Desktop Mentor

PowerPoint 2007

Advanced

PowerPoint 2007 Advanced

Table of Contents
Inserting Sounds ................................................................................................................................... 4 Inserting a Sound File ....................................................................................................................... 4 Inserting a Sound from the ClipArt Gallery ....................................................................................... 4 Playing a CD Track ........................................................................................................................... 5 Sound Settings ................................................................................................................................. 5 Inserting Movies .................................................................................................................................... 6 Inserting a Movie File ....................................................................................................................... 6 Inserting a Movie from ClipArt .......................................................................................................... 7 Movie Settings .................................................................................................................................. 7 Setting Slide Transition ........................................................................................................................ 8 Something Else to Try ...................................................................................................................... 9 Animating Text and Objects...............................................................................................................10 Custom Animation ..............................................................................................................................11 Custom Animation ..........................................................................................................................11 Animating Charts ............................................................................................................................14 Motion Paths ...................................................................................................................................15 Rehearsing Timing ..............................................................................................................................17 Recording Narrations .........................................................................................................................18 Setting Up a Slide Show .....................................................................................................................20 Custom Slide Shows...........................................................................................................................21 Creating Custom Shows .................................................................................................................21 Playing a Custom Show .................................................................................................................22 Running a Slide Show ........................................................................................................................23 Running a Slide Show ....................................................................................................................23 Slide Show Tools ............................................................................................................................23 Navigating Slides in a Show ...........................................................................................................24 Annotating Slides ............................................................................................................................24 Slide Show Resolution .......................................................................................................................25 Using Presenter View .........................................................................................................................26 Slide Show Shortcuts .........................................................................................................................28 Hiding Slides .......................................................................................................................................28 Tips and Tricks for Drawing Shapes .................................................................................................30 Controlling Drawing with the Keyboard ..........................................................................................30 Duplicating a Shape .......................................................................................................................30 Changing a Shape ..........................................................................................................................31 Grouping Shapes ............................................................................................................................31 Ungrouping ClipArt .........................................................................................................................32 Formatting Lines and Shapes ............................................................................................................34 Shape Styles ...................................................................................................................................34 Shape Fill and Outline ....................................................................................................................34 Shape Effects .................................................................................................................................37 Aligning Objects ..................................................................................................................................38 Aligning Objects ..............................................................................................................................38 Aligning Objects to the Slide ...........................................................................................................39 Distributing Objects ........................................................................................................................40

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PowerPoint 2007 Advanced

Stacking Objects .................................................................................................................................40 Rotating and Flipping Objects ...........................................................................................................41 Rotating Shapes .............................................................................................................................41 Flipping Shapes ..............................................................................................................................42 Viewing and Setting Gridlines ...........................................................................................................43 Displaying Gridlines ........................................................................................................................43 Gridline Settings .............................................................................................................................43 Displaying Guides ...........................................................................................................................44 Typing Text Inside Shapes .................................................................................................................45 Saving as an External Image .............................................................................................................46 Setting Object Defaults .......................................................................................................................47 Converting Shapes to SmartArt ........................................................................................................48 Editing Shapes ....................................................................................................................................49 Changing AutoShapes ....................................................................................................................49 Editing Points in a Shape ...............................................................................................................50 Connecting Shapes .............................................................................................................................52 Connecting Shapes ........................................................................................................................52 Formatting Connections .................................................................................................................52 Adding Connection Points ..............................................................................................................53 Using the Selection Pane ...................................................................................................................54 Adding Comments ..............................................................................................................................55 Setting your User Name .................................................................................................................55 Adding Comments ..........................................................................................................................55 Viewing Comments .........................................................................................................................56 Printing Comments .........................................................................................................................56 Editing and Deleting Comments ........................................................................................................57 Inspecting Presentations ...................................................................................................................58 Restricting Permissions .....................................................................................................................60 Restricting Permission in a Presentation ........................................................................................60 Opening a Presentation with Restricted Permission ......................................................................62 Creating a Document Workspace ......................................................................................................63 Saving to a Document Workspace ....................................................................................................64 Reusing Slides ....................................................................................................................................66 Creating Slide Libraries ......................................................................................................................68 Adding Slides to a Library...............................................................................................................68 Reusing Slides in a Library .............................................................................................................69 Importing Outlines ..............................................................................................................................70 Creating Handouts in Word 2007 ......................................................................................................72 Saving in HTML Format ......................................................................................................................73 Publishing a Web Presentation .........................................................................................................74 Publishing a Presentation ...............................................................................................................74 Setting Web Options .......................................................................................................................75 Setting Alternate Text for Objects .....................................................................................................76 Creating Themes .................................................................................................................................77 Applying Saved Themes.....................................................................................................................80

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PowerPoint 2007 Advanced

Setting PowerPoint Options...............................................................................................................81 Customising the Quick Access Toolbar ...........................................................................................82 Creating Macros ..................................................................................................................................83 Showing the Developer Ribbon ......................................................................................................83 Creating Macros .............................................................................................................................84 Finding Help on Visual Basic ..........................................................................................................85 Running Macros ..................................................................................................................................85 Assigning Macros to the Quick Access Bar.....................................................................................86 Assigning Macros to Actions.............................................................................................................87 Macro Security ....................................................................................................................................88 Inserting Controls ...............................................................................................................................89 Setting Control Properties .................................................................................................................92

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PowerPoint 2007 Advanced

Inserting Sounds
A number of sounds are supplied with PowerPoint 2007, and additional sounds can be downloaded from the Microsoft Web Site. When a sound file is inserted into a presentation, an icon will be displayed where the sound appears. This can be clicked to play the sound during a slide show, or you can set the sound to play automatically when the slide is displayed.
PowerPoint 2007 supports a number of sound file formats including midi, MP3, wav and wma.

