itself.

Can Power Point slides be made into PDF files?
PowerPoint slides and entire presentations can be made into PDF files, but you'll need to purchase a copy of Adobe Acrobat in order to do it. PDF is a format owned and created by Adobe. Their Acrobat "Reader" is free, and can be downloaded from their web site at http://www.adobe.com/products/acrobat/readstep.html. However, to save a file to PDF, you need to buy a full copy of Acrobat. Once you've done that, you can save any document to PDF, which is very useful. Also, the reader that you get with the full product has more fun features than the free one. You can find a lot of freeware software in Internet that allows you to convert PowerPoint presentations to PDF files.

- 86 -

copy the slides you want. the ability to set an insertion point mysteriously disappeared.0 already (while PowerPoint was at 4. we do not know of any such beast. It may seem slower at first. so they decided to bring all of the products up to the same version number. . But I am not very hopeful on the same. there's not much you can do about it. sometimes quite dramatically. Why is my file still big. let's hear it! The Microsoft Office team was having a very difficult time keeping track of what versions of each product were in each version of Office. In PowerPoint 97. but since it actually works. the shirt for which no product ever existed. using the SAVE AS command. all the applications made their next release (shipped in Office '95) be 7. Is there any way to play ScreenCam exe files in PowerPoint slide shows? We know of no way to do this. this part of the product is just a plain old disaster. because it was just too darned embarrassing to ship a product called Office '97 in 1998. If you have a better. since in every other instance of Microsoft programs. If you do. However. Know where to get a copy of PowerPoint to run on Windows 3. Office '97 for Windows then shipped with version 8 of all the applications. just maybe some website is still offering the same. for those people who got used to doing it the "'97 way". you will almost always find your files reduce in size.87 - .0 and 6. This is extremely unintuitive. and then PASTE. more fun explanation. pasting into a selection replaces the selection with the pasted items. It's not you. Since Word was at 6. Unfortunately. click in between the slides to set an insertion point. and just to confuse things the Macintosh version 8 products (which shipped in 1998) were called Office '98. The problem is that if you click on the screen while the movie is playing (as you would to show a demo) the movie disappears. Maybe.0? This isn't really an unsolved mystery. please let us know. Unsolved Mysteries What happened to PowerPoint 5. however. even after deleting things? For some mysterious reason. if you save the file as a new name. Also search Google. so I've put it here. and unfortunately.Blueprints for a successful presentation Why do I get errors trying to edit OrgCharts in PowerPoint? It is not uncommon to get the "There isn't enough memory to read MS OrgChart" error. PowerPoint 97 and 2000 store lots of information in the file that does not get removed when the files are saved and closed. but still allows you to paste into a selection. then switch to the slide sorter of the destination presentation.0. I try to avoid using OrgChart. but it still feels like one to me. How do you populate List Boxes using VB in PowerPoint? Answer for this question is still awaited. (read: BUG) The way to accomplish this in PowerPoint 97 is to click on the slide you wish the new slides to follow. PowerPoint 2000 fixed this bug (it allows you to set an insertion point between slides). you simply go to the slide sorter of one presentation. My favorite artifact of all of this is my Office '96 t-shirt. and make my charts by "hand" using the PowerPoint drawing tools. and then PASTE. it ends up saving time. and Excel at 5). Is there a way to copy slides into a specific location in my presentation? In PowerPoint 95 and earlier. Are there any utilities that will replace bitmaps in bulk in PowerPoint? So far.1? Try with your friends.

To see all of your options when you click on menus. etc..pcb By copying this file. Check also the following article about "Header and Footer" because it is strictly connected to this. Once you have displayed the Handout Master ("View" >> "Master" >> "Handout") you have four text boxes. Handout Master.Blueprints for a successful presentation PowerPoint Tips Toolbars Displaying Keyboard Shortcuts in Tool Tips If you'd like to see the available keyboard shortcuts for menus.88 - . then you'll want to know that all this information is stored in c:\windows\application data\microsoft\powerpoint\ppt. which will be displayed in your printouts. click Close. move toolbars around. and Initial Capital styles. Easily Changing from Caps to Lower Case (or Vice Versa) If you have text that is in the wrong case. the Office team decided to try it again. Getting Rid of Short Menus Forgetting user reaction to this feature when it was introduced in Word years ago. you will be able to edit or slightly modify the appearance of all the printouts you will get when printing choosing the option "handouts". click on the Options tab. configure toolbars. and uncheck "menus show recently used commands". and toolbar buttons. commands. You can add any text info by clicking on any of the four text boxes (the header and the footer) and type your text. and click "List font names in their font". Unfortunately. You'll be surprised how often you use this once you get the hang of it! Saving Your Toolbar Configurations If you like to customize your UI. and click on "show shortcut keys in screen tips". it's still annoying.. select the text. Getting Rid of Tri-Pane View Unfortunately there is no way to permanently avoid this improvement. and then click Shift+F3 until it changes to the case style that you like. What are they for? What is the difference between them and the Slide Master? Handout Master: by choosing this option. also of Handout Master and Notes Master. click on the Options tab. Notes Pages and Handout. but you can quickly get rid of it by holding down the CTRL key when you click on the Slide View button. lower case. under the "View" >> "Master" menu. go to Tools/Customize. click on the Options tab. where you can type any additional information you would like to appear ONLY in the handout but not in the slides or in your presentation. you can move your customizations to other machines. You may have noticed the presence. Clicking Shift+F3 toggles the text case between ALL CAPS. go to Tools/Customize. in the four corners. . go to Tools/Customize. Preview Fonts in the Toolbar If you'd like to see previews of the actual fonts in the font selection of the formatting toolbar.

This can be easily achieved by simply going to "View >> Master >> Slide Master" and changing the look of the Master slide. How To Create A New Master Slide And Apply It To Your Existing PowerPoint Presentation Often you will find yourself in front of a presentation of which you want to change the look. That is it! This is all you need to do when you want to (re)apply your new Master Slide design to slides that were originally created without a Master Slide. These are the steps you have to follow to fix such presentation: Open PowerPoint with the presentation you want to fix.89 - . In order to create a new Title Master. apply to them the Title layout and they will change according to the Title Master. That means that you need to create a Title Master since it is not present yet. Since this slide is actually a template for all others. you can do the following: Click on "View" >> "Master" >> "Slide Master" Click on "Insert" >> "New Title Master" or alternatively.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Notes Master: what you can do when you select the "Notes Master" is more or less the same as the Handout Master. Go to the Master Slide ("View >> Master >> Slide Master") and change its look in the way you want. the text which will be printed below the slide preview when printing the Notes Pages. you can add your specific headers and footers by using the same method shown above. Now Click on "Slide Layout" button (you can also find this option in "Format >> Slide Layout") and click on the "Reapply" button. and you can also modify the style of the text that will appear in the printouts of your notes. When you choose to show the notes in the Notes Page view mode. Then you can easily use it as a second Slide Master: any time that you want your slides to be formatted as the Title Master. . as you would like. only if you have PowerPoint 97 or 2000: Hold down the [Shift] key Press the "New Slide" icon The Title Master works as a normal Slide Master. the Title Master (not in PowerPoint XP). if you skip the first two steps of the creation process (Outline > Master Slide) and go directly to edit your presentation in Slide View. The only difference is that it applies ONLY to those slides which have a Title layout. Therefore the Notes Master can be used to apply headers and footers and also to format. Let me remind you that a presentation should always be created in three main steps: Writing the outline. Making individual changes on slides (or making them different from the overall design) Problems arise when you skip the first two steps: When you change the look of the Master Slide the look of the other presentation slides will not change. Go to the Slide Sorter View and select one slide. Applying the formatting and overall design of the presentation in Master Slide. you have the preview of each slide and some room below for writing speakers' notes which you can print to help you remember what you have to say during your presentation. Sometimes the Title Master option is there but it is grayed out. You also have another Master. In this view. The reason is that PowerPoint will "presume" that you don't want to follow a Master Slide. all of the changes done in it will affect the rest of the slides in the presentation.

select INSERT from the menu. Saving Across Multiple Diskettes From the File menu. To use the Zoom Tool click the drop-down box and choose the percentage of magnification you need. you can create two versions within the same collection of slides. Editing And Opening Presentations To enable the Assistant Choose HELP : Show the Office Assistant. (Alternatively. Right click on the Assistant and choose Options.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Repeat the step c) and d) for every slide in your presentation and you presentation will get the new "look" that you wanted. type a name for the new Show and select the slides that you want for that presentation by selecting the name and clicking Add.S. Style issues are marked with a Lightbulb Icon. Click OK. click on Slide Show > Set Up Show and select the required show to play. This wizard will compress your PowerPoint presentation and copy the file onto as many floppies as are necessary. . Creating a Slide Show from a Previously Made Outline Type the outline using your word processor. then select SLIDES FROM OUTLINE. Each line at the far left is a slide. Be sure to format a bunch of floppies BEFORE you start the process. Use the TAB key to move in a level to the right and SHIFT + TAB key to move out a level to the left. Creating an Outline in Powerpoint Open the OUTLINE PAGE from the OUTLINE BUTTON. Custom Presentations You may need to make different presentations based on the same slides to different peoples. Instead of making two separate presentations. Save Your Fonts with Your Presentation If you're preparing a presentation that you plan to distribute to others. This feature requires PowerPoint 95 or higher. You can repeat this for the number of custom shows you want. To Run a given Custom Show. Change indentations by using the SHIFT and TAB keys.90 - . This will work for most TrueType fonts on the Windows platform.) Saving. Zoom The Zoom Tool allows you to magnify the view of the slide for better close-up work on a portion of the slide. Type the outline into the outline window. Select the proper drive and file. Check the Use the Office Assistant. you can select all slides to which you want to re-apply a design at once by clicking on them while pressing the Shift key. From the OUTLINE VIEW. be sure that you check this option by clicking on the Tools button in the File/Save As dialog box. Click on Slide Show > Custom Shows > New In the Define Custom Show Dialog box. select Pack and Go. P. Using. and make sure they are empty.

