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 If you find any information out-of-date or incorrect, we would appreciate it if you would let us know via our email id (biswajitt@gmail.com).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.

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

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

then you need to read this book. But then I found that there was not a single book on PowerPoint that had the level of detail that I wanted. So here I am and here is this book. I started reading a lot of books on PowerPoint & read a lot of articles on Internet. This book talks about a lot of features of PowerPoint that you may not find anywhere else. 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 is the book on PowerPoint. because this is not just another book on PowerPoint. . I am not a master in PowerPoint. I started working for a few companies and gradually reached a senior level where I needed to develop a lot of presentations. 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. I hope that everyone who reads and uses this book will find it useful. This book will guide you to design the most beautiful & professional presentation you have ever designed. There was no material available to tell you how to design your own templates. This book has tried to cover a lot of things that you will need. which are not available anywhere else. which has started where all other books have chosen to end. Why another book on PowerPoint? If that’s what you are thinking now.Making of…. I am sure this book will address the purpose it is meant for. to reduce the size of a big presentation.

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

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

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

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

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

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

The competitor Aldus ships Persuasion 1. Boxes & Circles. Lines. Aldus share leader on Macintosh. OLE 2. These presentations are laid out in a storyboard type fashion. Features All slides in one file. Features Outlining & drawing tools. Forthought was founded by Rob Campbell and Taylor Pohlman in order to develop a software called Presenter which was later renamed as Powerpoint. Word Tables.13 - . CA. status bar. 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. Harvard Graphics share leader on PCs. Major release with shared code between Mac and Windows versions. Handout Pages & Note Pages. Lotus Freelance for DOS. Introduction of TrueType Fonts in this version of PowerPoint. Spell Checker. Slide Show. 1983 . Compatibility with Harvard Graphics.Blueprints for a Successful Presentation Microsoft PowerPoint is a powerful tool to create presentations and slide shows. slow Windows product with poor Mac file compatibility. Microsoft PowerPoint allows you to construct dynamic looking presentations from scratch or by using the easy to use wizard.0 The suite battles begin from here with other players like Lotus SmartSuite.1. Ran on any Macintosh with 512K RAM and a floppy drive—no hard disk required. where individual slides are created & formatted with text & images.0.0 Development was done by 2 developers.0 for Macintosh: outliner multiple masters graphing polygons Harvard Graphics for DOS. May 1988: PowerPoint Version 2 In August 1987. Color Schemes. the product unit stays in California. transition effects. Shaded Fills.April 1987: PowerPoint Version 1 First version of PowerPoint published by Forethought of Sunnyvale. Microsoft acquires Forethought for $14 Million. Bullets. Draw Perfect Harvard Graphics can’t find a dance partner Aldus ignores Windows market. WYSIWYG support. Word Perfect. Fonts are a major problem for everyone. Auto Layouts. Ami Pro. Lotus ships SmartSuite: 1-2-3. Microsoft puts serious effort into promoting Microsoft Office. sounds & video Features Office look & feel: tooltips. Slide Master. Lotus Freelance ships newly designed product on OS/2. You can also choose to prepare the presentations manually if you have got some basic expertise. then Windows. February 1994: PowerPoint Version 4. This version was originally called “Presenter” and was designed for Windows version 2. Harvard Graphics announces move to OS/2. later ships Windows product with same UI as DOS version. May 1992: PowerPoint Version 3 PowerPoint version 3 is again the first application which required Windows 3. May 1990: Windows PowerPoint Version 2 This was the first presentation product for Windows 3. Quattro Pro. Aldus slow to release buggy. Auto Content Wizard. flying bullets. Rehearsal & Hidden Slides. Genigraphics Driver for slides Features 256 color support. .0. Freelance Graphics Word Perfect ships PerfectOffice: Word Perfect. Graphing. focuses on Mac. Black & White Features Find & Replace.

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

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

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

That way if the computer's hard drive crashes.. what to do when you double-click an icon and so forth. it will stay off. You may also want to experiment with turning Print Inserted Objects At Printer Resolution ON.g.. pie charts. If you use PowerPoint 2000 Choose Tools. it can slow PowerPoint (and other programs) down dramatically. Click the AutoFormat As You Type tab. Save Regularly and save often.Blueprints for a successful presentation because it's sharing computer cycles with the printing process. MyPresentation-1. In either case. removable storage or burn it to CD. but .. periodically copy the most recently saved file off to another drive. you'll print faster with Background Printing turned off. save them to your hard drive. 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. on your hard drive) copy of the presentation. This can improve your printouts of e. AutoCorrect Options (you'll need to have a presentation open for this to work). performance suffers (both your editing work and printing). That's it. Choose Tools. Sooner or later. so to avoid confusion then. a network drive. you'll need to view or change the extension for one of your PowerPoint or related files. Remove the checkmark next to "Automatic layout for inserted objects" Click OK Though this appears to be a presentation-specific setting. then copy them back to diskette if necessary. Always copy presentations to your hard drive. work from a local (ie. Windows setup We suggest making the following change to your default Windows setup: Make Windows show your file extensions. Normally. then copy it off to the network drive when you're done with it. Here are a few other suggestions that may prevent you from losing your work: NEVER open from or save to a diskette directly. We like to tack on a number . Save As and give the file a new name. choose File. Here's a good way to work: While you're working on a presentation. Remove the checkmark next to Menus Show Recently Used Commands First. If there's a lot of stuff in there. download & install Sequential Save. As with diskettes. MyPresentation-2. Windows hides the dot+three-character file extension from you. Here's how: . Check the TEMP folder Periodically check your \TEMP folder and delete excess files. This file extension is what Windows uses to decide what application owns each of your flies. Overall. once you turn it off. And your printouts may be better: sometimes PowerPoint misprints notes pages if Background Printing is on.17 - . an utility which saves PowerPoint files sequentially on every changes. Avoid opening from/saving to a shared Novell or NFS network drive. get Windows in the habit of showing you the info now. Every time you're about to make any major changes. open them. you don't lose all your work. Or if you prefer something more automatic (and elegant). MyPresentation-3 and so on. press Ctrl+S every few slides to save the presentation. Customize then click the Options tab.. This prevents PowerPoint from "hiding" menu items you don't use often. Turn it off.

PPT file to .18 - .PPS" you'll be able to see what they're talking about and you'll know how to do it. . Choose Tools.Blueprints for a successful presentation Double-click My Computer. 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 .