Inserting a Sound File
To add a sound stored in a file on your PC:

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Select the slide you wish to play the sound on Click on the Insert ribbon Click on the upper part of the Sound button in the Media Clips group

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Locate and select the sound file you wish to insert, then click on OK You will be asked how you want the sound to be played. Click on Automatically to play the sound automatically when the current slide is displayed during a show, or click on When Clicked if you wish to set the sound to play only when clicked during a slide show

Inserting a Sound from the ClipArt Gallery
To add a sound from the ClipArt Gallery, including sounds from the Microsoft Web Library:

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Select the slide you wish to play the sound on Click on the Insert ribbon Click on the lower part of the Sound button in the Media Clips group and choose Sound from Clip Organizer The ClipArt task pane will display on the right-hand side of the screen. Click on the sound you wish to add You will be asked how you want the sound to be played. Click on Automatically or When Clicked as required

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PowerPoint 2007 Advanced

Playing a CD Track
This option is used to play a song during a presentation. As the song is not stored in the presentation itself, the CD must be in the CD drive while the presentation is running. This in turn will reduce the size of the presentation. To add a CD track to a slide:

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Select the slide you wish to play the sound on Click on the Insert ribbon Click on the lower part of the Sound button in the Media Clips group and choose Play CD Audio Track

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Choose the tracks you wish to start and end with. If you only wish to play a certain portion of the songs, choose the start and end positions in the Time boxes Click on OK You will be asked how you want the sound to be played. Click on Automatically or When Clicked as required A CD icon will appear on the slide - click once on this icon to play the track during a slide show

Sound Settings
When a sound file is inserted into a presentation, an icon will be displayed where the sound appears. This can be moved around the slide so that it doesn't show during an electronic presentation e.g. moved behind another object or off the edge of the slide.

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To play a sound in normal view, double-click on the icon To play a sound during a slide show, click once on the icon

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PowerPoint 2007 Advanced

When you select a sound in normal view, the Options ribbon will display automatically.

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Click on the Preview button in the Play group to play the sound. Click on this button again to stop playing. Click on the Slide Show Volume button to change the slide volume to Low , Medium, High or Mute Check the Hide During Show box to hide the sound icon when viewing the slide electronically Check the Loop until Stopped to replay the sound when it's complete Use the Play Sound drop-down list to choose how the sound will play during an electronic show. This can be set to play when the icon is clicked, automatically when the slide displays, or across slides which will continue with the sound when a new slide is displayed Increase the Max Sound File Size to increase the sound quality. Note that this will also increase the size of your presentation

Inserting Movies
When a movie clip is inserted into a presentation, a poster will be displayed, showing the first frame of the movie clip. A number of movies are supplied with PowerPoint 2007, and additional movies can be downloaded from the Microsoft Web Site.
PowerPoint 2007 supports a number of movie file formats including mpeg, mov and avi.

Inserting a Movie File
To add a movie stored in a file on your PC:

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Select the slide you wish to play the movie on Click on the Insert ribbon Click on the upper part of the Movie button in the Media Clips group

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Locate and select the movie file you wish to insert, then click on OK You will be asked how you want the movie to be played. Click on Automatically to play the movie automatically when the current slide is displayed during a show, or click on When Clicked if you wish to set the movie to play only when clicked during a slide show

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PowerPoint 2007 Advanced

Inserting a Movie from ClipArt
To add a movie from the ClipArt Gallery, including movies from the Microsoft Web Library:

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Select the slide you wish to play the movie on Click on the Insert ribbon Click on the lower part of the Movie button in the Media Clips group and choose Movie from Clip Organizer

The ClipArt task pane will display on the right-hand side of the screen. Click on the movie you wish to add

Movie Settings
When a movie file is inserted into a presentation, a poster will display the first frame of the movie. This can be moved around the slide as required, and resized to show as you want it to in an electronic presentation.

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To play a movie in normal view, double-click on the movie poster To play a movie during a slide show, click once on the poster

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PowerPoint 2007 Advanced

When you select a movie in normal view, the Options ribbon will display automatically.

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Click on the Preview button in the Play group to play the movie. Click on this button again to stop playing. Click on the Slide Show Volume button to change the slide volume to Low , Medium, High or Mute Use the Play movie drop-down list to choose how the movie will play during an electronic show. This can be set to play when the icon is clicked, automatically when the slide displays, or across slides which will continue with the movie when a new slide is displayed Check the Hide During Show box to hide the movie when viewing the slide electronically Check the Play Full Screen box to fill the entire screen with the movie when it plays, hiding all other items on the slide Check the Loop until Stopped to replay the movie when it's complete Check the Rewind Movie After Playing to ensure it starts at the beginning if played again in the presentation

Setting Slide Transition
The slide transition is the effect used when one slide changes to another in an electronic slide show and is set via the Animations ribbon. To set transition for the current slide:

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Click on the Animations ribbon Click on the drop-down arrow of the transition effects gallery

Position the mouse over a transition effect to find out the name of that effect, then click on the effect you wish to apply

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PowerPoint 2007 Advanced

To play a sound during transition, click on the drop-down arrow of the Transition Sound list on the ribbon. Choose a default sound from the list, or click on Other Sound to locate a sound file on your PC Choose the Transition Speed to control how quickly the effect shows on screen. Choose Slow, Medium or Fast

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Check the On Mouse Click box if you want to show the next slide by clicking the mouse, rather than the next slide showing automatically Check the Automatically After box if you want the next slide to show after a certain amount of time. Type the number of seconds in the box next to this To apply the transition to all slides in the presentation, click on the Apply to All button

Something Else to Try
You can use Slide Sorter view to apply a transition effect to multiple slides in the presentation without the need to apply to all:

Click on the Slide Sorter view button on the status bar, or click on the View ribbon and choose Slide Sorter

Select each slide you wish to add the effect to. If the slides are next to each other, click on the first slide, then hold [Shift] and click on the last slide. If the slides do not appear next to each other in the presentation, click on the first slide, then hold [Ctrl] and click on each additional slide you wish to add the effect to

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PowerPoint 2007 Advanced

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Click on the Animations ribbon Choose the transition effect and all transition options

All slides that have a slide transition effect applied will show with a star icon in slide sorter view. In the following screenshot, slide 1 has a transition effect set, but slide 2 does not.

To remove the transition from a slide, click on the Animations ribbon, then on No Transitions, the first effect in the transitions gallery.

Animating Text and Objects
Objects and text can be animated so that they appear on the slide in different ways during a slide show. Preset or custom animations can be applied to text, images, charts and diagrams. To animate an object or a single line of text e.g. a slide title:

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Click on the object or text you wish to animate Click on the Animations ribbon Click on the drop-down arrow of the Animate box and choose the effect you wish to apply

To animate paragraphs of text e.g. bullets in the main content placeholder of a slide:

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Select the placeholder you wish to animate Click on the Animations ribbon Click on the drop-down arrow of the Animate box and choose the effect you wish to apply, and how it should be applied. Choose All at Once to show all text in one step, or By 1st Level Paragraph to show each bullet in turn

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PowerPoint 2007 Advanced

Click on the Preview button on the Animations ribbon to show all animations on the slide in turn.