To end the presentation prematurely. To "undo" this option change. Use the SHIFT + TAB key to the left. You must change from the pen to a regular cursor before the presentation can progress.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Bullets automatically appear at the start of each line after the numbered line. Select FORMAT/BULLETS to change bullet style. To hide a slide. choose Screen : Pause. choose Pointer Options : Pen Color. You will see the cursor change to a pencil. On-screen Notes During a presentation. The notes you add are recorded on the Notes Page for that slide. Speaker Notes During a presentation. When you choose Hidden. To pause the presentation blackening the screen. You must make pen color selections before you select the pen to "mark" on the slide. Hidden Slides You can hide slides within a presentation. from the Show Controls. Press and drag the mouse to "mark" on the slide. choose Screen : Black Screen. To record notes. It is also beneficial if you are giving a presentation and have chosen to use the arrow keys to move through your presentation rather than using the mouse. You can also end the presentation by pressing ESC. Keep in mind that your notes are visible to the audience while you are typing them even if you have not chosen to print Notes Pages for your audience. choose Speaker Notes. from the Show Controls. from the Show Controls. To return to your presentation from either of these two options. then choose the color you want.91 - . Pausing the Presentation During a presentation. Click BULLETS on the toolbar to add or remove a bullet. How to Change or Remove Bullets From OUTLINE VIEW select line to change. press ESC and stop the presentation. Any markings made with the Pen remain on the slide only as long as it is the current slide. from the Show Controls. you can record notes via the Show Controls. you can "mark" on a slide with the Pen Tool. from the Show Controls. your mouse cursor is no longer available or visible on-screen. choose End Show. choose Resume. To change pen colors. Hiding the Pen Another option available under the Pointer Options is Hidden. Hidden slides display in Slide Sorter View with a slash through the slide number. This is beneficial when you are running a presentation in a kiosk mode and you don't want guests to move the mouse. Use the TAB key to move in a level to the right. from the Show Controls. You must be in Slide Sorter View to access the Hidden Slide Tool. however. from the Show Controls. To create slide "blueprints. To remove the pen and return to a regular cursor. you may want to pause your presentation for discussions. make sure it is the current slide. You have two choices. Change indentations by using the SHIFT and TAB keys. click Arrow. hidden slides are passed over unless specifically chosen by you through the Slide Show Navigator. Hidden slides remain available as part of the saved presentation and are accessible to you during development or in future presentations but do not appear as one of the consecutive presentation slides during a show. During presentation. leaving the show controls visible or making selections. then click the Hide Slide Tool." from the Show Controls. To pause the presentation leaving the slide visible. . Black Screen focuses the audience's attention on you rather than the content on the screen. and all are displayed. Slide View does not differentiate between hidden and non-hidden slides. choose Pen.

do NOT save it when you close the presentation. somber sky. whether they like it or not. NOTE: You will not be able to drag the slide if the original presentation is in Slide View and the destination presentation is in Slide Sorter View. Notice that "transplanted" slide takes on the characteristics of the receiving presentation. Instead of livening your slides and emphasizing your message. and it will fit right in. a bright yellow ball in a boardroom. some blocks of blue. others fight against each other. And orange. look appropriate together. they evoke a feeling and create a mood. dull. So how are you supposed to know what colors work well together? How do you select ones that will get your message across with the appropriate tone and style? And how do you establish these successful relationships? The solution is as simple as turning your head and looking out the window. Notice that each presentation has its own Navigation Toolbar in the lower left corner of its respective window. Open both presentations. Color that will hit your audience over the head and grab their attention. You add red. What's your audience going to think? You decide what your slides need is color. you remove the slide from the original presentation. green. 1. your slide presentation looks like a circus.don't understand that the colors they choose are not as important as the relationships they create. For example. but the slides are lackluster. You've always liked orange. You've followed all the steps on your PowerPoint template: You've organized your information.or at least those of us without an art background -. When you think of creating a color palette for your presentation. . Formatting Choosing the Right Colors for Your Next Presentation Keep your color choices simple You're working on an important slide presentation. then click in the destination presentation and paste it. Choose WINDOW : Arrange All to display both presentations side-by-side on the screen. Or imagine a field in early winter -. you may have to use your imagination here instead of looking out your window. 2. Even you are bored with them. There's nothing showy or shouting about them -. Place that same ball in a boardroom. if you're working in a high-rise. By the time you're done. Some colors work together. If you want to keep the original presentation as it was.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Combining Presentations You can combine presentations. An alternative is to right click on the slide to be moved and choose COPY. NOTE: the presentation that was the active presentation when you made the Arrange All selection will be on the left. When you press and drag. These colors all work together in harmony. It is influenced by its neighboring colors. Any charts contained in the transplanted slide will be updated to reflect the colors of the destination presentation. 3. They work together. No. including the color scheme. Press and drag the slide from one presentation to the other.how the crisp blue-green of the ocean cedes to the rich stands of deep green fir trees that smack vivid against a cornflower-blue sky. Color that will shout out your message. but is always judged in its environment. bright color. What went wrong? Most people -. Put each presentation in Slide Sorter View. lots of bold. Color is never viewed in isolation. To work with two presentations simultaneously.well.) Think of a summer coastal scene -. All the elements seem to be in order. created headlines and positioned your charts and graphs. or copy already existing slides from one presentation into another presentation. (OK. Use the Scroll Bar to navigate through each presentation until you can see the slide you want to copy in the original presentation and the location in the destination presentation where you want the slide placed. place a bright yellow ball in a child's nursery.and yet.the dull yellows and golds. Color that will make your information stand up and be noticed. Establishing sound relationships is key. think of nature's palette. and it will stick out like -.92 - . you've wound up with a muddled mess. the muted greens and the flat. There's a sense of balance and order.

Click and drag on the handles to re-size. elegant and to the point. A tint is a hue mixed with white. Reduce the type size from SLIDE VIEW. and your presentation will be a color success. . ("Hue" is simply another word for color. You need a plan. line and handles will appear. Click and drag on the shaded outline to move the PLACEHOLDER and its text. or any other text you wish. Plus. providing you don't wear an orange tie with that blue suit. go to the View menu and select Notes Pages. press it while holding down the [Ctrl] key as well. Where to start? The first thing you need to decide is the feel you want for your presentation. pink is a tint of red and brown is a shade of orange. Color has thermal qualities of warm and cool. or Speaker's Notes (depending on which version you're using). and a placeholder for adding your script. Creating Pages with Slides and Descriptive Text If you want to create printable pages that have notes or descriptive text associated with each slide.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts And that should be your goal when making your color choices. Use SHIFT+TAB to move the heading as far to the left as it will go. notes. Split the text into two slides. To print these pages. bring up the Print dialog. Add a heading for the new slide. determine where you want to split the slide. You can create a mood or feeling that will get your message across in the appropriate tone. to be used by the speaker. select Notes Pages. In SLIDE VIEW. How to Fix and Adjust Text Overflowing Text Eliminate some of the text. or for sales binders to educated sales people. Use the TAB and TAB+SHIFT key to adjust the outline in the new slide. if you want to expand your palette and create visual variety. Start by selecting either a warm or cool hue. and at the bottom of the dialog where it says "Print What:".93 - . you open up the color options before you. To view the Notes page for any slide. Return to OUTLINE VIEW. use a broader range of those colors. How to Move Text on the Slide From SLIDE VIEW. TAB key inside tables You may have noticed that pressing the [TAB] key alone doesn't work to obtain a tabulation when you are inside a cell in a table (this is valid for Word as well as for Word tables inserted inside a PowerPoint presentation). more is not better. Selecting color should never be arbitrary or merely subjective. rather than painting yourself into a corner of clashing colors. choose only one or two vivid hues and use their tints and shades to broaden your palette. With color choice. It's the color relationships you create that will make or break your presentation. And then. That is. Click on the PLACEHOLDER. You can cut-and-paste text from Word here if you like. click on the text. By experimenting with tints and shades. Colors close to red-oranges are warm (think of "red hot"). This will keep your slides clear. and a shade is a hue mixed with black. These pages were originally designed to be used as audience hand outs (with space for the audience to take notes) but were also used by many as speaker's notes: the text block would have the script of the presentation. Follow these simple rules. PowerPoint has a feature designed to do just this called Notes Pages. colors close to blue-greens are cool (think of "icy blue"). You do this through the use of tints and shades. "I like it" is not sufficient criteria for creating a palette. You will see an image of your slide there. you can create palettes that range from direct and playful to serious and somber. Remember. A shaded box (PLACEHOLDER) will appear around the text. The best rule to follow when selecting color is keep it simple.) Choose only one or two vivid hues. If you still want to use the [TAB] key. For example. It will give you a tabulation that you can use to align or indent text inside a single table cell.