11. 2. 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 . 3. 10. 8. 5. 6.19 - . 7. 4.Blueprints for a successful presentation Creating a Simple Presentation When you complete this chapter you will know 1. 9.

in case of Office 2003. Auto Layout After you have opened a new presentation. create charts. You can print slides (a "slide" is what PowerPoint calls each screen of information). but you only have to develop it once. descriptive phrases that will help you remember what you want to present and to serve as a reminder for your audience. 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. But the best idea will be using the help files that are an integral part of Microsoft PowerPoint.20 - . or deliver an on-screen presentation. Blank presentation opens a new presentation with no template. 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. Only the on-screen presentation allows you to use the full range of PowerPoint's features. prepare for 35mm slides. PowerPoint displays the New Slide dialog box containing twelve AutoLayouts. lists. The most common mistake made by novice PowerPoint developers is to stuff too much information on each slide. As you develop a PowerPoint presentation. You can type in text using text boxes. concise.Blueprints for a successful presentation Introduction PowerPoint is an application that lets you create. Each element in a slide is considered its own object. and deliver presentations. When you start PowerPoint. print handouts. you may choose More Files to move to the location of a previously saved presentation file and open it. About the Slides On any given slide in a PowerPoint presentation. The Wizard then builds a dummy presentation that will guide you in developing the content of the presentation. it is important to remember that you should not try to include every piece of information you wish to deliver. graphs. PowerPoint slides should contain brief. download templates from web or prepare your custom templates with the help of information in later part of this book. You have several options for the delivery of a presentation. Open an existing presentation displays a list of recently opened PowerPoint presentations from which you can choose. images. You can either select the available templates. AutoLayouts provide a pre-determined layout for each specific . print notes pages. Or. and can be moved or modified independently from other objects in a slide. 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. 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. print. you can present information in a variety of ways. or sounds.

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

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

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

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

Here. Drag the WordArt to the location on the slide that you prefer. type the information for the first action item. a new window will appear for specifying the information regarding the hyperlink you want to insert into your document. there is an option that can make presentation designs look great in black and white. 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. 3. click AutoShapes. The WordArt appears on the slide. click Toolbars and then click Drawing. click a font. and then click Add. click on the Numbering or Bullets button. 5. To bring up the WordArt Gallery. so that you can click on a link while you are presenting and then demonstrate a web site. you can add borders. 2. Close the WordArt toolbar by clicking the X in the upper-right corner of the toolbar. we will show you that option. 4. and manage the cells in the table. change the border sizes of the table. You can recognize a slide with a list object box by the bulleted list. In this exercise. WordArt: Inserting a WordArt element rather than regularly formatting text can give a little extra flair. On the View menu. go to the menu bar and select Insert >> Hyperlink. In the Size box. then you may find it helpful to have some hyperlinks in your slideshow. The first way is to create a new slide and choose a slide from the pre-made layouts. and then click a shape. 16. Click on the respective options to create a nice looking wordart to be inserted into the slide.25 On the Insert menu. 7. To insert a hyperlink. 8. right-click the slide. Another way to add a list is insert a new text box in a slide. Type the text you want in the WordArt. Select the slide to which you want to add flowchart symbols. Then. 2. Repeat step 2 for every action item and then click OK. a new table menu window will pop up with various formatting features. Click OK. The action items appear on a new slide at the end of the slide show. simply click your cursor next to the first bullet and type. 4. A separate toolbar just for making WordArt will now appear. Even if you only have a black and white printer. open up the WordArt toolbar by going to the menu bar and selecting View >> Toolbars >> WordArt. click 72. .Blueprints for a successful presentation Click in the box and then type the notes or minutes. WordArt is essentially text effects. . click Meeting Minder and then click the Action Items tab. To add an action item. Make your Presentation Look Great with a Background PowerPoint includes several presentation designs with formatting and graphic elements. To add a new item to the list. Double-click the WordArt in the first column. just hit the Enter key on your keyboard to begin a new line. 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. click inside the box. Using the formatting toolbar. In the Font box. Flowchart 1. To start making your list. When the table is inserted. third row. Click in the slide and then drag the shape down diagonally about one inch. 3. click Flowchart. Inserting Wordart 1. On the Drawing toolbar. Hyperlink: If you are giving a presentation on a computer that has access to the Internet. click Picture and then click WordArt. Then. Click in the box. There are many ways you can create lists in text boxes in PowerPoint. List: boxes are the same as any other text box. 6.

click on the Edit Color Schemes or Customs to create your own color schemes.Blueprints for a successful presentation 5. On the Drawing toolbar. In slide or slide sorter view. you can apply pre-made color schemes to one or all slides. Notice that OfficeArt keeps the arrow connector attached between the shapes. 3. Notice that OfficeArt changes the pointer to a scope and the object is outlined by four blue boxes. Follow these steps when adding Slide Transitions. From this point. 6. 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. 4. 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. Click any connection point on the first shape. an image object. click AutoShapes and then click Connectors. Click Straight Arrow Connector (in the upper-center of the palette). Using Custom Animations You feel like doing more advanced work with animations. Type the text you want in the shape and then make any changes to the text like you did with the AutoShape. click Apply to All. you can choose to make your own special effects to apply to objects. Move the pointer over the shape you just added to your slide. If you click on the “Color Schemes” text. To view the transitions. Release the mouse button to anchor the connector. The custom animation options will appear in the “Slide Design” panel on the right side of the screen. and then select any other options you want To apply the transition to the selected slide. Click any connection point on a second shape. Go to the menu bar and select Slide Show >> Custom Animation. Play around with all of the different options until . Then choose a Preset Animation from the list. click the transition you want. View the Animation Schemes by going to the menu bar and selecting Slide Show >> Animation Schemes. you can choose to apply an animation to it. If you don’t like any of the available color schemes. 2. If you click on an animation name. an applied preset animation uses a special effect to make an object appear on the screen in some sort of action. and you will see how it looks on the current slide appearing on your scheme. 5.26 - . Add additional flowchart symbols by following steps 3-5. Drag the first shape to a new location on the slide. Release the mouse button to anchor the connector. click Apply. select the slide or slides you want to add a transition to. Add Smart Connectors 1. 6. Using the Animation Scheme When you select a text box. During your slideshow presentation. Simply click on a color scheme. click Animation Preview. instead of the text just appearing on the screen regularly. or any other sort of PowerPoint object. such as "flying" or "typing" or "spinning" on to the screen. On the Slide Show menu at the top of the screen. a graph. To apply the transition to all the slides. on the Slide Show menu. click Slide Transition In the Effect box. you will see the color schemes menu. Repeat the process for each slide you want to add a transition to. Color Scheme Color schemes are useful if you are not already using a premade designed template. you can preview the animation on your screen.

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

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

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

Create multimedia presentations for class reports and group projects. Search the World Wide Web for the topic you or your students are studying.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. Use PowerPoint to write lecture notes. Create slide shows using the Clip Gallery to teach vocabulary in the foreign language classroom. sounds. . Teach foreign language phrases and simple stories using the voice narratives partnered with illustrations. and the Internet in a presentation. Show the results of surveys and questionnaires using charts and graphs in a PowerPoint slide.30 - . 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. and pictures you can bring the world right into your classroom. Incorporate research from Microsoft Encarta Encyclopedia. You can also record sounds directly into a slide show if your computer has a microphone. By downloading videos. Microsoft Bookshelf.