Custom Animation
Custom Animation can be used to add more detailed animation to an object, adding different effects when the object first appears on the slide and when it leaves the slide. Custom animation can also be used to animate charts, and create freeform animation paths around the slide.

Custom Animation
The following types of animation can be applied to objects and text on a slide: Effect Entrance Exit Emphasis Description The effect that occurs when the object first appears on the slide The effect that occurs when the object disappears from the slide The effect that occurs when the object is on the slide

To add custom animation to an object or text:

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Select the text or object you wish to animate Click on the Animations ribbon, then on the Custom Animation button

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PowerPoint 2007 Advanced

The Custom Animation task pane will display:

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Click on the Add Effect button and choose the type of animation you wish to apply - entrance, exit or emphasis Choose the animation effect from the submenu, or click on More Effects to view additional options. Choose the effect from the Basic, Subtle, Moderate or Exciting category, then click on OK

Once the animation effect has been selected, use the Modify options to choose exactly how the animation effect should occur:

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Click on the drop-down arrow of the Start box to choose how the effect will begin - either when you click the mouse or after the last animation is complete Click on the drop-down arrow of the Direction box and choose the direction of the effect. When flying in, for example, the object can appear from the left, right, top or bottom of the slide Click on the drop-down arrow of the Speed box and choose the speed of the animation, which can be Very Slow , Slow, Medium, Fast or Very Fast

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PowerPoint 2007 Advanced

Additional animation options can be viewed by clicking on the drop-down arrow next to the effect itself, then choosing Effect Options from the drop-down list.

Use the Effect tab to change enhancements such as a sound to play during animation or whether to dim the object or text after it has been animated on screen

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Use the Timing tab to set an exact speed for the animation, including whether to repeat the animation after playing If animating text, use the Text tab to choose how text should be grouped e.g. to be animated all at once, or by 1st level paragraph

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PowerPoint 2007 Advanced

The order in which the animations will occur will show on the slide. You can change the order by dragging the effects up or down in the Custom Animation task pane.

Animating Charts
When you apply custom animation to a chart, all elements of the chart will show at once. You can change this so that each series or category appears in turn.

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Select the chart you wish to animate Click on the Add Effect button on the Custom Animation task pane and choose the type of effect entry, emphasis or exit Choose the required effect - most moderate and exiting effects cannot be applied to specific items on a chart

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In the lower half of the task pane, click on the drop-down arrow of the effect you have just added and choose Effect Options Click on the Chart Animation tab From the Group Chart list, choose how to show the chart during the animation effect e.g. by series or by category Click on OK

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PowerPoint 2007 Advanced

In the following chart:

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By Series would show all Jan bars for all regions, then all Feb bars, then all Mar bars By Category would show all North bars, then South, then East and finally all West bars

Motion Paths
A motion path is the path that an object follows in animation. You can set custom animation paths in PowerPoint 2007 to control exactly how your objects move on screen during the slide show.

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Select the text or object you wish to animate Click on the Add Effect button on the Custom Animation task pane and choose Motion Path Choose the type of path you want to add e.g. up, down or diagonal, or More Motion Paths to view additional options. Choose the effect from the Basic, Lines & Curves or Special category, then click on OK

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PowerPoint 2007 Advanced

You will be able to see the path that the item will follow. The green arrow indicates where the object will start in the animation, while the dotted line shows the path it will take. The red arrow shows where the object will end when the animation is complete.

You can also create your own paths, to decide exactly where the animation will start and end:

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Select the text or object you wish to animate Click on the Add Effect button on the Custom Animation task pane and choose Motion Path Choose Draw Custom Path, then the Freeform command

Position the mouse where you want the object to start in the animation, then click the mouse. Click the mouse at each point the direction of the path will change, then double-click where the object should be at the end of the animation

The animation path will be hidden when the Custom Animation task pane is closed.

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PowerPoint 2007 Advanced

Rehearsing Timing
PowerPoint shows can be timed in one of three ways:

 Manually, which means that the mouse must be clicked for the next slide to appear. This is the default used for all new presentations  With each slide showing for a specific number of seconds, as set in the Transition ribbon  With recorded timings
To rehearse timings for the presentation:

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Click on the Slide Show ribbon Click on the Rehearse Timings button in the Set Up group

The first slide will be displayed on screen, as well as the Rehearsal toolbar:

The following options are available on the toolbar: Button Description Show next slide Pause show Timing of the current slide Repeat this slide to re-record timings Timing of the entire presentation

To set the timings:

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Leave the slide on screen for the required amount of time - the timer box will display the number of seconds that have passed. Click the mouse to continue with the next slide Repeat the above step until all slides of the presentation have been displayed. To stop the timing temporarily, click on the Pause button, clicking on Play to restart When all slides have been displayed, a message box will give the time of the overall presentation. Click on Yes to keep the new timings or No to revert to the previous timings

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PowerPoint 2007 Advanced

The presentation will show in Slide Sorter view, with timings displaying under each slide:

Recording Narrations
If your computer has a microphone and sound card, you can record voice narration that will play automatically for each slide of the presentation. Narration can be recorded for specific slides in the presentation and is not limited to one large sound file for the entire presentation, as was the case in earlier versions of PowerPoint. To record narration:

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Click on the Slide Show ribbon Click on the Record Narration button in the Set Up group

The Record Narration dialog box will display:

Click on Change Quality to choose the sound quality you wish to use - better quality will result in more disk space being used to store the file. Choose OK when complete

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PowerPoint 2007 Advanced

To set the recording volume, click on Set Microphone Level. Read the text in quotation marks so that PowerPoint can set the level of your recording automatically, clicking on OK when complete

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To store the narration in a separate file, check the Link Narration In box. The narration will be saved as a file with the .WAV extension in the folder displayed Click on OK to start recording the narration If you are on a slide other than the first of the presentation, choose whether to record on the Current Slide or First Slide

You can now start narrating your slides. To pause the narration at any time, right click on the slide and choose Pause Narration.

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PowerPoint 2007 Advanced

When you reach the end of the slide show, a message box will display. Choose to Save the narrations with each slide, or Don't Save to discard the narrations.

The slide narration will appear as a sound icon on each slide which will not display in the slide show. To remove the narration from a slide, click on this icon and press [Delete].