Go to slide show and see the message quickly flash and then disappear. and put it behind the object. Discover how to take control of the bullet symbols Have you ever wanted to select presentation bullets that would fit with your taste. Make all the changes that you want there. In the case exposed in that article. different bullet styles for the different levels of indentation: For the first level of bullets. thus creating invisible hyperlinks to specific areas of the slides which would redirect you either forward or backward. go to the Slide Master and format these objects on the master.g. with the shading set with black going from the center out to the background color at the edges. Make this object about 150% bigger than the original object. but smaller in size. the empty rectangle has to be created on the Slide Master. the sub-sub-bullets. then change its fill to be shaded from black to the background color. the audience. no line color) and place it anywhere on any slide. PowerPoint does not allow you to change a different slide orientation within the same presentation. you get a dash (hyphen). do the following: Make sure no objects are selected. This will give you the effect of "soft" shadows. Make a copy of the object. The third level of indentation. Create a text object. you find a normal black dot. the sub-bullets. The basic trick is this: You can create any "invisible" object (no fill color. From that point on. The fourth level.94 - . From the Format menu. and so on? Have you ever wondered how and where to find more appropriate icons for your presentation bullets? Microsoft PowerPoint also assigns. For the second level. has again the dash (hyphen). and then click on the "flash once" button. the topic of the presentation. select Font.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Do you need to have only one slide of your presentation displayed with a different orientation (e. new text will be created in that style. To Set the formatting for the title or slide body objects. has again the same black dot as the first level. click on the Animation Effects button on the tool bar (the one that looks like a yellow star). and click OK. . I am sure you will find plenty of uses for this great trick. Subliminal Messages These can be pretty hysterical in the right circumstances. Setting the Default Text Style If you want to change the style of the text that appears when you type things that aren't the title or the slide body. With the text object selected. Soft Shadows You can create "soft" shadows for square or round objects that sit on a solid color background. and then assign to it with any link to any other slide or action. by default. even if I am pretty sure you are not likely to use it really often. portrait instead of the usual landscape)? Do you need to have a presentation where you have some slides which have horizontal orientation (landscape) and some other who have the vertical (portrait) one? Well.

you should keep in mind that not all the characters available to you in PowerPoint will be properly displayed in a different operating system. letters or symbols. You will find plenty of different icons and symbols that will replace your default bullets. sometimes an empty white rectangle.How much data can fit on a slide? .. standard. the symbol to use. columns. A presentation which is difficult to read will not only loose in audience comprehension but will also increase the chances that the audience will be distracted and annoyed. by clicking on "Character. But any of the symbols chosen from the above list is universal." you have the option to change the type of bullet.95 - . select "Bullets and Numbering. choosing one of the above fonts.. second bulleted line for the second level and so on. Tips to improve text readability and effectiveness . squeeze your eyes and stand back about ½ a meter from the monitor to have a close idea of what your most distant viewers will see. . usually a simple black dot. You can set the size of the bullets in relation to the size of the text You can change the color of the bullets. go to "Format": For PowerPoint 2000. Remember not to take the monitor as an example of how the presentation will finally look. I would suggest you to choose among these fonts: Symbol Webdings Windings Monotype Sorts ZapfDingbats.Line spacing should be at least 1 to 1½ times the height of the font used.". Below are some key points to remember: . ." and then directly choose the font style. If worse comes to worse.. but also to see how the colors used are affected when projected. If you want to customize the bullets. the size of the bullets and the color of it.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts These are the standard symbols used by default any time you choose to have a bulleted list.How many table rows. But most of all. Once the cursor is blinking in the right line...Font sizes should be at least ½ cm for every two meters distance the audience is viewing from.How many relevant elements can a slide have? The amount of information that can be packed on a slide is limited by the requirements for readability and easy comprehension. organigram boxes. The additional advantage. You will avoid any bad surprise of having another computer replacing automatically any unknown symbol with a default bullet. What you can do here is customize the single bullets: Move the mouse pointer on top of the bulleted area. You have different font families that you can browse to search for the right bullet for your presentation. For PowerPoint 97 you should click on "Format" >> "Bullets. You will obtain a dialog box with different options: You can choose whether you want numbers. and you want to do it for all the slides and not only for one slide. printer or browser. and words per line are acceptable? .. is great compatibility: According to our article #1. and can be found also on different computers. do the following: Go to "View" >> "Master" >> "Slide Master". Testing all slides on a projector and standing back at the same distance that the audience will be is essential not only for correcting font size and styles. and click just in front of the line whose bullet you want to modify: first bulleted line for the first level of bullets.The width of the projected image should be at least 1/6 of the distance between the screen and the last person at the back of the room. .

will modify all the slides of the presentation.96 - . From this dialog box you can change in one shot the case of words. To do so. In a few clicks you will have changed all the fonts. you can just do it manually.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts . Doing this. This method doesn't work when you are dealing with a 10 or 20 or even more-slide presentation. you can use another option you find under the "Format" menu: "Change case". In case you want to play around with the letter cases. Titles & Text: Max title lines: 2 Max bulleted items: 5-6 Max words per lines: 6-8 Max reference elements: 2-3 Spreadsheets: Max rows: 7 Max columns: 7 Organigrams: Max elements: 14-18 cells Tables: Max rows: 7 Max columns: 7 Overall Relevant Items: Max number: 7 How Can I Replace or Modify Fonts? In case you have a short presentation (2-3 slides) and you want to replace some of the fonts used. One way is to make use of the Slide Master: whenever you want to modify a font style used in all the slides of your presentation. "Replace what" you have a dropdown list with as many entries as the font styles you have been using inside your presentation. and you can modify just one or all the different styles in use in your presentation. replace that font on the Slide Master. As soon as you click "OK". phrases or entire slides or presentations. Shift+F3 is a keyboard Shortcut which also allows you to do this . In the first line. This method is not different at all from the same option you have in Microsoft Word. all the slides in your presentation will reflect these new changes. by replacing the fonts slide by slide. ensuring consistency of the overall design and saving you time. You can use this option also if you are formatting the styles from the "slide master". click on the box whose text style you want to modify (titles? bulleted lists?) and assign a different font style choosing it from the drop down list. Now that you have displayed the Slide Master. This is a good method because it lets you modify the font styles selectively.The height of the projected image should be a little higher than that of the audience so to remain visible should the room become crowded or if people are standing. Just select first the text whose case style you want to modify. go to "View" >> "Master" >> "Slide Master". Another way of modifying the font style is by clicking on "Format" >> "Replace Fonts". Then click on "Format" >> "Change Case" and select the one that better fits your needs. Select here the one you want to modify. Then on the "Replace with" dropdown list just select the new font that should replace the old one. There has to be a simpler way.

do this: Open PowerPoint first Click on "File" >> "Open" Browse for the . If you want to know another trick. Legibility: rules to determine best font size My first suggestion is to be careful about the use of the right fonts On this matter there is something more: the rule of the X-height. Now you have to deal with font size within the screen. you have set the right distance between the screen and the last rows. the room light is good (not too dark) and the average viewer has no viewing handicaps. you can also right-click on the file icon choose "Rename" replace ".. click OK. calling H the height of the projector screen.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts How to modify a PowerPoint . you are recommended to increase the font size of those fonts which have a lower X-height.ppt". You probably have noticed that some fonts may have the same point size (e. How can I make it easier? I will explain it to you step by step with also some examples.PPS file A . But the rule says something more: so far. and assuming that the image projector is the best possible. your new presentation file will change icon and will become a normal PowerPoint presentation file. so the latter will be less readable at the same size. In this way. that is 8 times the screen height. both 12 points) but have a smaller Xheight. Meeting this requirement. In this case. Yes.pps file. a normal presentation file which will open up in full screen mode as soon as you double-click it. and uncheck "autofit text to text placeholder". the maximum distance of your last viewer in the audience should be 8H. Considering the height of the PowerPoint slide show you can safely choose a font size that is not smaller than 1/25 of it. Choose "Open with. click on the Edit tab. for instance. As soon as you press Enter. To end with what people like the most. you don't have the possibility to modify it or to discover the tricks which lie behind apparently.." from the context menu Select "PowerPoint" from the "Open With" dialog box Otherwise.pps file without any problem! Making Auto-Fit Text Stop Auto-Fitting Turn this feature off by going to Tools/Options. a scientific rule about font size compared to screen size and projector room size. have a greater X-height than Garamond or Times New Roman. you can do the following: Right-click in the file icon holding down the shift key (if you have Windows Millennium you will not need to hold it down). The X-height is the product of the number of lowercase letters (such as "a".pps file is just a PowerPoint Show file. "c" and so on) for the physical height of those lowercase letters. .97 - . because if you want to modify and edit a . This rule is called "8H" rule.pps file. I explain: Arial or Helvetica. that is. select it and click on "Open" PowerPoint will open the . you will be sure that the ones who sit in the last rows will be able to easily read your text. "e". It states that.g.pps" with ".