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 - .

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

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

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 .

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

you can also rightclick on the movie. including buttons. For fullscreen projection. This will make your PowerPoint presentation look more attractive. click Movie from File. and check Zoom to Full Screen. It is no doubt. click No. If you have PowerPoint 2003. and graphics. animation.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. Adding Flash Animation to PowerPoint Presentations Most of the people have the idea that Flash is a web design tool. If you want the movie to play automatically when you move to the slide. Display the slide you want to add a CD audio track to. just enlarge your movie until it fills the slide. much smaller files than gifs powerpoint loops all animated gifs very precise controls. starts & stops gif files aliased to specific background color--easy to change in flash Though PowerPoint supports various types animated files. To insert a video on a slide Display the slide you want to add the video to. If you want the CD to play only when you click the CD icon during a slide show. choose Edit Movie Object. On the Insert menu. . the Flash movie can even be printed. point to Movies and Sounds and then click Play CD Audio Track. However. And. if the Flash ActiveX Control r25 is installed. click Movie from Gallery and then locate and insert the video you want. as with any other slide item. you can take advantage of this and use Flash animation (Shockwave files) to add to PowerPoint presentations. click Yes. The advantage of having a Flash Animation are many. Select the track and timing options you want. these are quite static and are quite large in size. locate the folder that contains the video and then double-click the video you want. and then click OK. it allows you to create incredible web content with sound. point to Movies and Sounds. To preview the movie in Normal view. click Yes. If you want the CD to play automatically when you move to the slide. A message is displayed. A message is displayed. To insert a video from another location. To preview the music in Normal view. Do one of the following: To insert a video from the Clip Gallery. click No. If you want the movie to play only when you click the movie during a slide show. Using Flash animations inside PowerPoint presentations adds interactivity & vector animation to the PowerPoint presentation – with fairly little increase in file size. Preferably try to copy the video file to the same directory as your PowerPoint Presentation. A CD icon appears on the slide. double-click the CD icon. 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. Some of them are: • • • • • Vector-based animation: looks good at any size. double-click the movie. if you are going to use Flash to create web content or other complex media.36 - . On the Insert menu.

Move cursor over the slide. the ActiveX control is automatically installed. 5. On the Alphabetic tab. the cursor should change into a crosshair. If that machine uses Internet Explorer 4 or higher and can view Flash. You can make the movie any size. A list of all the ActiveX controls installed on the machine appears.Blueprints for a successful presentation Integrating a Flash movie inside PowerPoint allows vector animation and interactivity to be added to a PowerPoint presentation. The Properties dialog appears. When you choose the object. Click the Hammer and Wrench icon (More Controls). 3. Right-click on the Flash movie placeholder and select Properties from the popup menu that appears.37 - . 2. The SWF can also be at any valid URL network address. The Flash content should play as expected. The Control Toolbox appears. Click and drag to define the area in which to play the Flash movie. Choose Shockwave Flash Object from the list of controls. Select View > Toolbars > Control Toolbox. 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. scroll down to view swURL. . 4. Click OK. Now view the slideshow. 6. Open the PowerPoint 2000 presentation to which you want to add Flash animation. In the box to the right. If the SWF is in the same directory as the PowerPoint file just enter the SWF name. enter the path or URL to the SWF you wish to use. To add a Flash movie to a PowerPoint presentation 1.

Creating Custom Templates Create a Design Template Add a template to Autocontent Wizard Animating Design Templates .38 - .Blueprints for a successful presentation Creating a Template When you complete this chapter you will know about 1. 3. 2. 4.

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

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

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

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

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

Well. and verify what version of PowerPoint it is running. please follow the guidelines mentioned herewith: Fonts: Do not use any fancy fonts. and install that font on the destination machine. 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. Find utilities in Internet which actually reduces the size by upto 40%. because of their large size. remember to take those files with you as well as your presentation. PowerPoint will always look for the sound in the folder that contains the presentation. so if you do have a special font that your company uses. This sometimes reduces the file size by as much as 30%. don't become an actual part of the presentation file . if it is really necessary to use the fonts. Use only those fonts that ship with Office or PowerPoint.a link is formed to the file. movies.Blueprints for a successful presentation After creating a Presentation in your PC. . When you've completed all the edits to your presentation. and will look for it there regardless of what that folder's name is. so this is the best place to put them. try saving the presentation with a new name. If there are problems. This works fine on the original creation machine. see the later part of this book on tips to carry fonts with your presentation. Fonts do not travel with 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. To do the same..44 - . If you have to save down to that version. When the presentation is played. it's best to know up front when you have time to do something about them. it may have gotten pretty big.. if the links don't accurately describe where the files are. the program goes looking for the sound at the location described in the link. and that you insert them from this location. you'll need to know how to copy the necessary files. and then inserting them into your presentation. or special fonts. Save As. you might need to move it to another PC. 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. Get all the Pieces: If you've used sounds. things fail to play. Start off by putting the sounds or movies in the same folder as the presentation. Sound and movie files. To reduce the file size a bit. but as soon as you move things to another machine. They don't travel with the presentation automatically! Confirm Software Versions: Call the person who is working with the destination machine.

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

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

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

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

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

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 .50 - .

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

move the slider to the correct resolution. If you click on the pen icon. Sometimes there are different input sources on the projector. you should change the page setup before you begin entering data. too. • • • • 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. .52 - . (Some projectors also come with a remote control). press the up arrow. you will see a menu with several advanced options. 35mm slides are slightly wider than slides used in presentations. Congratulations. Keep trying resolutions until one works.microsoft. Move through your slideshow either by clicking on the mouse or by using the up and down arrows on your keyboard. Now you have the correct aspect ratio for 35mm slides.com/en-gb/assistance/HP051953031033. you can get a “pen” that allows you to draw on your slides (in non-permanent ink). Find the input button and cycle through these.Blueprints for a successful presentation Under Screen Resolution.as it sometimes doesn't. Turn everything off and turn it on again. Export to 35mm slides If you eventually want to output your PowerPoint presentation to 35mm slides. try 1024x768 pixels. If you move your mouse pointer over the bottom left-hand corner of the screen. Click on Apply. If you don’t know. c) • • Running your presentation once the projector is set up • • Open your PowerPoint file. go into File | Page Setup | Slides Sized For | 35mm slides. 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. So.aspx If you need to go backwards. If you still can’t get your screen to display. Then do the remaining slides. hit ESC. the instant you begin creating a 35mm slide show. To leave the slideshow at any time. try 800x600 pixels. A bunch of fancy commands for jumping around in your slideshow are available at: http://office. starting with the projector. 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 . If you have a color printer you can print color transparencies directly. you’re done with setting up the show. Changing the page setup after you've completed your presentation might radically change the formatting.