Setting Up a Slide Show
Slide show options can be set, including whether to play animation and narration, as well as how to advance between slides. To set up the slide show:

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Click on the Slide Show ribbon Click on the Set Up Slide Show button in the Set Up group

The slide show setup dialog box will display:

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PowerPoint 2007 Advanced

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In the Show Type box, choose how the slide show will display - full screen or in a smaller window that can be resized as required Under Show Options, choose whether to loop the show or to show without narration or animation effects Choose the default Pen Colour for any annotations made on the slides

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If you only wish to display certain slides, click on the From option and choose the first and last slide you wish to show Choose whether to use slide timings or advance slides Manually with a mouse-click If you have two monitors, choose the monitor you wish to show the slides on Click on OK when all settings have been changed as required

Slide Show options can also be set by holding [Shift] and clicking on the Slide Show view icon in the status bar along the bottom of the screen.

Custom Slide Shows
A single presentation can contain any number of custom shows - each including different slides of the presentation that can be shown in different orders. This means that different presentations need not be created if certain slides are only needed in certain circumstances.

Creating Custom Shows
To create a custom show:

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Click on the Slide Show ribbon Click on the Custom Slide Show button and choose Custom Shows

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PowerPoint 2007 Advanced

Click on the New button to create a new custom show

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Click in the Slide Show Name box and type a name to identify the custom show. The name can contain up to 31 characters, including spaces Select each slide you wish to include in the presentation, clicking on the Add>> button after each Use the Up and Down arrows to reorder the slides as you wish them to appear in the custom show Click on OK when complete Click on Close to return to the presentation

Playing a Custom Show
To play a custom show:

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Click on the Slide Show ribbon Click on the Custom Slide Show button and choose the show you wish to display

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PowerPoint 2007 Advanced

Running a Slide Show
Running a Slide Show
A slide show can be run by clicking on the Slide Show view button.

The active slide will be displayed on screen with all toolbars, menus and other elements hidden.

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Click the mouse anywhere on screen to display the next slide When the last slide is displayed, click the mouse anywhere on screen to end the show and return to PowerPoint

You can also press [F5] to run a slide show

The Slide Show ribbon contains buttons to run the slide show from the beginning of the presentation, or from the current slide:

Slide Show Tools
During the slide show, a menu of tools can be displayed which allow you to navigate the presentation, black or white out the screen, or pause or end the show. To call up the menu of tools:

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Right-click anywhere on the slide or Click on the Menu Indicator in the bottom-left corner of the screen

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PowerPoint 2007 Advanced

Navigating Slides in a Show
Clicking the mouse during a slide show will display the next slide of the presentation. You can also use the buttons on screen to show the next or previous slide:

If you wish to view a different slide, or return to a slide already shown, the presentation can be navigated by title.

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Press the right mouse button or click on the Menu Indicator Choose Go to Slide Choose the slide you wish to show

Annotating Slides
While the presentation is being displayed, annotations can be used to draw attention to specific parts of the slide. Annotations are temporary and will be lost as soon as the next slide is displayed.

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Click on the pen menu indicator Choose the type of pen you wish to draw with e.g. Ballpoint Pen for thin lines or Felt Tip Pen for thicker lines Drag the pen-pointer around the screen to draw, underline and highlight text or graphics When complete, click on the pen menu indicator Choose Arrow

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PowerPoint 2007 Advanced

If you add annotations to a slide, you will be asked if you wish to keep these annotations when you end the slide show. Click on Keep to add the lines to each slide, or Discard to remove the lines.

Slide Show Resolution
The slide resolution defines the number of pixels used to display the slide on screen. A higher resolution means more pixels are used to show the slide, resulting in a better quality slide display. The slide will appear sharper on screen with a higher resolution, but may take longer to display. You can now set the resolution of your slides when showing a presentation in PowerPoint 2007.

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Click on the Slide Show ribbon Click on the drop-down arrow of the Resolution box and choose the setting you wish to use

Always test the new resolution before running the presentation, as your monitor may not be able to handle a high resolution setting and may flicker or cause the slides to shift on screen

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PowerPoint 2007 Advanced

Using Presenter View
If you have two or more monitors attached to your computer, you can show your screenshow on one monitor (which could be connected to a projector for the audience to view) while displaying the Presenter View on the second monitor. Presenter View displays options that allow you to control the presentation while the audience can only see the slide itself. You can set navigation and annotation options and can view and add notes without your audience seeing these. A thumbnail of each slide is also given, showing you which slide to expect next in the presentation. To use Presenter View:

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Click on the Slide Show ribbon Click on the drop-down arrow of the Show Presentation On and choose the monitor that will be connected to the projector and running the show Check the Use Presentation View box

Now, when you run the slide show, the Presenter View will display on your second monitor:

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PowerPoint 2007 Advanced

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Use the left and right arrows to show the previous or next slide on your primary monitor, or click on a specific slide number along the bottom of the Viewer Choose annotation options by clicking on the Pen icon and choosing the required setting

Choose slide options by clicking on the Slide icon and choosing the required settings

Close the viewer using the red X in the top-right corner - this will also stop the screen show.

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PowerPoint 2007 Advanced

Slide Show Shortcuts
The following shortcuts can be used when running a slide show: Keystroke Action

Ctrl P
Ctrl A E N P S H B W

Displays pen for annotations Returns to the arrow mouse pointer Erase pen annotations Displays next slide or build Displays previous slide or build Pause slide show Displays a hidden slide Black screen (press again to return to normal) White screen (press again to return to normal)

To show a specific slide in the presentation:

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Type the number of the slide you wish to show Press [Return]

Hiding Slides
This option allows you to hide a slide that you may not need to show in the presentation. The slide can still be shown, but will not appear automatically. A hidden slide will show with it's number crossed out in slide sorter view, as with slide 3 below:

To set a slide as hidden:

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Activate the slide you wish to hide Click on the Slide Show ribbon Click on the Hide Slide button in the Set Up group

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PowerPoint 2007 Advanced

When showing the presentation, press H on the preceding slide to display the hidden slide. It is also possible to show hidden slides as follows:

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Right click anywhere on the slide or click on the menu Indicator in the bottom-left corner of the screen Choose Go to Slide and the number of the hidden slide - this will appear in brackets

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PowerPoint 2007 Advanced

Tips and Tricks for Drawing Shapes
Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows:

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Click on the drop-down arrow of the Shapes button on the Home ribbon Click on the type of shape you wish to draw Position the mouse where the top-left corner of the shape should appear and drag the mouse diagonally to create the required shape and size Release the mouse button when the shape is correctly drawn

For example, to draw an oval shape, click on the Ellipse shape, then at point 1 on the slide. Drag the mouse to point 2 before releasing the mouse button.