it will perform these tasks automatically. click on "Style Options" and then click on the "Visual Clarity" tab. Before explaining in detail what you have to do.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Calculate the height of the slides Keep in mind that each centimeter corresponds.98 - .If you find a nice photo on the Internet and you want to use it for your presentation. and you did not know what font color to use to have it displayed in a readable way. you can do one the following: right-click on the image and choose "Save Picture As"... in case you notice that the projector screen is at a greater distance from the last row. There is something we can do to have a picture as a background and still be able to read the text we place on top of it. This way you are going to store the picture and you can insert it at any time using the classical method seen above right-click and choose "Copy" (option available only if you have Internet Explorer). to 28. approximately.25 points (obtaining almost 540 points) Divide 540 points by 25 and you will obtain almost 22. In inches. Doing this. Click on "Tools" >> "Options" and click in the "Spelling and Style" tab. and then browse your folders to locate and select the picture you want to insert click "Insert" and it's done .05 cm Multiply the height (19..If you have your picture on your hard disk.05 cm) for 28.. that is the minimum size (in points) to use for your presentation. you should double the font size in your presentation. How to use an image as a background Did you ever want to utilize a cool picture that you had as a background for you slides? You tried to insert it. in points. of your fonts. you can then paste this image on your slide right away.5 inches. Now. . An example? To determine the slide's height. the best way is to: go to Insert >> Picture >> From File. a typical PowerPoint slide is 7. go to "File" >> "Page setup. For instance. just pressing "Ctrl+V" or choosing Edit >> Paste . Check it out. Going back to our "8H" rule. There are some rules you can set about minimum font size which will help you not to use smaller fonts. but then you realized that the strong color contrast did not allow you to type any text on top of the image. we can conclude that a 22-point font size will be readable by an audience which is not farther than 8 times the height of the projector screen. the number of bullets per slide and the number of lines per bullets." and you will see that the standard height for an "onscreen show" is 19. Thus. Here you can set some rules such as the minimum title and body text size.25 points and you will obtain the height in points Divide the height in points by 25 and you will have found exactly the minimum size. and having set that: the maximum distance between the screen and the last viewer is given by 8 times the height of the screen the minimum readable font size is given by the height of the PowerPoint slide divided by 25. The last trick comes from PowerPoint. if the last row is at 16 meters from the screen which is only 1 meter tall (the maximum distance should be 8 meters). so it results that an inch is approximately 72 points. you should increase the font size to compensate this. in a floppy or on a network drive. I'd like to remind you a few tricks to insert images into your slides.25 points Multiply the height of your screen in centimeters for 28.

". but at least you won't be liable for anything). follow these steps: click on the picture to select it go to View >> Toolbars >> Picture. right-click on the background (be sure you are not clicking on a single image. let me remind you the difference between a picture you can find on a Web page and the background itself of the Web page: you can be sure that what you are right-clicking on is a picture if you see the option "Save Picture As. "Image Control" choose the last option in the drop-down menu. if the image is a background. a background needs to be inserted using a different way. black. as you right-click on it you will see the option: "Save Background As. and be sure to display the Picture toolbar here click on the second icon from the left. However..Blueprints for a successful presentation PowerPoint Keyboard Shortcuts press the "Print Screen" key on the top right of your keyboard and then go back to the slide and press "Ctrl+V" to paste the image. open your PowerPoint and: select Format >> Background click on the little down arrow in the "Background Fill" select "Fill Effects" click on the last tab. Otherwise." The main difference is that an image can be inserted into PowerPoint and then manually stretched to cover the entire slide.." save it anywhere you like (e. "Picture" click where it says: "Select Picture. If you want to obtain a perfect watermarked picture... you will still be able to see the shapes on the image but all the colors will be muted and lightened. and I will explain you the proper way to do it.and write him/her an email asking permission to reproduce the image for non-commercial use. select the slides. This is called "screenshot"." browse your folders to locate the background you have previously saved once you find it. in your preferred folder) Now. you can have any design you want on any slide. You are now free to add whatever design you want to this slide. Check the box that says "omit background items" and this will make the slide ignore the Slide Master's design. so you will be able to use any dark color (blue. Using Different Backgrounds within one Presentation Users of PowerPoint 2000 and lower will only have two background designs automatically supplied with the Masters (counting both the Slide Master and the Title Master). It is definitely possible. that is. if you want to be honest and respectful.g. and then use the Format menu . brown. remember that some images or backgrounds may be copyright-protected. Once you have pasted your image either on a single slide or on the Master Slide. First of all. What about nice backgrounds? When browsing the Web.. after having applied the "watermark" effect try to increase or decrease the Color Contrast and the Color Brightness (using the apposite icons on the Picture toolbar) until you find the right combination. If you want to do this to many slides at once.99 - . and it allows you to paste into PowerPoint anything that you have displayed on your screen. select Background. From the Format menu. In case you want the image to appear on all the slides.. Here's the trick to resolve the issue of readability of the text on top of a picture. you have to insert it on the Slide Master (View >> Master >> Slide Master). have you ever found a Web site with a nice background? Maybe you have also thought that it would have been nice to be able to use that exact background in your presentation. you will be able to insert a picture on any slide.. select it and click "Insert" click "OK" on the Picture tab click "Apply to all" on the Background box and it's done. By doing any of the previous steps. as a background. since the image used as the background can be difficulty stretched manually. In this paragraph we have seen so far how we can use images that we find on the Web.. In any case. green) to type text on top of the image. go to the Slide Sorter. Moreover. find the email of the Webmaster . you need to right-click exactly on a portion of background) choose "Save Background As.usually at the bottom of the page . "Watermark". Your picture will be set as watermark. Most of the times he/she won't even waste his/her time to answer you.

that your file size may increase dramatically. Do not use text shadows that are lighter in color than the text they support.. Remember though that if you choose to do something like put a photographic background on many of your slides instead of doing it once on the Master. This will create a new guide. click on the second last icon. Let's see how to do it: 1. 3.100 - . You will then "drag off" a new copy. Text shadows should be used only to create such contrast where the shadow color is darker than the background. the distance the guide covers from the beginning of the drag will be displayed in the units of your ruler. To get rid of guides. As you move the guide. just drag them off the edge of the slide. as to sharpen the edges. These are useful options since you can customize the visible portion of your shadow: you can decide how much shadow you will display and in what direction it will appear. b. one can add a shadow effect on the text. PowerPoint 2002 supports multiple background masters. when the contrast between the font color and the background color is not enough by itself to ensure readability. place guides at specific places. 4. Using Guides to Measure Make the Guides visible by using View/Guides. . "I" for italic and "U" for underlined. you can completely customize the shadow. Using More than One Guide If you like using guides. the tooltip for the guide will display 0:00.. In this way you can measure distances between objects. you can create additional Guides by simply holding down the CTRL key while dragging on an existing Guide. The first one from the left is "Shadow On/Off". Then. Select the text you want to apply the shadow effect to On the Drawing Toolbar. changing its color and moving its orientation. etc. down. hold down the SHIFT key while you click-and-hold a guide.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts command. In some cases. and create a better contrast between text and background. A simple way of getting a shadow effect to your text is to select the text you want to apply the shadow to and click on the big "S" (for "shadow) in the "Formatting" toolbar." You will obtain a small floating window with some icons: a. Why should I use the shadow effect in my text? The purpose of the shadow is to increase the contrast of characters around their edges with the purpose of increasing readability and visual impact from distance. just besides "B" for bold. 2. in this way you will obtain only a default light shadow: its color may be gray and its effect mediocre at best. This icon turns on or off the shadow effect The second block of 4 icons are to "nudge" shadow up. but wish there were more. left or right. Text shadows can be used both to improve usability as well as for content design reasons such as to create more emphasis for a certain text or title. "Shadow" Select the last option "Shadow Settings. The same holds true for text shadows that are lighter than the background color. If instead you access the "graphic" shadow feature in PowerPoint. Using Ctrl-Drag to Copy You can quickly make a copy of any object by holding down the CTRL key while you drag on the object. Unfortunately. Visual results generated by such solutions look invariably unprofessional.