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

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

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

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

57 - .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. Organization Charts Showing Off your Presentation at a KIOSK Annotating Slides Style Checker .

double-click on the middle of the object and PowerPoint will bring up the WordArt window. That will select it. Type in the text (keep it short). click the Shadow Button. Select the WordArt format you want.. Use guides to move and place objects exactly where you want them. This is not an affect I particularly care for so I rarely use it . then File Paste.58 - . Now all titles will be shadowed. following it with the alignment you need. Click on the text to select it. bolding or italics and click OK. If the second image is not selected. select the WordArt icon. you can use the . select the object or objects you want to align from the Drawing toolbar. go into the Slide View master. It's a good idea to have both the guides and the ruler turned on if you want to locate objects precisely. use WordArt to create the text. A little goes a long way.Blueprints for a successful presentation Introduction This advanced module of PowerPoint is intended for those who have already mastered the basics of PowerPoint. Guides and Rulers. Add a Shadow to Text First select the text you want to be shadowed and from the Formatting toolbar. This does give you a different view of things. To shadow all slide titles. Creating Mirrored Text For some reason you might wish to have a word or phrase appear as its mirror image. Guides are the lines that drop down the slide from the ruler. use guides. To align objects. Use WordArt to Enhance Titles or Text Use Insert | Picture | WordArt or from the Drawing Toolbar. To do this. If you are a good designer. click Draw. Reposition the object by clicking in the middle of the image. hold down the left mouse button and drag it into place. Then do File | Copy. Click OK. From Draw select Rotate or Flip. 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. Helvetica and Tahoma. The serifs themselves do not translate well into on-screen presentations and are best kept for print-based book chapters and articles. then point to Align or Distribute. Possibilities include: Align Left Align Right Align Center Align Middle Align Bottom and so on. grab the handles at the corner of the object and tug it carefully into the size you want. Alignment and Formatting Objects Text and objects can be placed right up to the edges of a slide but for accuracy of placement. Move the second copy directly underneath the first. Be judicious in your use of WordArt. The text will be shadowed. To get additional information on guides see below. If the text looks the way you want it to look on the slide. click on it. The best presentation fonts are Arial. select Text Shadow. then Flip Horizontal. Guides can be used to group objects. click the dashed line in the title box and when you see the hatched line.. Next select the Font and Font Size. or to rotate objects in relations to the edges of a portion of the document. If you want to make any changes. Serif fonts like Times New Roman or Palatino or Courier tend to drag the viewer's eye back to the line.but many do.

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

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

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

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

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

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

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

In the upper left side of this dialog. the field that represents the bulleted list. significantly enhance a presentation and focus the audience's attention on the point or points you'd like them to be focusing on. This specifies that an animation will be applied. Adding Transitions Change the view to Slide Sorter view by clicking on that icon on the bottom left of the PowerPoint window. the particular field that has been selected. Builds are the movement of bullets onto the screen. Clicking on any one of these highlights. Adding Builds to Your Slides – Making Bullets Fly To create bullets that fly across your screen. in the adjacent preview window. or top down is usually better because Americans read from left to right. Next. and from this select Custom Animation. insofar as is possible. you can ensure that your audience doesn't become bewildered by an inconsistent barrage of differing transitions and motions. A few animations. you'll find a listing of five fields marked Text1 through Text5 . you can be a little bit more creative with special effects. Setting Animation Animations--effects that make text and other screen items move. Select the build you prefer. select View | Master| Slide Master from the main PowerPoint program menu. although you will have a variety of options to pick from: begin by putting a checkmark into the checkbox beside Text2. 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. you should only set animations for Text2. first make sure that you're looking at the slide master--if you're not.down menu to appear from which you can select the transition you want. at the best of times.66 - . and disappear-can. it's also an inherent quality of animations that they can render an otherwise sober presentation silly. It keeps the talks interesting. underneath each slide will appear a little transition slide on the left-hand side. appear. Transitions are the changes between slides. disrupting the presentation's pace and distracting the audience. In other words. remembering that flying from the left to the right. There is a danger in using Random Effect. but by setting the majority of your animations at the template level. Another drop down menu will appear. as some of the builds are very. and from top to bottom and we feel more comfortable with that. You'll then see a substantial Custom Animation dialog appear (see below).Blueprints for a successful presentation Builds and Transitions . how bullets fly onto the screen as you click the left mouse bullet. The task of setting the animations for the Text2 field is relatively easy. After you've selected a transition. That will cause a drop.A Review If you are using your PC & a Multimedia Projector to give a presentation. It will drive you nuts while you wait for that one bullet to finally finish appearing so you can talk about it. very slow in flying across the screen. select a slide and click on the down arrow to the right of No Effect. select the down arrow by No Transition. Use the slide sorter view to assign builds and transitions. To set the animations at the level of the Slide Master. From the menu. right-click over the space allocated for a bulleted list to introduce a context menu. 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. . As a rule. Unfortunately. The best way to ensure that your animations are helpful rather than harmful is to set them.

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

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

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

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

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

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

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 .73 - .