Controlling Drawing with the Keyboard
The following keys can be held while drawing the line to change the way in which the line is created: Key Shift Ctrl Shift + Ctrl Action Forces a straight line or perfect shape e.g. a perfect square or circle Draws the line or shape from the centre out Draws a straight line or perfect shape from the centre out

For example, to draw a straight line:

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Click on the Line tool in the Drawing group of the Home ribbon Click where the line should start, hold the [Shift] key, then drag to where the line should end Release the mouse button before releasing the [Shift] key to retain the straight line

Duplicating a Shape
If your diagram is made up of multiple shapes that are the same size and distance apart, you need only create one shape, then duplicate it to generate the diagram.

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Draw and position the first shape as normal Ensure the shape is selected, then press [Ctrl D] to duplicate the shape Without de-selecting the new shape, drag it to the required position on the slide, in relation to the first shape Press [Ctrl D] to continue duplicating the shape - each new shape will be placed the same distance away from the one you are duplicating

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PowerPoint 2007 Advanced

Changing a Shape
Once you have created your first shape and duplicated it as required, you can change the shape of any of the items without the need to redraw them. The format of the item will stay the same, as will its position on the slide and any text typed inside the shape.

    

Click on the shape you wish to change Click on the Format ribbon In the Insert Shapes group, click on the drop-down arrow of the Edit Shape box Choose Change Shape Choose the new shape you would like to use:

Grouping Shapes
If you are creating a diagram that is made up of multiple lines and shapes, it's a good idea to group all items into a single object. You can then move or resize the diagram as a whole.

  

Select all items to be grouped - the easiest way to do this is to click above and to the left of the first shape, then drag over all items you wish to select Click on the Format ribbon Click on the Group button in the Arrange group

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PowerPoint 2007 Advanced

Choose Group

Press [Ctrl G] to group selected objects, and [Shift Ctrl G] to ungroup the grouped selection.

Ungrouping ClipArt
Most Clipart is made up of shapes and lines grouped together in order to produce an image. If a ClipArt image contains an item you wish to use on its own, try ungrouping the ClipArt to select just the item you wish to use.

Insert the ClipArt image onto your slide, and ensure this is selected

 

Click on the Format ribbon, then on the Group button in the Arrange group Choose Ungroup

Click on Yes when prompted to convert the PowerPoint image to drawing objects

Click on the Group button and choose the Ungroup option again - the object will now be ungrouped, with each part of it selected separately

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PowerPoint 2007 Advanced

Click away from the image, then select each part you no longer require, pressing [Delete] to delete the selected item.

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PowerPoint 2007 Advanced

Formatting Lines and Shapes
Once a shape or line has been drawn and selected, it can be formatted using the Drawing Tools Format ribbon.

Shape Styles
The shape styles that are available to you depend on the theme that has been applied to the presentation. To change the shape style:

  

Click on the shape you wish to format Click on the Format ribbon Click on the drop-down arrow of the Shape Styles box and choose the style you wish to apply

Shape Fill and Outline
As well as changing the style of a shape or line, you can also change the fill and outline colours manually.

 

Click on the shape you wish to format Click on the Format ribbon

To set the fill of the shape:

 

Click on the Shape Fill button Choose a colour from the theme and standard colours displayed

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PowerPoint 2007 Advanced

To choose a different colour, click on More Fill Colours to display a full palette from which any colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete

  

Choose Picture to add a picture to the shape. Locate and select the image you wish to use, then click on Insert Choose Gradient to add shading to the shape, then choose from the default shades displayed Choose Texture to add a pre-set texture to the shape e.g. marble or wood

To set the outline of a line or shape:

Click on the Shape Outline button

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PowerPoint 2007 Advanced

 

Choose a colour from the theme and standard colours displayed To choose a different colour, click on More Outline Colours to display a full palette from which any colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete

  

Choose Weight to change the line thickness Choose Dashes to change the outline to a dashed line Choose Arrows to add arrows to the start, end or start and end of a line

Click on the More option on any of the Shape Fill or Shape Outline commands to view the Format Shape dialog box.

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PowerPoint 2007 Advanced

The following menu options appear on the left-hand side of the window: Menu Fill Line Colour Line Style Shadow 3D Format 3D Rotation Picture Text Box Used to... Set the fill of the shape to solid, gradient or picture, with further options such as the gradient colours and picture tiling settings Set the line to solid or gradient, with a choice line colour and transparency Set the width, dash and arrow options of the line Add a preset or custom shadow to the object Add 3D effects to the object including depth and contour settings Set the number of degrees the 3D shape should be rotated Change the brightness, contrast and colour variation of a picture Set the margins to appear around any text inserted into the shape

Shape Effects
Effects such as shadows, glows and reflections can be added to a shape or line as follows:

   

Click on the shape you wish to format Click on the Format ribbon Click on the Shape Effects button and choose the category of effect you wish to apply Choose the required effect

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PowerPoint 2007 Advanced

Aligning Objects
Aligning Objects
Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option is used, for example, all selected objects will be lined-up with the left-most object. The following example shows shapes before alignment:

The following example shows the same shapes after left alignment:

To align shapes:

  

Select the shapes to be aligned Click on the Format ribbon Click on the drop-down arrow of the Align button and choose the required alignment option from the menu displayed:

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PowerPoint 2007 Advanced

Aligning Objects to the Slide
You can align an object to the slide, for example if you wish to centre an image or shape in the middle of the slide.

  

Select the object you wish to align on the slide Click on the Format ribbon Click on the drop-down arrow of the Align button and ensure the Align to Slide option is selected

 

Choose where you wish to align the object on the slide - left, centre, right, top, middle or bottom Click on the Align button again and choose further options as required

To centre a shape on the slide, choose the Align Center option followed by the Align Middle option.

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PowerPoint 2007 Advanced

Distributing Objects
Distribution will ensure the spacing between three or more objects is identical. The following example shows shapes before distribution:

The following example shows the same shapes after horizontal distribution:

To distribute shapes:

   

Select the shapes to be aligned Click on the Format ribbon Click on the drop-down arrow of the Align button Choose Distribute Horizontally if the objects are positioned in a row, or Distribute Vertically if they are positioned in a column

Stacking Objects
By default, objects are stacked as they are created i.e. the first shape drawn will appear at the bottom of the stack while the last shape drawn will appear at the top. In the following example, the blue circle was drawn first, so appears at the bottom of the stack:

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PowerPoint 2007 Advanced

This order can be changed as required.