If you open a simple text file (my_memo. As long as you use sober colors and try to focus on readability. File size can become a problem when you have to save your file on a Floppy disk. the size. Many companies tried to push a new standard.doc) is now thousands (!) times bigger than the original text file (my_memo. 1. you will notice that the file saved in Word (my_memo. the variety of file types that you can view. the "Shadow Color". This practically means that floppy drives will be around for at least couple of more years. As long as your file stays under 1.064 bytes for the DOC file. What is more important. and more or less they all failed.44 MB of information (1MB=1. In the Menu bar go to "File >> Properties" and click. Examples are many. not in fanciness.44MB. "Summary". its size will be represented in MB units. which happens if you have used images and sound extensively in your presentation.txt). "Statistics". The computer simply freezes. If your file exceeds 1. seeing the MB acronym should alert you that maybe the file will not fit on a floppy disk.ppt"). which can be automatically reassembled later. 2. Click on the "General" tab in the Properties window. all these new files require more space. The solution is saving the slides that contain images in .txt) that contains one sentence .jpg) when you create your presentation. if it is too late for that because you are already in the middle of your live presentation in front of your audience you can apply a "quick & dirty" solution that can help you to present the material at least fluently and without hiccups.44MB is 1474KB or 1509949 bytes in size) it becomes important to know how big is your PowerPoint presentation files are if you want to successfully save them on floppy disk. Your presentation may contain uncompressed bitmap images. location and finally. You can avoid this problem by using compressed images (e. As soon as your presentation file exceeds 1024 KB. The purpose is to gain in readability. but the most common one is in the case of written (text) documents. How To Quickly Reduce The Size Of A PowerPoint Presentation That Contains Many Uncompressed Images Most of the times you will find problems in PowerPoint presentations that are big in size.101 - ."Hello World!" . You even have the possibility to apply a semitransparent shadow to your text. record or edit has grown exponentially. The last icon. the size is represented in kilobytes (KB). The sizes of the files have grown tremendously since the computers entered the business world. By using these tools you will be able to apply any type of shadow to your text. is a drop down list that will let you chose exactly the color you need for your shadow. you are fine.in Microsoft Word and then save it as a Word document. you will either have to size it down in order to fit it on one floppy disk or you will have to distribute the presentation over more than one floppy disk. more appropriate for the size of today's files. which corresponds to 1 MB.jpg format and than re-inserting them back into the presentation. . However.g. One thing is notable there.576 so a floppy of 1. you will be able to change the shadow color according to the background and text color you have chosen. It has five tabs named "General". The so-called Pack-And-Go technique allows you to save the presentation on more than one floppy by splitting it into blocks. You can easily find out the size of your presentation most easily by checking the presentation properties while you are working in PowerPoint: a) b) c) Open your presentation in PowerPoint. Just make a few attempts and see the result full screen. Therefore. Save the presentation under different name (in my case: .048. If your presentation is lighter than 1 megabyte (MB). Since on the floppy disk you can fit only 1. Open PowerPoint and the presentation that you need to modify (in my case: "mexico. "Contents" and "Custom".Blueprints for a successful presentation PowerPoint Keyboard Shortcuts c. How To Find Out The Size Of A PowerPoint Presentation With the development of computers. This tab lists main data about your presentation: its name.44MB. type. I did this little experiment and obtained 12 bytes for the TXT file and 24. A Properties window will open.024KB=1. your results will be great.

Slide2." Select the folder in which your slides are saved in .jpg version of the slides you have just deleted. Making Presentation Files Smaller Prior to PowerPoint 97. so if the primary viewing medium is the screen. the bitmap format can make a big difference to your file sizes.your slides will be probably smaller than the Screen space. Sometimes. To keep your presentations as small as you can. Choose the style that you want to apply to the text and click OK.jpg that I will place in the newly created slide. Go to "Insert >> Picture >> From File. 4. PowerPoint 97 compresses these bitmaps. "mexico_modified. there's no point in having the bitmaps be a higher resolution. 2. the bitmaps don't need to be more than 96 dpi. you could save your presentation as an HTML file ("File >> Save As HTML. TIFF files will also be very large. it is the Slide3. but the screen always displays at 96 dpi. Select the objects one at a time. My presentation went from 70MB ("mexico. try reducing the resolution of your bitmaps.. Alternatively.e. 10. 5. you'll notice that the file seems to get bigger for no reason. I do not recommend these methods for everyday use since there are better ways to keep down the size of a presentation while it is created. but not as good as JPEG. To get rid of this "bloating". After the WordArt object has been generated. there was no internal file compression code inside of PowerPoint. This can reduce the file size up to 50%. 4. This folder will contain all your slides in a compressed . which will bring their size down tremendously. GIF has some. Select all the slides you want to delete by clicking on them while holding the Shift key. Also. "mexico_modified. Drag the object to the desired size and PowerPoint will automatically scale them all. Here you can choose the style in which you want the text to be bent.. but previous versions do not. . JPEG and PNG both have good internal compression code.ppt") while keeping the original ("mexico. Another problem is that you will not be able to present in Full Screen mode . as you're working on a presentation. 7. The presented methods should be applied only in case you need to fix your file quickly for the presentation. BMP files are the largest.jpg image (Slide4. Click on Insert > Picture > WordArt.ppt"). (You need to remember which are the slides that originally contained the uncompressed images) In my case. 9. select it and click on the WordArt shape button on the WordArt toolbar. Maintain Proportions while resizing objects Resizing images in their positions while retaining proportions relative to one another is often required.ppt") and delete the slides that contain uncompressed images (in my case those were the slides 3 to 38).ppt") in the place where you want to insert the .jpg format.. To do this: 1.jpg format and choose the first that needs to be inserted. Then delete them. keeping the (Shift) key pressed.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts 3.jpg.ppt"). 3. 6. A dialog box will prompt you for the text to be placed in the given format. they won't print nicely until they're up around 150 or higher. Now create another slide and insert the next . 8. For using curved text in PowerPoint 1. Use Curved Text WordArt allows text to be styled and twisted in various ways.jpg) and so in.jpg etc.") to obtain a similar effect. You can quickly do this when you select the slide sorter view.ppt") to a more acceptable 4MB ("mexico_modified. From the list box called "Save as type:" choose "JPEG File Interchange Format (*. 2.. and files could get pretty big quickly. For viewing on screen. Open the copy of your original presentation again ("mexico_modified. Following this procedure you will be able to size-down your presentation relatively fast. The most common cause of large files is the addition of large bitmaps.102 - .jpg)" and save your presentation in a folder that you can easily find again. This allows you to modify a copy of your presentation (i.ppt") safe. Now create a new blank slide in your presentation ("mexico_modified. Go to "File >> Save As.". The slides will be labeled Slide1. The problem with saving in HTML format is that you loose transitions and pseudo animations. save the file using "File/Save As" and give the file a new name...

as well as the direction and variants of the gradient. as well as for blending the passage from a scene to the next in a way that would add a new layer of communication. To fill an object with the current fill color. Patterns allow you to choose two colors and the pattern design with which you want to fill the object. There are also additional options under Fill Effects. Fill Effects Fill effects include Gradients where you can select one or two colors of your choice. the slide containing bulleted points must be the current slide. Picture allows you to choose an image file from your workstation. respectively. The underline under the Line Color Tool is the current line color. Visual transitions have been born out of the need to create smooth transitions for the opening and closing of movies and cartoons. You must be in Slide Sorter View to access the Text Preset Animation Tool. select the object. click on these tools. The underline under the Paintbucket is the current fill color. Line Effects Each drawing object has an outline the color of the automatic color. The heritage of such transitions comes from the movie and television industry who have first conceived and built inside their visual language an effective and appropriate use for them. and arrow style. then click the Paintbucket Tool. Under the color and Lines tab check the semitransparent box. after drawing the object and while it is still selected. Click OK. they fill with the automatic color. • Object Effects To place a shadow or 3D effect on an object. 2. . Bullet Effects The Text Preset Animation Tool controls how bulleted points appear on the slide during an on-screen presentation. To change line style. dissolves and wipes were never conceived to attract people's attention but were indeed designed to create an extra layer of narrative inside the visual language of film and television images. Fill Colors When you draw solid objects (squares and circles). regroup it by selecting the Group option again from the Draw Menu. • To change the line color. Other options with the Line Color Tool include color and patterns similar to the Fill Tool. To outline an object with the current line color. including choosing no fill color at all. Cross-fades. Transitions & Animations How To Best Use Transitions and Effects Inside Presentations Presenters are greatly attracted by facilities in their presentation program providing the ability to add visual effects.103 - . drop down the arrow and make a new selection.. Click on Format > Object.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Create Semi-Transparent Objects (Say a Watermark) 1. hiding any parts of the image which do not automatically show within the object's shape. then click the Line Color Tool. This will convert the picture to a Microsoft Office drawing object. select the object. you can use PowerPoint's selections or choose an image file from your workstation. dash style. Textures are image files similar to web page wallpapers. 3. Once the object is ungrouped. Select the object you want and then Ungroup in by clicking Draw > Ungroup from the Draw toolbar. To animate bulleted points. then click the tool selection. select the object. the photograph will center itself within the selected object. drop down the arrow beside the Paintbucket and make a new selection. To change the current fill color. Then click the drop-down box and choose the animation effect you desire. transitions and animations to their slides.

Click or space bar to advance each slide. which it is very useful to explain how to go about this issue. Use the command File -> Save as. click to bring up each line of text. At the effects or animated slide. How to customize PowerPoint templates? Step-by-step guide to modify standard templates and more Let's start assuming that you have already created the content of your presentation by typing it into PowerPoint.. preferably using the Outline View mode. Once a template has been applied to a PowerPoint presentation. and it will work as expected. it is your responsibility as a presenter to use transitions and effects to serve your communication needs and not to provide further visual pizzaz to your presentation. What should your next step be? Deciding a consistent and effective look to apply to all of your slides.. this new template will be available among all other PowerPoint templates. there is indeed no easy way to "undress" the presentation. Now. Templates How To Create A Blank PowerPoint Presentation Template Or How To Turn Off Any Template Applied To A Presentation So many people get bogged down by this problem. Name the file BLANK. do the following: Create a blank presentation with a blank slide. to save the presentation as a PowerPoint template inside the very folder where all other PowerPoint templates are (should be: (C:\programs\Microsoft Office\Templates\Presentation Design). To get out of this fastidious loop. Animate Your Slide Show Switch to the Slide you wish to animate. choose the effect you want. Select EFFECT. Click Slide Show > Custom Animation > Order & Timing Check the objects you wish to animate from the list of objects Choose the animations from the effects tab for each object. Select DIM PREVIOUS POINTS. Click OK to save the animation How to Do Text Animations or Builds From SORTER VIEW click the gray BUILD button. One can only change the template but one cannot say "no template".Blueprints for a successful presentation PowerPoint Keyboard Shortcuts In this light. click SLIDE SHOW. From the drop down menu. Click OK. You have usually two ways to do it: .104 - . Once called up it will "undress" any PowerPoint presentation off the template it is using.