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

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

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

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

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

To find out about the size issues. 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. that I use the word "should" . if you are outputting to 35mm slides. Word. Crazy but true! Can the WMF format be converted to GIF? Yes. 2) Set up your design so that the logo is sitting on a solid color. which makes a nice compromise. You must then enter a percentage based on the screen resolution of the system on which you plan to deliver your electronic presentation. This is due to the fact that some PC systems are configured for displaying only 256 colors at a time. you shouldn't have any problems. yet important distinction to the product. scan it at the screen resolution: 72. Is there some way to prepare photos so they display well in PowerPoint? There are two things that make bitmaps look bad in PowerPoint. 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). and photographs and shaded backgrounds require many colors to be properly rendered. you're talking a whole another ball game. Then. while preserving the correct palette adjustments..0 and higher with their backgrounds transparent. or any other product that accepts vector based graphics.4. 35 mm slide output devices are very high . As for the color issue.wmf files. look at the question on bitmaps and screen captures above. thus leading to pretty harsh display problems on 256-color systems. when displayed in slide show. If not. which need to be "inserted" as opposed to "opened. Note. but will always save the photo with millions of colors. This will give you the same feeling as the logo being transparent. Monochrome bitmaps should come into PowerPoint versions 4. but not in PowerPoint. What do I do? WMF files are graphics files.64. size it to the size you want to see your GIF file display. but there are a few ways to work around this problem. will appear at its original size. so you might want to scan at 150. Use PhotoShop or the equivalent to save the number of colors in your logo to below 64. save as a GIF file.128. PowerPoint has an internal limit of 6 x 6 inches for this type of object.16. Spreadsheets larger than 6" in height or width will get cropped when they are pasted into PowerPoint. THEN AGAIN. read on. 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. Higher does you no good--it only makes the files bigger. not a shaded part of a background. When you save the file.Blueprints for a successful presentation command. then try scanning it as "line art".79 - . Import the logo file into PowerPoint using the Insert Picture command. 256) will also reduce your overall file size. or a color photo against a multi-color shaded background. start a new presentation (or open an existing one). Why are my Excel Spreadsheets getting cropped when I paste them into PowerPoint? According to Microsoft Tech Support. then keep setting the number of colors lower and lower until you get a small number that still looks good. if your computer is set up for more than 256 colors. 1) If your logo can be represented in monochrome (one color only)." This is a subtle. then copy/paste it into PhotoShop or some other bitmap editing package.32. Numbers that are powers of 2 (2.8.. and then from the Insert menu. Use PhotoShop's Indexed Color feature. and the other has to do with colors. In PowerPoint. it doesn't always work. JPEG format has better compression. you may experience some color degradation in your photograph. then select your file name. which will give you the best compression. If you're displaying more than one photo per slide. you may find that 72 dpi images are a bit too low-res for printed output. 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. and saving it as a monochrome bitmap. select Picture. dpi. Another option is to use a product like PhotoShop to lower the number of colors in the photograph. and just gets garbage. One has to do with the reduction and enlargement. however. The way I do it. is to insert the image you want to use in PowerPoint. where you can now save it as a GIF file. HOWEVER. How can I make the background of my logo transparent? Only PowerPoint 97 (version 8) and PowerPoint 2000 support transparency in graphics. I'm trying to open *. and select Adaptive Palette.

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

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

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

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

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.

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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.

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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.

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

and uncheck "menus show recently used commands". it's still annoying. commands. you will be able to edit or slightly modify the appearance of all the printouts you will get when printing choosing the option "handouts". which will be displayed in your printouts. What are they for? What is the difference between them and the Slide Master? Handout Master: by choosing this option. click Close. also of Handout Master and Notes Master. Getting Rid of Short Menus Forgetting user reaction to this feature when it was introduced in Word years ago. and Initial Capital styles. go to Tools/Customize. Clicking Shift+F3 toggles the text case between ALL CAPS. but you can quickly get rid of it by holding down the CTRL key when you click on the Slide View button. Handout Master. and click "List font names in their font". Check also the following article about "Header and Footer" because it is strictly connected to this. Easily Changing from Caps to Lower Case (or Vice Versa) If you have text that is in the wrong case. etc. configure toolbars. . in the four corners. select the text.pcb By copying this file. and click on "show shortcut keys in screen tips". You may have noticed the presence. Preview Fonts in the Toolbar If you'd like to see previews of the actual fonts in the font selection of the formatting toolbar. you can move your customizations to other machines. the Office team decided to try it again. 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. and then click Shift+F3 until it changes to the case style that you like. You can add any text info by clicking on any of the four text boxes (the header and the footer) and type your text. move toolbars around. go to Tools/Customize. click on the Options tab. and toolbar buttons. Getting Rid of Tri-Pane View Unfortunately there is no way to permanently avoid this improvement.88 - . 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. lower case.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. To see all of your options when you click on menus. Once you have displayed the Handout Master ("View" >> "Master" >> "Handout") you have four text boxes... click on the Options tab. under the "View" >> "Master" menu. then you'll want to know that all this information is stored in c:\windows\application data\microsoft\powerpoint\ppt. click on the Options tab. go to Tools/Customize. Notes Pages and Handout. Unfortunately.

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. When you choose to show the notes in the Notes Page view mode. 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. Applying the formatting and overall design of the presentation in Master Slide.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. 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 Master Slide ("View >> Master >> Slide Master") and change its look in the way you want.89 - . the text which will be printed below the slide preview when printing the Notes Pages. all of the changes done in it will affect the rest of the slides in the presentation. 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. Now Click on "Slide Layout" button (you can also find this option in "Format >> Slide Layout") and click on the "Reapply" button. 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. Go to the Slide Sorter View and select one slide. 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. the Title Master (not in PowerPoint XP). apply to them the Title layout and they will change according to the Title Master. you can do the following: Click on "View" >> "Master" >> "Slide Master" Click on "Insert" >> "New Title Master" or alternatively. That means that you need to create a Title Master since it is not present yet. These are the steps you have to follow to fix such presentation: Open PowerPoint with the presentation you want to fix. Therefore the Notes Master can be used to apply headers and footers and also to format. and you can also modify the style of the text that will appear in the printouts of your notes. you can add your specific headers and footers by using the same method shown above. as you would like. This can be easily achieved by simply going to "View >> Master >> Slide Master" and changing the look of the Master slide. In this view. . if you skip the first two steps of the creation process (Outline > Master Slide) and go directly to edit your presentation in Slide View. In order to create a new Title Master. Sometimes the Title Master option is there but it is grayed out. Since this slide is actually a template for all others. You also have another Master. Let me remind you that a presentation should always be created in three main steps: Writing the outline. The reason is that PowerPoint will "presume" that you don't want to follow a Master Slide. The only difference is that it applies ONLY to those slides which have a Title layout.

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

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

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

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

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

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

Another way of modifying the font style is by clicking on "Format" >> "Replace Fonts". you can just do it manually. Shift+F3 is a keyboard Shortcut which also allows you to do this . will modify all the slides of the presentation. To do so. and you can modify just one or all the different styles in use in your presentation.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts . Now that you have displayed the Slide Master. ensuring consistency of the overall design and saving you time. 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. This is a good method because it lets you modify the font styles selectively. This method is not different at all from the same option you have in Microsoft Word.96 - . 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. Then on the "Replace with" dropdown list just select the new font that should replace the old one. you can use another option you find under the "Format" menu: "Change case". Then click on "Format" >> "Change Case" and select the one that better fits your needs. In the first line. all the slides in your presentation will reflect these new changes. "Replace what" you have a dropdown list with as many entries as the font styles you have been using inside your presentation. by replacing the fonts slide by slide. Doing this. Select here the one you want to modify. Just select first the text whose case style you want to modify. go to "View" >> "Master" >> "Slide Master". In case you want to play around with the letter cases. There has to be a simpler way. replace that font on the Slide Master. From this dialog box you can change in one shot the case of words. In a few clicks you will have changed all the fonts. You can use this option also if you are formatting the styles from the "slide master". phrases or entire slides or presentations.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. This method doesn't work when you are dealing with a 10 or 20 or even more-slide presentation. As soon as you click "OK". 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.