     

Select the object to be re-arranged Click on the Format ribbon To move the shape down to the bottom of the stack, click on the Send to Back button in the Arrange group To move the shape downwards one position in the stack, click on the drop-down arrow of the Send to Back button and choose Send Backward To move the shape up to the top of the stack, click on the Bring to Front button in the Arrange group To move the shape upwards one position in the stack, click on the drop-down arrow of the Bring to Front button and choose Bring Forward

Rotating and Flipping Objects
Shapes can be rotated to any degree, and can be flipped horizontally or vertically to create a mirror image of the original.

Rotating Shapes
When an object is selected, a rotation handle is shown at the top of the object.

   

Ensure the object is selected Position the mouse pointer over the green handle in the top centre of the object - the rotation mouse pointer will display Drag the handle up or down to rotate the object Release the mouse button when the correct rotation is displayed

It is also possible to rotate images - both ClipArt and inserted file images - in this way.

If you prefer, you can rotate the image to a set 90 degrees to the left or right:

   

Ensure the object is selected Click on the Format ribbon In the Arrange group, click on the drop-down arrow of the Rotate button Choose the required rotation option:

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PowerPoint 2007 Advanced

To set a specific degree of rotation:

    

Ensure the object is selected Click on the Format ribbon In the Arrange group, click on the drop-down arrow of the Rotate button. Choose More Rotation Options Click in the Rotation box and type the exact degree you wish to rotate the object to Click on OK

Flipping Shapes
Objects can be flipped to create a mirror image or rotated to any degree of the original shape. For example, the following screenshot shows an original object that has then been flipped horizontally, then vertically:

To flip an object:

   

Ensure the object is selected Click on the Format ribbon In the Arrange group, click on the drop-down arrow of the Rotate button Choose the required rotation option:

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PowerPoint 2007 Advanced

Viewing and Setting Gridlines
Displaying Gridlines
The PowerPoint grid is a set of intersecting dotted lines that can be hidden or displayed as required and that can greatly assist in the sizing and alignment of objects. To display the grid:

  

Select any object on a slide Click on the Format ribbon Click on the drop-down arrow of the Align button and choose View Gridlines

Gridlines will be shown at a spacing of 5 lines per centimetre. As you draw or move objects, they will snap to the closest gridline automatically.

Gridline Settings
You can set exactly how gridlines should appear on screen:

   

  

Select any object on a slide Click on the Format ribbon Click on the drop-down arrow of the Align button and choose Grid Settings If you want objects to line up against the grid automatically if they are drawn or moved close to the grid, ensure the Snap to Grid box is checked Set the interval at which gridlines should appear in the Spacing box Click on the Set as Default button to ensure these settings are used when each new presentation is created Click on OK when complete

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PowerPoint 2007 Advanced

Displaying Guides
Guides are similar to grids in that they are used to align and draw objects more easily. However, while grids appear at set intervals on screen, you can control exactly how many guides are shown, and where they appear - their position can be changed as required. To display guides on screen:

   

Select any object on a slide Click on the Format ribbon Click on the drop-down arrow of the Align button and choose Grid Settings Check the Display drawing guides on screen option

By default, a horizontal and vertical guide will be displayed in the centre of the slide.

 

Drag a guide with the mouse to reposition it on screen Hold [Ctrl] and drag a guide to create another guideline that can be repositioned as required

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PowerPoint 2007 Advanced

Typing Text Inside Shapes
It is possible to enter text inside any shape without the need to create a separate text object first:

  

Click once on the shape you wish to add text to Type the text, correcting any errors with [Backspace] as they are typed Click away from the shape to secure the text

Text in a shape or text box can be formatted as follows:

   

Select the shape or text box containing the text you wish to format Click on the Format ribbon Click on the More Options button of the Shape Styles group Click on the Text Box option in the left-hand menu

   

Set the alignment and text direction as required Choose how text should fit into the text box. You can choose to resize the text or the shape if more text is typed than will fit Set the internal margins i.e. the space between the text and top, bottom, left and right borders of the text box Click on Close when complete

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PowerPoint 2007 Advanced

Saving as an External Image
You can save any shape or diagram you have created in PowerPoint as an external image file that can be accessed by other applications and reused as required. To save an object as a picture file:

 

Ensure your diagram is grouped as a single object Right-click over the diagram and choose the Save as Picture command

   

Choose the location for the image file Enter a name for the image in the File Name box Click on the drop-down arrow of the Save as Type box and choose the format for the image (see table below) Click on Save

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PowerPoint 2007 Advanced

The following image formats can be used: Format GIF Description A standard format supported by the Web and able to be compressed well. GIF suits nonphotographic images with only a few distinct colours. Multiple GIF images can be strung together to form animations, known as animated GIFs A standard format for the web Another format supported by the Web and compressed well. PNG does not support animation, but can support different degrees of transparency This is widely accepted as a photograph file standard in the printing industry but is not supported by the Web and can result in large image file sizes Bitmaps can be accessed in a wide variety of applications although they are not compressed so can be large in size This is a 16-bit metafile format. A metafile is made up of commands to draw the objects that make up the image, and to control the style of these objects This is an enhanced 32-bit metafile format

JPEG PNG TIFF BMP WMF EMF

Setting Object Defaults
It is possible to set the default format, so that any new lines and shapes will be formatted automatically:

 

Create a shape and format it using the settings you wish to become the new defaults Right-click on the formatted shape and choose Set as Default Shape

All new shapes created within the presentation will now be formatted automatically to match the new default.

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PowerPoint 2007 Advanced

Converting Shapes to SmartArt
If you have a shape that contains lines or paragraphs of text, you can convert this easily into a SmartArt diagram. For example, the following shape:

Could be converted to the following SmartArt diagram:

To convert a shape to SmartArt:

 

Click on the shape you wish to convert On the Home ribbon, click on the Convert to SmartArt box and choose the diagram you wish to use

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PowerPoint 2007 Advanced

Click on More SmartArt Graphics to view additional options, clicking on OK after the required diagram is selected:

Editing Shapes
PowerPoint 2007 allows you to edit a shape, changing the form in any way you require.

Changing AutoShapes
When you draw and select certain shapes, you will see small yellow diamond shapes where the different parts of the shape can be changed: In the following shape, the curve of the edge can be changed by moving the diamond:

In the following shape, the width of the arrow's line and the arrow itself can be changed using the two diamonds displayed:

To change an AutoShape:

  

Draw and select the shape Position the mouse over the yellow diamond you wish to change Drag to create the required effect

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PowerPoint 2007 Advanced

Editing Points in a Shape
You can change the points in a shape, allowing you to change the form in any way. A shape must be converted to a freeform shape before points can be amended.