Let's see the steps you should follow to achieve this result: From any View mode you are in. etc. In a few seconds.. Title and Body Text placeholder formatting) .which you could modify (in PPT 97 and 200) from "Format" >> "Slide Color Scheme" Text Styles: (e. use the drawing tools to create the layout. what kind of information are you actually saving inside that file? In a few words. But to do this you need fantasy and some kind of "designer disposition". is to use the templates that you can find both in PowerPoint itself and on the Web and customize them. notes and handouts: Which can be modified from "File" >> "Print. . size and color and the same overall layout design. Draw boxes. In the "Apply Design" dialog box. Now you know what type of settings you are saving every time you save a presentation as a template or you use any ready-made templates saved as *. The second solution. . click the icon on the top right corner in the Standard toolbar that says: "Apply Design" (you can obtain the same by clicking on Format >> Apply Design Template). a visual dress that you can use to give your presentation a uniform appearance." Initial view: Slides.which you can then modify from the Slide Master Defaults for text and AutoShapes objects: Fill and Line color and styles. size and color." in PowerPoint XP. "Format" >> "Apply Design" in the previous versions). rectangles... by using the Slide Master (View >> Master >> Slide Master): here you can apply a background color. a template contains the following info: Slide size and orientation (which you can change from "File" >> "Page layout") Color Scheme: (including colors for default fill.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts You can create your own design. Notes Page. while on the right hand side you see a small preview of the selected template. shadowed. what are you actually applying to your presentation? Or when you decide to save a presentation as a template. Printer settings for slides. settings and format are stored and saved in a PowerPoint template file? Well. this is why a lot of people don't even try to create a look on their own.these options can then be modified by right-clicking on any AutoShape object and choosing "Set AutoShape Defaults". and format the font style. what type of information. lines and fill them with the appropriate colors. line. What is saved in a template? When you apply one of The Microsoft ready made templates ("Format" >> "Slide Design.105 - . easier but not less effective. the same font style. Microsoft uses two different words (design and template) to mean the same concept: a uniform "look" that you can apply to all of your slides.) . You can then modify the position of all titles and text boxes. shadow.g. you will see on the left half of the window the different templates you can choose.pot files.. Select one of the proposed templates and click "Apply". all your slides will have the same background. etc. text etc. Slide Sorter. by adding your "personal touch".

This is a big win for those laptop users who no longer have mice. and animation. and want to position this text elsewhere other than in the middle. The text box will be particularly useful in case you want to type something on top of a drawing you have created. either double-click on the object. you can edit. of grouping and ungrouping objects. Animate any other objects you desire. you can: Right-click on the rectangle.106 - . don't ask why).. Here's the piece that will separate your presentation from all the rest: animating PowerPoint's own design templates. and it will be more complicated to move it around. which you can move. and when you want to type in it. and you start typing on it. instead of typing inside the shape you have created. my suggestion is to create the shape before. use a text box and place it where you like. the text will be automatically centered. To get the object into "points mode". Click on the object you wish to animate (remember you can group objects to have them function as a single entity. then use your arrow keys.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Animating PowerPoint Design Templates You've learned a great deal about creating an effective PowerPoint presentation. You can add points by holding down the shift key and clicking. Choose your animations options. place a tick mark besides: "Word wrap text in AutoShape". You will then see points at every vertex. rectangles) What is the difference between using a normal text box and using a rectangle from which you have removed the fill color and the line color? Apparently. In this case. by default. or select it then hit the Enter key. Click in an empty place on the slide (not in a text box). Each press of the key will move the object on "grid unit" (1/12th of an inch. and theater.) Choose SLIDE SHOW : Custom Animation.g. Editing Drawings Anything you draw with the pencil tool. you can subtract points by holding down the ALT key while clicking and you can of course just drag points around. Choose VIEW : Master : Slide Master. if the text is bigger or longer than the rectangle (or any other shape). rather than blended and shaded designs.. If you draw a rectangle. of re-coloring objects. Press ESC to deselect all the objects. Drawing upon your knowledge of using Slide Masters. you can add your own personal touches to PowerPoint's own Design Templates. there's no difference. it will go outside of the shape. To animate template designs. choose those designs that contain concrete objects." In the "Text Box" tab. tropics. For the most effective animation. . choose DRAW : Ungroup. they both work well. such as twinkles. From the Drawing Toolbar. Also. Drawing In PowerPoint Differences between text boxes and AutoShapes (e. Select the object. Choose "Format Autoshape. To avoid this. Nudging Objects You can use the arrow keys to move objects very small distances.

Blueprints for a successful presentation PowerPoint Keyboard Shortcuts if you hold down the ALT key while nudging. on the chart Right click on the chart and choose "Show picture toolbar" The 4th icon from the left is the "Recolor Chart" Select this one and click "None" to the message: "Chart colors follow". Have you noticed that most of the times your colleagues use the same typical Clip Art images in their slides? If you still want to use Clip Art. Let's see how you can do this: Insert the Clip Art (see previous paragraph) Ensure it is selected otherwise select it by clicking on it Go to Draw >> Ungroup ." Go in the "Picture" tab and click on "Recolor" At this point you have an easy way to modify. remove some elements. By clicking "OK" you will lock this chart format and colors in a way that will not be influenced by existing Master Slides or other settings that you may inadvertently set in the destination file. or if you have the grid turned off.In case changing the colors is not enough to personalize a Clip Art. add new ones. and no one will be able to recognize your Clip Art! Method A . Copying charts from different applications Open the chart you want to insert and do the following: Click outside of the chart area Click again.. Does your new Clip Art image look different? It does.. you can even modify its shape. then click "OK" on the two little windows to close them.If you only want to change the colors of any Clip Art image. As soon as you change the colors.107 - . but only once. and this way you can change the colors of all the Clip Art in the gallery. You can put a tick mark on the color you want to modify. but I bet they are millions. there are two ways you can do it. Pictures and Other External Files Clip Art . and mix two or three different images together..Is It Possible To Customize Clip Art? Tips and suggestions on how to customize Clip Art in unique ways Have you ever played around with Clip Art? Clip Art are color images that you can insert into any slide to enhance the content of your presentation. click on it once) Right-click on the Clip Art image and choose "Format Picture.. Ensure the Clip Art is selected (if it's not.. Do all the necessary changes. Method B . you will preview. one by one. Do you have any idea about how many million people in the world have been using Clip Art in their presentations? I don't. Whenever you insert this chart into another presentation. all the colors used in the original Clip Art. but you want it to be more unique and give it your "personal touch". you can move the objects one pixel at a time. and choose from a drop-down list under "New" the new color you want to apply. it will keep its specific colors and format and not follow any slide color scheme. Follow these easy steps. to visually explain a concept or to add more colors to your slides. how the Clip Art image will look like.. do the following: Place the desired Clip Art into your slide by clicking Insert >> Picture >> Clip Art. on the miniature on the right.

there might still be some elements grouped. you can mix them together and then group them as a whole.108 - . Following that. by making copies of the other elements You can even modify the shape of all the objects. In both cases. . by using an advanced drawing feature we will see later on (at the end of this paragraph). *Remember that most Clip Art images have been grouped several times. This way you can modify any shape that has been created under PowerPoint. Nevertheless. but there are plenty of changes you can now make: You can increase or decrease the size of some elements inside the Clip Art You can modify the single colors You can remove some elements or even add new ones. and try again. these objects (both text boxes and placeholders) can be filled with color. go back to Draw >> Edit Points and deselect this feature to turn it off. What's the purpose of ungrouping a Clip Art? What can I do now? Well. and then select only the ones you want to modify. Another nice use of the semi transparency of color boxes is to display pictures that cannot set as watermarks because you would like them to be clearly seen by your audience. and you will now be able to click outside the slide to deselect all the elements. the fill color of your text box will not completely cover the shape of the picture that is behind. Once you are done with the editing. so if you want to be able to access all individual elements of an illustration. To apply a fill to them. so go back to Draw >> Ungroup. I recommend selecting all the elements and group them again. How to type on top of the pictures There is something you can do to your pictures when you want the text that lies on top of it to be more readable. **Advanced Tip (as promised under point "d"): you can modify the shape of some objects that make up a Clip Art (useful when correcting maps borders or facial expressions) by: Selecting the ungrouped object inside the Clip Art Going to Draw >> Edit Points (you can access this menu choice only if you have previously ungrouped all the elements of a Clip Art) You will see that the usual little white squares called "control points" become now black squared dots Clicking on them and dragging them to modify the shape of the selected object Clicking on the lines and dragging. and this will create a new black dot that you can edit. click on them once and then click on their border (or [Shift] click on them). put a tick mark in the bottom where it says "Semitransparent". your text will definitely be more readable and contrasting with the background. This way. You will know that the "nested" groupings are ended when finally the "Ungroup" option will be grayed out. I explain: once you have ungrouped it the first time. Once you have personalized your Clip Art. so you will be able to resize and move them as a whole. The text you have on top a picture is either a text box or a text placeholder that comes from the standard layouts. it's up to your fantasy. Once you have chosen the desired color from the hexagonal color palette. try to ungroup them several times.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Your Clip Art will be ungrouped. *Tip: if you find several Clip Art that may fit your needs. move into the Drawing toolbar and choose your color by clicking on the bucket icon (Fill Color).