and uncheck "autofit text to text placeholder". You probably have noticed that some fonts may have the same point size (e.pps" with ". But the rule says something more: so far. you don't have the possibility to modify it or to discover the tricks which lie behind apparently. the maximum distance of your last viewer in the audience should be 8H. click on the Edit tab. do this: Open PowerPoint first Click on "File" >> "Open" Browse for the . and assuming that the image projector is the best possible. This rule is called "8H" rule. you will be sure that the ones who sit in the last rows will be able to easily read your text. It states that. select it and click on "Open" PowerPoint will open the . so the latter will be less readable at the same size.ppt". "e". that is 8 times the screen height. 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. a scientific rule about font size compared to screen size and projector room size.pps file. . you are recommended to increase the font size of those fonts which have a lower X-height. How can I make it easier? I will explain it to you step by step with also some examples. If you want to know another trick. click OK. you can also right-click on the file icon choose "Rename" replace ".g.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts How to modify a PowerPoint .." 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 normal presentation file which will open up in full screen mode as soon as you double-click it. Now you have to deal with font size within the screen. your new presentation file will change icon and will become a normal PowerPoint presentation file. "c" and so on) for the physical height of those lowercase letters. Yes. Meeting this requirement. both 12 points) but have a smaller Xheight. for instance.pps file is just a PowerPoint Show file. In this way. Choose "Open with. The X-height is the product of the number of lowercase letters (such as "a". 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). calling H the height of the projector screen. Considering the height of the PowerPoint slide show you can safely choose a font size that is not smaller than 1/25 of it. have a greater X-height than Garamond or Times New Roman..97 - . I explain: Arial or Helvetica. To end with what people like the most.PPS file A . As soon as you press Enter. that is. 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. because if you want to modify and edit a . In this case.pps file.

the number of bullets per slide and the number of lines per bullets.25 points Multiply the height of your screen in centimeters for 28.. Doing this. it will perform these tasks automatically. you can do one the following: right-click on the image and choose "Save Picture As"..05 cm) for 28. approximately. you should double the font size in your presentation. if the last row is at 16 meters from the screen which is only 1 meter tall (the maximum distance should be 8 meters). you can then paste this image on your slide right away.If you find a nice photo on the Internet and you want to use it for your presentation. For instance.If you have your picture on your hard disk. An example? To determine the slide's height. There are some rules you can set about minimum font size which will help you not to use smaller fonts.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. 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 last trick comes from PowerPoint.5 inches. I'd like to remind you a few tricks to insert images into your slides.05 cm Multiply the height (19. In inches. in case you notice that the projector screen is at a greater distance from the last row. Now. Check it out. of your fonts. the best way is to: go to Insert >> Picture >> From File. so it results that an inch is approximately 72 points. click on "Style Options" and then click on the "Visual Clarity" tab. that is the minimum size (in points) to use for your presentation. you should increase the font size to compensate this. Thus. 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). in points. Click on "Tools" >> "Options" and click in the "Spelling and Style" tab.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Calculate the height of the slides Keep in mind that each centimeter corresponds." and you will see that the standard height for an "onscreen show" is 19. but then you realized that the strong color contrast did not allow you to type any text on top of the image. Going back to our "8H" rule. 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. and then browse your folders to locate and select the picture you want to insert click "Insert" and it's done . 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 25.98 - . 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.. and you did not know what font color to use to have it displayed in a readable way. . just pressing "Ctrl+V" or choosing Edit >> Paste . a typical PowerPoint slide is 7. in a floppy or on a network drive. Before explaining in detail what you have to do. go to "File" >> "Page setup. Here you can set some rules such as the minimum title and body text size.25 points (obtaining almost 540 points) Divide 540 points by 25 and you will obtain almost 22.. to 28.

In any case. as you right-click on it you will see the option: "Save Background As. 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.". What about nice backgrounds? When browsing the Web." browse your folders to locate the background you have previously saved once you find it. Once you have pasted your image either on a single slide or on the Master Slide. However. If you want to do this to many slides at once. If you want to obtain a perfect watermarked picture..usually at the bottom of the page . and then use the Format menu . since the image used as the background can be difficulty stretched manually. "Watermark".. 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.. By doing any of the previous steps. you will still be able to see the shapes on the image but all the colors will be muted and lightened. In this paragraph we have seen so far how we can use images that we find on the Web. right-click on the background (be sure you are not clicking on a single image. select it and click "Insert" click "OK" on the Picture tab click "Apply to all" on the Background box and it's done.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.g. if you want to be honest and respectful. select Background. Most of the times he/she won't even waste his/her time to answer you. you can have any design you want on any slide. 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. It is definitely possible. select the slides. find the email of the Webmaster .and write him/her an email asking permission to reproduce the image for non-commercial use. and I will explain you the proper way to do it. "Picture" click where it says: "Select Picture. This is called "screenshot". brown. go to the Slide Sorter.99 - .. Otherwise. as a background. a background needs to be inserted using a different way. 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. green) to type text on top of the image. but at least you won't be liable for anything). Your picture will be set as watermark." The main difference is that an image can be inserted into PowerPoint and then manually stretched to cover the entire slide. remember that some images or backgrounds may be copyright-protected. that is. From the Format menu. you need to right-click exactly on a portion of background) choose "Save Background As." save it anywhere you like (e. black. Here's the trick to resolve the issue of readability of the text on top of a picture.. "Image Control" choose the last option in the drop-down menu. Moreover. in your preferred folder) Now. follow these steps: click on the picture to select it go to View >> Toolbars >> Picture. You are now free to add whatever design you want to this slide... First of all. Check the box that says "omit background items" and this will make the slide ignore the Slide Master's design. and be sure to display the Picture toolbar here click on the second icon from the left.. and it allows you to paste into PowerPoint anything that you have displayed on your screen. In case you want the image to appear on all the slides. you will be able to insert a picture on any slide. so you will be able to use any dark color (blue. you have to insert it on the Slide Master (View >> Master >> Slide Master). if the image is a background. 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).