  

Select the shape you wish to change Click on the Format ribbon Click on the Edit Shape button in the Insert Shapes group and choose Convert to Freeform if this option is available

Right-click over the shape and choose Edit Points from the shortcut menu displayed

You can now click on any point in the shape and drag in or out to change its form. In the following example, the top-right corner point of a rectangle has been dragged up to extend it:

You can change a segment (the line between two points) to a straight or curved line by right-clicking over the line and choosing Straight Segment or Curved Segment as required. The following shows the above example with both the bottom and right borders changed to curved lines:

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PowerPoint 2007 Advanced

You can also change any point of a shape from a closed point to an open point. This allows you to convert a shape to a series of lines.

 

Right-click over the point you wish to open Choose Open Point from the shortcut menu displayed

You can now drag each point at the opening to create the lines required. We've removed the fill colour in the following edited shape to illustrate this better:

Editing shapes in this way takes practice. Remember you can undo any change you don't want to keep by pressing [Ctrl Z].

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PowerPoint 2007 Advanced

Connecting Shapes
You can connect shapes and lines that you have drawn using any of the lines from the Insert Shapes button. When you connect two shapes, the connector will always stay between the shapes, even if they are moved.

Connecting Shapes
To use connectors:

  

Draw the two shapes to be connected Click on the Home ribbon, then on the drop-down arrow of the Shapes gallery in the Drawing group Choose the line you wish to use to connect the shapes

  

Click on the edge of the first shape, where the connector line should begin Without releasing the mouse button, drag to the edge of the second shape, where the connector line should end Release the mouse button to add the connector

Formatting Connections
To format a connector line:

 

Right-click over the connector line to show the shortcut menu Choose the required formatting option e.g. Connector Type to change the line to a different style of connector

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PowerPoint 2007 Advanced

Adding Connection Points
Most shapes have connection points on their corners, with some having connection points between each corner. There may be times you wish to connect shapes in a position other than their corners or the centre of an edge. In this case, you can add your own connection to a shape.

Before adding a connection point to a shape, it must first be converted to a freeform object. To add a new connector point to a shape:

  

Select the shape you wish to change Click on the Format ribbon Click on the Edit Shape button in the Insert Shapes group and choose Convert to Freeform if this option is available

Right-click over the shape and choose Edit Points from the shortcut menu displayed

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Right-click over the edge of the shape where you want the new connection point to appear, then choose Add Point from the shortcut menu displayed

The new point will not show when the object is selected, but you will be able to join a connector line to that point when adding connectors.

Using the Selection Pane
The selection pane is used to select objects quickly and easily.

 

Click on the drop-down arrow of the Select button in the Editing group of the Home ribbon Choose Selection Pane

All objects on the slide will be listed - click on the name of any object in the pane to select that object on the slide.

To select multiple objects through the Selection Pane, hold [Ctrl] and click on each object to select.

You can also use the Selection Pane to hide objects on the slide without the need to delete them permanently.

 

Click on the Hide button next to an object's name to hide that object on the slide Click on the Show button next to an object's name to show that object again

In the image to the right, the oval shape is hidden, while the rectangle and triangle are both showing.

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PowerPoint 2007 Advanced

Adding Comments
Comments can be attached to any slide in the presentation to add explanations for the speaker or audience.

Setting your User Name
By default, comments will display the name of the user that inserted the comment. Ensure the correct user name is set before inserting a comment.

    

Click on the Office button Click on the PowerPoint Options button With the Popular menu selected on the left-hand side of the window, click in the User Name box Enter your user name and initials Click on OK

Adding Comments
To insert a comment:

  

Select the slide you want to add a comment to Click on the Review ribbon Click on the New Comment button in the Comments group

  

A new comment will be created containing your User Name which can be selected and deleted or edited as required Type the comment text Click away from the comment to secure it on the slide

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PowerPoint 2007 Advanced

Viewing Comments
Comments show as yellow indicators displaying the initials of the person that inserted the comment, followed by a sequential number.

 

Double-click on the comment to display it on screen Click away from the comment to hide it again.

All comment indicators can be hidden in the presentation as follows:

 

Click on the Review ribbon Click on the Show Markup button

Printing Comments
Comments can be printed as they appear on the slides, or hidden from the printout. To set how comments will print:

  

Click on the Office button and choose the Print command Check or uncheck the Print comments and Ink markup box as required Print or preview the presentation as normal

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PowerPoint 2007 Advanced

Editing and Deleting Comments
To edit a comment:

   

Click on the comment you wish to change Click on the Edit Comment button on the Review ribbon Edit the text as required Click away from the comment when complete

To remove a comment:

 

Click on the comment you wish to remove Click on the Delete button in the Comments group of the Review ribbon

You can remove all comments on the current slide, or in the entire presentation as follows:

 

Click on the lower part of the Delete button in the Comments group of the Review ribbon Choose to remove markup from the current slide or entire presentation as required

You can also right-click over a comment to see options to delete and edit the comment:

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PowerPoint 2007 Advanced

Inspecting Presentations
Before sharing a presentation with colleagues or customers, you may want to remove any personal or hidden information, to ensure the person you pass the presentation onto will not be able to view this. By inspecting a presentation, you can remove the following information: Item Comments and annotations Properties Custom XML data Invisible on-slide content Off-slide content Presentation notes Description Comments you have inserted via the Review ribbon, or ink annotations you have created via your tablet PC Document properties such as status, keywords, etc. Any XML data stored in the presentation Any objects formatted to be invisible Any objects positioned outside the slide area i.e. dragged to the side of the slide Speaker notes for slides

To check for the above content:

  

Save the presentation you wish to check Click on the Office button Choose Prepare, then Inspect Document

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PowerPoint 2007 Advanced

 

By default, PowerPoint will search for all hidden and personal content other than off-slide content - ensure all items you wish to locate are checked Click on Inspect

PowerPoint will alert you of any content that has been found. You can remove any items by clicking on the Remove All button next to the item that has been found.

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PowerPoint 2007 Advanced

  

Click on Reinspect to ensure all hidden and personal information has been removed Click on Inspect When all items are ticked, click on Close

Note: Take care when using the Inspect command as you may end up losing information. If you remove speaker notes, for example, this text will be deleted and you will not be able to undo the command.