I cannot get the hyperlink to consistently open the linked document to view on screen . This does not happen each time but I cannot work out what makes the difference. Printing How can I print handouts useful for review by others? Print options for handouts and print materials OR First of all. it opens in the background and one has to exit the slideshow to view the linked document. draw a rectangle on top of the picture that is a bit smaller than the picture. then the hyperlink will open the document as a new active window. ANSWER: If another application (Word. yellow or gray. if the application is not open. apply a transition between the two slides. which is what you want! Import Outlines from Word Open the document in Word Click on File > Send To Select Microsoft PowerPoint to export the outline to PowerPoint This will help to have the outline property formatted with Word heading styles. . This is no good if one wants continuity with the presentation. Make a copy of this slide. Set this color as "Semitransparent". but while leaving it in the background. Like in other Office products. Your audience will first see the picture clearly.e. Now insert a normal text box and type your text there. Remove the border line ("Line Color" >> "No Line") and choose a dark color for the fill. Then a colored but semitransparent box with some text on it will appear partially covering the picture. why not try to apply a semitransparent white or light gray color instead? It will look kind of "watermarked". If you want a better effect. or objects that are covered up by other larger objects. This is definitely a great effect when you don't want to watermark a picture..Blueprints for a successful presentation PowerPoint Keyboard Shortcuts In this case. On the other hand. Excel) is open in Windows. if you click that icon when you want to print. Rehearse your show and see the effect. How to Make Documents Linked Inside a PowerPoint Presentation Open Up In a Foreground Active Window QUESTION: When I create a Hyperlink to an existing Word or Excel document and then run the slide show. This is useful for selecting very small objects.. using a light text color such as white. you can do the following: Insert a picture on a slide and make it as big as the slide or something smaller. let me spend a few words about the "Print" icon that you find in PowerPoint. which will toggle you through a selection of all of the objects on a slide. without anything on top and with no watermark effect.109 - .i. Selecting Small Objects Hit the ESCAPE key to insure that nothing is current selected. the hyperlink will open the requested document in that application. but you still want your text to be perfectly readable. Instead of a rectangle with a dark background. you print all the slides in the presentation and you don't have the option to customize your type of print. and then repeatedly hit the TAB key. like "Wipe right". In the copy. displaying your content and allowing the audience to continue to see the picture in the background.

let's see in detail all you can do. some blank lines where you or your colleagues can add notes or comments). so here is where you can change it. so your colleagues can have a visual reference and see your notes. By clicking on the "Print what:" drop-down list. you can finally select what you can print. Printing this way can be useful for you.animation" effects You may end up having an incredible number of slides used to create the "cartoon" effect. . This option may be useful in case you want to show your presentation to someone to have feedback on the graphic and visual aspect of it. Third. The slide will fill completely the paper. uses of a lot of paper c. number of copies and so on. You can choose 2 slides per page. 6 and even 9 slides. besides each slide miniature.110 - . reduced to half of its size. It's pointless to print them all. will give you 50 sheets. b) Handouts When you select handouts. make sure that you are printing to the right printer. so here is where you select the printer you will be using. First. even if it takes a few seconds more. maybe you also have a color printer. at the bottom of the dialog-box. Reasons may be: a. this is the best print solution when you want to deliver a printed handout to your colleagues for their feedback. the smaller they will be. printed this way. 3 slides per page (very versatile option since PowerPoint will place. If you have a 50(or more)-slide presentation you probably don't want to use this option to deliver printouts that have this format. Remember anyway that a 50-slide presentation. all the slides. very costly in terms of toner/ink used b. Second. I suggest you get the habit of clicking on "File" >> "Print" and then selecting in the "Print" dialog box all the custom options you need: current slide. Click on the "printer name" drop-down list and select the appropriate printer. you will print each slide on a separate A4 (or maybe "letter" for US users) sheet. c) Notes pages This option lets you print one slide per page. saving time and trees in case you really don't need to print the entire presentation. You may have more than one printer connected. in case you have been using "pseudo.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Instead of using that "Print" icon on the left side of the Standard toolbar. Regardless of which one of these options you will choose. 4 slides per page. and you will not be able to fit more that one slide per page. time consuming Remember also that. you can choose the "Print range": do you want to print the whole presentation? Or do you need just a few slides? Maybe you only need the current slide. thus reducing readability. you will be able to choose: a) Slides b) Handouts c) Notes pages d) Outline view a) Slides If you choose this option. with the second half of the sheet reserved for the speakers note that you have typed in your presentation. This way you have a better control of what you are printing. you will have more sub-options that will let you decide how many slides you want to print in one page. Once you get the "Print" dialog box. The more you choose.

The best way to distribute presentations is to use the Pack and Go feature. You can also deliver an outline to your colleagues. Click File > Save As to save the presentation. However. The available books and information can be divided (in a rough approximation) into two categories. Recently I had the opportunity to prepare and give a course on information graphics for a financial entity. . If you don’t have PowerPoint Viewer. then click "Black and White". but it's also convenient to follow a coherent process in order to correctly make it.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts d) Outline view Printing the outline is a great idea when you want to share it with your colleagues and you are not interested in the graphic aspect. This creates a self-extracting archive of the presentation so that it can be sent by mail and you can optionally include the viewer along with it as well as embed fonts. Go to View/Black and White. This will show the team responsible for making PowerPoint. transitions. How To Create An Effective Information Graphic To make a good information graphic is not an easy thing. This is a small installation just for viewing PowerPoint slide shows. A simple solution to this is to use the PowerPoint Viewer. etc to look the same. PowerPoint Mysteries Check Out the People Who Made PowerPoint (2000 only) Click Help > About PowerPoint. even though we should use these ubiquitous tools to build them. PowerPoint has some great features for sharing presentations. Surprisingly enough there is very little literature on the topic. If you want to simply run the presentation over a LAN. especially when the data is quantitative. To change the print settings for any given object. In the Save As dialog box. you can simply click Slide Show > Online Broadcast > Begin Broadcast. Hold Down Ctrl + Alt + Shift and click on the background of the text box. right-click on it. In this issue we describe this process. and then choose the appropriate print option for that object. You can have your presentation carry the fonts used along with it. Master objects can be selected by going to the Master page View. Making Slides Print Correctly PowerPoint has certain defaults to determine how it prints each object on the page. The subject of the course was to explain what you have to take into account when preparing a graphical presentation. How can I send a presentation to others to see. (At the end of this article you can consult a list of interesting books). So the idea wasn't to explain how to make business charts with Excel or PowerPoint. It's easier to focus on the content and besides you do not waste ink. It is fundamental to know what purpose it serves and to whom it is addressed.111 - . if they don’t have Powerpoint installed in their machines and I want the fonts. this will show you a gray-scale preview of how your slide will print. click Tools > Embed TrueType Fonts. in case you think that they should not focus on the "look" of your presentation but just on its content. Click File > Pack and Go and simply run through all the screens. You can see over-ride these defaults. download it from Internet where it is available freely. but what techniques we should use in order to make the charts clearer and easier to understand. with this everyone viewing the presentation must have PowerPoint installed. if the fonts do not have license restrictions.

You cannot unlink the charts from the audience they address. knowing what's happening. We start Excel.. The objective the chart hopes to achieve. reducing the saturation of what is less important and increasing it for the most relevant data. even though the data can be the same. a table or even a sentence can be clearer that a chart. in general. Once data is refined we have to choose the most effective visual metaphor. A road map is an archetypical example of this type of objective.. sales.) and more importantly: are they relevant for what we want? 2) How? In what way we will represent the data. A fundamental aspect of this section is that information graphics are interesting because they reveal differences. modifying the typography. and unnecessary labels) without losing relevant information sometimes provides surprisingly improved results. sequential categorical. we will have failed. Information graphics can be done for several reasons. To present large amounts of information in a compact and easy to understand way. Varying the colours.. The key resides in revising and experimenting with what we have done until we find an improvement. Information on the theory and aesthetics of quantitative charts. Discovering cause-effect relations.. the size of fonts. 3) Does it work? We can obtain a nice and elegant chart but. And this is so for several reasons. budget. It's difficult to distil elementary but general principles that summarize the best practice in performing business graphics or. eliminating everything that doesn't contribute to showing and clarifying the data (irrelevant grids. Among them we can highlight the following ones. for a little data. For this reason refining them and representing the data derived from their statistical treatment often reveals aspects that otherwise would result confusing.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Catalogues of types of graphics and charts commonly used. For example the evolution of stock exchange. This determines the type of data to gather and about which we have to ask what type it has to be (quantitative. The process is divided into three parts: 1) What is it for? The reason why we make the graphic representation . redundant data. To transmit or communicate a message. To reveal the data.. throw in some data and select a chart type. It's quite different making a chart show the evolution of sales for a meeting of sales people than presenting a marketing campaign to the board of directors. graphic presentations. Sometimes. if it doesn't fit the goal that we have defined in the first step. To periodically monitor the evolution of certain parameters. The audience. ..112 - . Sales have improved but we are still behind budget. In certain occasions changing the colour palette or the type of chart can clarify the situation enormously. *The process of making an information graphic* It appears that the pressure of everyday work and the little time that we have means that when we are about to perform an information graphic we adopt the tactics of immediacy. It appears that in the business environment people think more about information graphics in order to show what is already known rather than discovering what is still unknown. accepting the terrible colours that Excel gives us by default.