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. one can add a shadow effect on the text. Let's see how to do it: 1. Select the text you want to apply the shadow effect to On the Drawing Toolbar. 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. the distance the guide covers from the beginning of the drag will be displayed in the units of your ruler. Using More than One Guide If you like using guides. 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. 3. 2. 4. etc. The first one from the left is "Shadow On/Off".100 - . 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. that your file size may increase dramatically. If instead you access the "graphic" shadow feature in PowerPoint. PowerPoint 2002 supports multiple background masters.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts command. when the contrast between the font color and the background color is not enough by itself to ensure readability. Text shadows should be used only to create such contrast where the shadow color is darker than the background. and create a better contrast between text and background.. You will then "drag off" a new copy. hold down the SHIFT key while you click-and-hold a guide. just drag them off the edge of the slide. 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. as to sharpen the edges. 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 can create additional Guides by simply holding down the CTRL key while dragging on an existing Guide. b. just besides "B" for bold. changing its color and moving its orientation. but wish there were more. in this way you will obtain only a default light shadow: its color may be gray and its effect mediocre at best. you can completely customize the shadow. In this way you can measure distances between objects. Do not use text shadows that are lighter in color than the text they support. Using Guides to Measure Make the Guides visible by using View/Guides. left or right. down. "I" for italic and "U" for underlined. place guides at specific places. Unfortunately. In some cases. The same holds true for text shadows that are lighter than the background color. Visual results generated by such solutions look invariably unprofessional. "Shadow" Select the last option "Shadow Settings. This icon turns on or off the shadow effect The second block of 4 icons are to "nudge" shadow up. To get rid of guides. . click on the second last icon. the tooltip for the guide will display 0:00.. Then." You will obtain a small floating window with some icons: a. As you move the guide.

jpg format and than re-inserting them back into the presentation. By using these tools you will be able to apply any type of shadow to your text.44 MB of information (1MB=1. How To Find Out The Size Of A PowerPoint Presentation With the development of computers. As soon as your presentation file exceeds 1024 KB. 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. 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. If your file exceeds 1.g. and more or less they all failed. Click on the "General" tab in the Properties window.024KB=1. "Summary".txt)."Hello World!" . As long as your file stays under 1.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts c. Examples are many. Save the presentation under different name (in my case: . Therefore.txt) that contains one sentence . The purpose is to gain in readability. you are fine. You can avoid this problem by using compressed images (e. your results will be great. It has five tabs named "General". location and finally.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. you will notice that the file saved in Word (my_memo. which can be automatically reassembled later. However. The solution is saving the slides that contain images in . all these new files require more space. Many companies tried to push a new standard. The computer simply freezes. You even have the possibility to apply a semitransparent shadow to your text. the variety of file types that you can view. 1.101 - . which corresponds to 1 MB. One thing is notable there. The so-called Pack-And-Go technique allows you to save the presentation on more than one floppy by splitting it into blocks. Since on the floppy disk you can fit only 1. The last icon. record or edit has grown exponentially. "Statistics". Open PowerPoint and the presentation that you need to modify (in my case: "mexico. Just make a few attempts and see the result full screen.doc) is now thousands (!) times bigger than the original text file (my_memo.jpg) when you create your presentation. Your presentation may contain uncompressed bitmap images.576 so a floppy of 1.44MB. In the Menu bar go to "File >> Properties" and click.in Microsoft Word and then save it as a Word document. 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. the size is represented in kilobytes (KB). File size can become a problem when you have to save your file on a Floppy disk. "Contents" and "Custom". but the most common one is in the case of written (text) documents. As long as you use sober colors and try to focus on readability.048. 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. What is more important. The sizes of the files have grown tremendously since the computers entered the business world. you will be able to change the shadow color according to the background and text color you have chosen. . If you open a simple text file (my_memo. type. the size.ppt"). seeing the MB acronym should alert you that maybe the file will not fit on a floppy disk. the "Shadow Color". A Properties window will open. its size will be represented in MB units. not in fanciness. is a drop down list that will let you chose exactly the color you need for your shadow. This practically means that floppy drives will be around for at least couple of more years. This tab lists main data about your presentation: its name. 2.064 bytes for the DOC file.44MB. If your presentation is lighter than 1 megabyte (MB). I did this little experiment and obtained 12 bytes for the TXT file and 24. which happens if you have used images and sound extensively in your presentation. more appropriate for the size of today's files.

A dialog box will prompt you for the text to be placed in the given format. select it and click on the WordArt shape button on the WordArt toolbar. Now create another slide and insert the next . The problem with saving in HTML format is that you loose transitions and pseudo animations.") to obtain a similar effect. as you're working on a presentation. 7. it is the Slide3. 10. The presented methods should be applied only in case you need to fix your file quickly for the presentation.. the bitmaps don't need to be more than 96 dpi. Use Curved Text WordArt allows text to be styled and twisted in various ways. Go to "File >> Save As. This allows you to modify a copy of your presentation (i. From the list box called "Save as type:" choose "JPEG File Interchange Format (*. so if the primary viewing medium is the screen. 5.jpg that I will place in the newly created slide. 2. "mexico_modified.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts 3.102 - . 6. Select the objects one at a time.e.. Then delete them. BMP files are the largest.jpg) and so in.ppt"). TIFF files will also be very large. which will bring their size down tremendously.jpg format. After the WordArt object has been generated. 8. Making Presentation Files Smaller Prior to PowerPoint 97. To do this: 1. . 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. "mexico_modified. you could save your presentation as an HTML file ("File >> Save As HTML.jpg version of the slides you have just deleted." Select the folder in which your slides are saved in . Choose the style that you want to apply to the text and click OK.". Slide2. Maintain Proportions while resizing objects Resizing images in their positions while retaining proportions relative to one another is often required.ppt") safe. PowerPoint 97 compresses these bitmaps. but the screen always displays at 96 dpi.ppt") and delete the slides that contain uncompressed images (in my case those were the slides 3 to 38). 4. Open the copy of your original presentation again ("mexico_modified. Now create a new blank slide in your presentation ("mexico_modified. there's no point in having the bitmaps be a higher resolution. Another problem is that you will not be able to present in Full Screen mode . save the file using "File/Save As" and give the file a new name. keeping the (Shift) key pressed. JPEG and PNG both have good internal compression code. For viewing on screen.. but not as good as JPEG. For using curved text in PowerPoint 1. there was no internal file compression code inside of PowerPoint. Following this procedure you will be able to size-down your presentation relatively fast. Drag the object to the desired size and PowerPoint will automatically scale them all. Also. but previous versions do not. To keep your presentations as small as you can.ppt")..ppt") in the place where you want to insert the .jpg image (Slide4. You can quickly do this when you select the slide sorter view. The most common cause of large files is the addition of large bitmaps. 4.jpg. This can reduce the file size up to 50%. try reducing the resolution of your bitmaps. 9. GIF has some.ppt") to a more acceptable 4MB ("mexico_modified. Alternatively. Sometimes. and files could get pretty big quickly. 2.ppt") while keeping the original ("mexico. they won't print nicely until they're up around 150 or higher. This folder will contain all your slides in a compressed .jpg format and choose the first that needs to be inserted. 3. The slides will be labeled Slide1. My presentation went from 70MB ("mexico. Click on Insert > Picture > WordArt. you'll notice that the file seems to get bigger for no reason. (You need to remember which are the slides that originally contained the uncompressed images) In my case.jpg)" and save your presentation in a folder that you can easily find again.jpg etc.your slides will be probably smaller than the Screen space. Select all the slides you want to delete by clicking on them while holding the Shift key. Go to "Insert >> Picture >> From File. To get rid of this "bloating". the bitmap format can make a big difference to your file sizes. Here you can choose the style in which you want the text to be bent...

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. There are also additional options under Fill Effects. To animate bulleted points. then click the Paintbucket Tool. then click the Line Color Tool. click on these tools. Textures are image files similar to web page wallpapers. To fill an object with the current fill color. . as well as the direction and variants of the gradient. Then click the drop-down box and choose the animation effect you desire. respectively. you can use PowerPoint's selections or choose an image file from your workstation. drop down the arrow and make a new selection. Fill Colors When you draw solid objects (squares and circles). after drawing the object and while it is still selected. Other options with the Line Color Tool include color and patterns similar to the Fill Tool. they fill with the automatic color. • Object Effects To place a shadow or 3D effect on an object. To outline an object with the current line color. the slide containing bulleted points must be the current slide. hiding any parts of the image which do not automatically show within the object's shape. Bullet Effects The Text Preset Animation Tool controls how bulleted points appear on the slide during an on-screen presentation. Once the object is ungrouped. The underline under the Paintbucket is the current fill color. Picture allows you to choose an image file from your workstation. regroup it by selecting the Group option again from the Draw Menu. Line Effects Each drawing object has an outline the color of the automatic color. drop down the arrow beside the Paintbucket and make a new selection. as well as for blending the passage from a scene to the next in a way that would add a new layer of communication. Patterns allow you to choose two colors and the pattern design with which you want to fill the object. To change line style. You must be in Slide Sorter View to access the Text Preset Animation Tool. dash style. Click OK. 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. Fill Effects Fill effects include Gradients where you can select one or two colors of your choice. transitions and animations to their slides. • To change the line color. 3. select the object. the photograph will center itself within the selected object. Visual transitions have been born out of the need to create smooth transitions for the opening and closing of movies and cartoons. Under the color and Lines tab check the semitransparent box.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Create Semi-Transparent Objects (Say a Watermark) 1. 2. then click the tool selection. Select the object you want and then Ungroup in by clicking Draw > Ungroup from the Draw toolbar. select the object.103 - .. This will convert the picture to a Microsoft Office drawing object. and arrow style. select the object. including choosing no fill color at all. To change the current fill color. 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. Click on Format > Object. Cross-fades. The underline under the Line Color Tool is the current line color.

. Click OK.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts In this light. Select EFFECT. Select DIM PREVIOUS POINTS. Once called up it will "undress" any PowerPoint presentation off the template it is using. From the drop down menu. Click or space bar to advance each slide. 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. At the effects or animated slide. and it will work as expected. there is indeed no easy way to "undress" the presentation. preferably using the Outline View mode. this new template will be available among all other PowerPoint templates. do the following: Create a blank presentation with a blank slide. click to bring up each line of text. Name the file BLANK. Use the command File -> Save as. To get out of this fastidious loop. Click OK to save the animation How to Do Text Animations or Builds From SORTER VIEW click the gray BUILD button.. 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. One can only change the template but one cannot say "no template". You have usually two ways to do it: . Now. click SLIDE SHOW. 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).104 - . Animate Your Slide Show Switch to the Slide you wish to animate. choose the effect you want. 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. What should your next step be? Deciding a consistent and effective look to apply to all of your slides. which it is very useful to explain how to go about this issue. Once a template has been applied to a PowerPoint presentation. 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.

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

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

.. on the miniature on the right.. you will preview. Method B .In case changing the colors is not enough to personalize a Clip Art. but only once. Whenever you insert this chart into another presentation.If you only want to change the colors of any Clip Art image.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts if you hold down the ALT key while nudging. add new ones... you can even modify its shape. to visually explain a concept or to add more colors to your slides. 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. and this way you can change the colors of all the Clip Art in the gallery. and no one will be able to recognize your Clip Art! Method A . how the Clip Art image will look like. it will keep its specific colors and format and not follow any slide color scheme. click on it once) Right-click on the Clip Art image and choose "Format Picture. You can put a tick mark on the color you want to modify.107 - . Pictures and Other External Files Clip Art . Do all the necessary changes. Follow these easy steps. all the colors used in the original Clip Art. do the following: Place the desired Clip Art into your slide by clicking Insert >> Picture >> Clip Art. remove some elements. 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. then click "OK" on the two little windows to close them. but you want it to be more unique and give it your "personal touch". 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". 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 . As soon as you change the colors. there are two ways you can do it.. Does your new Clip Art image look different? It does. but I bet they are millions. or if you have the grid turned off. Do you have any idea about how many million people in the world have been using Clip Art in their presentations? I don't.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. you can move the objects one pixel at a time." Go in the "Picture" tab and click on "Recolor" At this point you have an easy way to modify. Ensure the Clip Art is selected (if it's not. Copying charts from different applications Open the chart you want to insert and do the following: Click outside of the chart area Click again. and choose from a drop-down list under "New" the new color you want to apply. one by one. and mix two or three different images together.

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. 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. This way you can modify any shape that has been created under PowerPoint. *Remember that most Clip Art images have been grouped several times. these objects (both text boxes and placeholders) can be filled with color. so you will be able to resize and move them as a whole. it's up to your fantasy. so if you want to be able to access all individual elements of an illustration. Following that. and this will create a new black dot that you can edit. . Nevertheless. To apply a fill to them. by using an advanced drawing feature we will see later on (at the end of this paragraph). click on them once and then click on their border (or [Shift] click on them). **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. I recommend selecting all the elements and group them again. you can mix them together and then group them as a whole.Blueprints for a successful presentation PowerPoint Keyboard Shortcuts Your Clip Art will be ungrouped. You will know that the "nested" groupings are ended when finally the "Ungroup" option will be grayed out. Once you are done with the editing. and you will now be able to click outside the slide to deselect all the elements. Once you have personalized your Clip Art. I explain: once you have ungrouped it the first time. try to ungroup them several times. What's the purpose of ungrouping a Clip Art? What can I do now? Well. 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. The text you have on top a picture is either a text box or a text placeholder that comes from the standard layouts. *Tip: if you find several Clip Art that may fit your needs. by making copies of the other elements You can even modify the shape of all the objects. and try again. This way. the fill color of your text box will not completely cover the shape of the picture that is behind.108 - . your text will definitely be more readable and contrasting with the background. In both cases. move into the Drawing toolbar and choose your color by clicking on the bucket icon (Fill Color). so go back to Draw >> Ungroup. there might still be some elements grouped. go back to Draw >> Edit Points and deselect this feature to turn it off. put a tick mark in the bottom where it says "Semitransparent". Once you have chosen the desired color from the hexagonal color palette. and then select only the ones you want to modify.

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

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

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

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

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

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

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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

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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

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

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