In case 4/5 Mb are still too small for you. though is not for free. you can purchase from 100 Mb to 1 Gb of space you can use to upload files and send email. or to anyhow reduce its size. You can use it to compress your presentation and send it. and its URL is http://www. making a good information graphic consist of facilitating the understanding of complexity. who our audience is and a good deal of work and reflection. .infovis. I would like to remind you here the versatility of an online free service like Yahoogroups. that allows you to upload files in a private Web area (each group has 20 Mb of space available) and to be able to access them from anywhere in the world by anyone who you have elected to be a member of that private Web "group". I can suggest you another good service. Nevertheless. for free.smartgroups. You will find plenty of tricks to compress any file. is called "SmartGroups". In general. you only need to register. You can start using its services right away.net/ MasterView International by Luigi Canali De Rossi Powerpoint Add Ins How can I e-mail my presentation if the file is too big? Use online collaboration and exchange services In case you need to send the entire presentation as an attachment to your e-mail message.com. is that you are not overloading your email box with heavy messages. Its name is WhaleMail. instead of complicating what is simple.net http://www. but you can upload a file in the yahoo "Files" area and have your colleagues download it only if and when they need it. organizations and companies have custom limits on the size of email that can be sent or received. NXPowerLite is a software which compresses your presentations upto 60% of the original size. Also. following email will be bounced back until the assigned file space is freed up. most users have a precisely set "quote" of space in their email inbox.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts In the end.whalemail. It works like Yahoogroups since you can upload files in a dedicated space in their service. It is similar in its features to Yahoogroups.113 - . The good advantage of using Yahoogroups for online collaboration and file sharing. for a maximum of 20 Mb. If they go over it. The URL of this free service is http://www. And this cannot be achieved without the clear understanding of what goal we pursue. and its file size limit is 4 Mb for a maximum of 20 Mb of total space. you may run into troubles if the presentation file is too big. in general. split it. There are also customized corporate accounts that you may want to check. send a notification to the recipients and then have the recipients download the file without file size restrictions. Dürsteler InfoVis. the limit of this "File" area is 5 Mb per file. A new service that you can use. and it's done.com With yearly fees that vary from $75 to $750. by Juan C.

Blueprints for a successful presentation

PowerPoint Keyboard Shortcuts

PowerPoint Keyboard Shortcuts
Text Formatting
To do this: Windows Keyboard: Change Font CTRL+Shift+F, then use up/down arrow keys, click Enter when done Change Point Size CTRL+Shift+P, then use up/down arrow keys, click Enter when done Increase Font Size CTRL+Shift+> Decrease Font Size CTRL+Shift+< Bold CTRL+B Underline CTRL+U Italic CTRL+I Superscript ALT+CTRL+Shift+> Subscript ALT+CTRL+Shift+< Plain Text CTRL+Shift+Z Spelling Checker F7 Center Paragraph CTRL+E Justified Paragraph CTRL+J Left-Aligned Paragraph CTRL+L Right-Aligned Paragraph CTRL+R Change Case Shift+F3 toggles selection through lower case, upper case, initial caps with each press of keys Create Hyperlink CTRL+K

Deleting and Copying
Delete Character Left Backspace Delete Word Left CTRL+Backspace Delete Character Right Delete Delete Word Right CTRL+Delete Cut CTRL+X Copy CTRL+C Paste CTRL+V Undo CTRL+Z Create a copy of the text CTRL+Drag

Navigating in Text Blocks
Character Left Left Arrow Character Right Right Arrow Line Up Up Arrow Line Down Down Arrow Word Left CTRL+Left Arrow Word Right CTRL+Right Arrow End of Line END Beginning of Line HOME Paragraph Up CTRL+Up Arrow Paragraph Down CTRL+Down Arrow End of Text Block CTRL+END Start of Text Block CTRL+HOME

Navigating and Working With Objects
To Previous Object TAB To Next Object Shift+TAB Select All Objects CTRL+A Drag and Drop Copy CTRL+Select and Drag Create a Duplicate Object CTRL+D Create another Duplicate with same offset as first Duplicate CTRL+D, move new copy to desired location, then use CTRL+D repeatedly to create more copies

- 114 -

Blueprints for a successful presentation

Outlining, in All Views
Promote Paragraph ALT+Shift+Left Arrow or TAB from beginning of Paragraph Demote Paragraph ALT+Shift+Right Arrow or Shift+TAB from beginning of Paragraph Move Selected Paragraphs Up ALT+Shift+Up Arrow Move Selected Paragraphs Down ALT+Shift+Down Arrow

Outlining, in Outline View
Collapse to Titles ALT+Shift+1 Expand Text under a heading ALT+Shift+Plus Collapse Text Under a Heading ALT+Shift+Minus Show All Text and Headings ALT+Shift+A Display Character Formatting Keypad / (numlock off)

Selecting, in Text
Character Right Shift+Right Arrow Character Left Shift+Left Arrow End of Word CTRL+Shift+Right Arrow Beginning of Word CTRL+Shift+Left Arrow Line Up Shift+Up Arrow Line Down Shift+Down Arrow Select All CTRL+A or F2 Select Any Text Drag with left mouse button depressed Select Word Double-Click Select Paragraph Triple-Click Drag and Drop Select and Drag Drag and Drop Copy CTRL+Select and Drag

Working with Slides and Presentation Files
New Presentation CTRL+N Open a Presentation CTRL+O, CTRL+F12 Save CTRL+S, F12 Save As F12 Print CTRL+P Find CTRL+F Replace CTRL+H New Slide (menu) CTRL+M New Slide like last one, no menu Shift+CTRL+M Exit/Quit CTRL+Q or ALT F4 Move from Title to Text CTRL+Enter Move from Body text to Title of Next Slide CTRL+Enter

Working with Presentation Windows
Go to Previous Window CTRL+Shift+F6 Go to Next Window CTRL+F6 Size Presentation Window (Un-Maximize) ALT+F5 Maximize Application Window ALT+F10 Maximize Presentation Window CTRL+F10 Restore Presentation Window to Previous Size CTRL+F5 Put Presentation in its own Window CTRL+F5

Drawing & Formatting
Show/Hide Guides (toggle) CTRL+G Switch from Normal View to Master View Shift+Click Slide View Button Group CTRL+Shift+G Ungroup CTRL+Shift+H Regroup CTRL+Shift+J Resize while Maintaining Proportions Shift+Resize

- 115 -

Blueprints for a successful presentation

Resize from Center CTRL+Resize Resize from Center while Maintaining Proportions CTRL+Shift+Resize Rotate in 15 degree increments Shift+Rotate tool Rotate from Corner CTRL+Rotate tool Rotate in 15 degree increments from Corner Shift+CTRL+Rotate tool Extend Line along same angle Shift+Resize Make Straight Segment while Using Curve Tool CTRL+ALT+click (using curve tool) Nudge object one grid unit Arrow Key Nudge object one pixel CTRL+Arrow Key Temporarily Release Grid/Guide Snap ALT Create Multiple Guides CTRL+Drag Guide

Controlling Slides in Slide Show
Go to Slide <number> <number> ENTER Black/Unblack Screen B or Period White/Unwhite Screen W or Comma Show/Hide Pointer A or = End Show ESC, CTRL+Break, Minus, END Erase Screen Annotations E Advance to Hidden Slide H Advance to Next Slide Mouse Click, Spacebar, N, Right Arrow, Down Arrow, Page Down Return to Previous Slide Backspace, P, Left Arrow, Up Arrow, Page Up

Getting Help & Programming Tools
Help F1 Menu and Dialog Explanations Shift+F1 Right Mouse Click without Mouse Shift+F10 Bring up Visual Basic Editor ALT+F11 Macro Recorder ALT+F8

- 116 -

This book is a step-bystep guide on creating business presentations. Microsoft PowerPoint allows you to create amazing presentations either from scratch or by using the easy-to-use wizard. but did not know whom to ask.Blueprints for a successful presentation Microsoft PowerPoint is a powerful tool to create presentations and slide shows. It also tells you things about PowerPoint that you always wanted to know.117 - . These presentations are typically laid out in a storyboard fashion. . where individual slides are created & formatted with text & images.

Sign up to vote on this title
UsefulNot useful