Restricting Permissions
You can restrict permission on a presentation that you store on a shared drive to specify exactly which users can view or edit the presentation. In order to be able to set restrictions, your organisation will need to have a rights management server in place.

Restricting Permission in a Presentation
To restrict permission to a presentation:

  

Click on the Office button, then on Prepare Choose Restrict Permission Choose Restricted Access

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Check the box to Restrict Permission to this presentation

  

Click in the Read box Enter the email addresses of each person you wish to be able to read the presentation, but not print or make any changes to the file Click on the Check Name button to ensure the email addresses have been entered correctly

 

 

Click in the Change box Enter the email address of each person you wish to be able to make changes to the presentation. Anyone not listed in this or the Read box will not be able to open the file Click on the Check Name button to ensure the email addresses have been entered correctly Click on More Options To set an expiry date for the file, on which all permissions will end, click on the This presentation expires on check box, then on the drop-down arrow under this. Choose the date on which the file will expire Click on OK

A banner will display above the slide, showing that the presentation has restricted permission.

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PowerPoint 2007 Advanced

Opening a Presentation with Restricted Permission
When you open a file that has permissions set, you will be prompted that your credentials will be checked. Click on OK to see if you have permission to view the file.

If you have permission to view or open the file, the presentation will be displayed with a banner showing it has restricted access:

To see your permissions for the file, click on the View Permission button:

Click on the Request Additional Permissions link to send an email message to the owner of the file. In the email message, specify why you need full permission, then send the message as normal.

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Creating a Document Workspace
If you use Sharepoint, you can create a new Document Workspace from within PowerPoint, and save your presentation into the space automatically. From within PowerPoint you can add members to the workspace, add tasks and related documents, and add links to other related information. To create the document workspace:

  

Click on the Office button Click on the Publish command Choose to Create Document Workspace

The document workspace task pane will display, with the name of the presentation set as the Document Workspace name by default.

 

Click in the Document Workspace Name box and edit the name of the workspace if required Click in the Location for new workspace and type the URL of the Sharepoint site you wish to create the workspace in Click on Create

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PowerPoint will create the new document workspace, showing progress of the operation:

When the workspace is created, the Document Management task pane will show the number of users, tasks, related documents and links in the document workspace.

Click on the Open Site in Browser link in the Document Management task pane to open the document workspace in Sharepoint in your browser.

Saving to a Document Workspace
Once you have created a document workspace, you will need to ensure this is kept up-to-date and always contains the most recent version of the presentation. To save a presentation to the workspace:

To save the local copy of the presentation, click on the Save button on the Quick Access Toolbar

 

Click on the Office button and choose the Server command Choose the Document Management Information option to show the Document Management task pane

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On the task pane, click on the Update Workspace Copy link

The file will be uploaded to the server and the task pane will show that the document is up-to-date.

To view different versions of the presentation:

 

Click on the Office button and choose the Server command Choose View Version History

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PowerPoint 2007 Advanced

Reusing Slides
If you need a new slide in your presentation that has similar content, formatting or effects (e.g. animation) as an existing slide, there is no need to recreate the new slide from scratch, even if the slide you wish to reuse is in another presentation. You can reuse slides from any presentation, formatting them automatically to match the content of the current presentation, or keeping the original format of the slide as required. To reuse a slide from another presentation:

 

Click on the drop-down arrow of the New Slide button on the Home ribbon Choose the Reuse Slides option

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The Reuse Slides task plane will be displayed:

  

Click on the Browse button Choose to Browse File Locate and select the presentation that contains the slide you wish to reuse, then click on Open

All slides in the presentation will be displayed:

 

Position the mouse over a slide to magnify it on screen so that you check if it is the slide you wish to reuse Click on a slide to insert it into the presentation - the slide will be formatted to match the presentation you are copying it into

If you wish to keep the original formatting of the slide you are inserting, check the Keep Source Formatting option at the bottom of the task pane before inserting slides.

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Creating Slide Libraries
If you use Sharepoint, you can create a Slide Library from within PowerPoint, and save any slides into this library for re-use as and when you need them.

Adding Slides to a Library
To create a slide library:

  

Open the presentation that contains the slides you wish to store in the library Click on the Office button Choose Publish, then Publish Slides

 

Click in the Publish To line and type the full URL of the Sharepoint site you wish to publish to Check each slide you wish to publish Click on the Publish button

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The status bar will show the progress of the update to Sharepoint:

Reusing Slides in a Library
To add slides from a library into your presentation:

On the Home ribbon, click on the New Slide button in the Slides group

  

Click on Reuse Slides The Reuse Slides task pane will open - click in the Insert Slide From box Type the URL of your slide library, then click on the arrow button

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All slides will be displayed - click on the slide you wish to insert

Check the Tell me when this slide changes box if you wish to be notified by email when any changes are made to the selected slide in the library.

Importing Outlines
Text created in Word 2003 can be used to create a PowerPoint presentation automatically. The text in the Word document should be typed using the standard Heading styles - Heading 1 should be used for any slide titles, Heading 2 for any main bulleted points, Heading 3 for sub-bulleted points, etc. Any body text with the Normal style will not be included in the presentation. To import a Word outline into a PowerPoint presentation:

 

Ensure the Home ribbon is selected Click on the lower part of the New Slide button and choose Slides from Outline

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 

Locate and select the Word document that contains the text you wish to insert Click on Insert

It is also possible to insert text from HTML and text files in this way.

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PowerPoint 2007 Advanced

Creating Handouts in Word 2007
A presentation can be exported to Word 2007 using PowerPoint's Publish command. This is used to create handouts using Word's formatting features.

  

Ensure the presentation you wish to publish is open on screen Click on the Office button Choose the Publish command

   

Choose the Create Handouts in Microsoft Office Word option Choose the required options for the Word document e.g. to print notes or blank lines with each slide Click on the Paste Link option to ensure any changes made to the original presentation will be reflected in the Word document each time it's opened Click on OK

Word 2007 will be launched and the document will be displayed on screen. Text can be edited and formatted using any of the standard Word features.

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PowerPoint 2007 Advanced

Saving in HTML Format
Pages that can be viewed on the Internet, or through a web browser, are created using a text format called HTML - Hypertext Mark-up Language. Although PowerPoint is not a fully functional web creation tool, it can be used to create basic HTML pages from existing presentations. PowerPoint 2007 uses a Web feature called "round tripping". Files saved in HTML format can be re-opened in PowerPoint without losing any of the original formatting of the presentation.
To allow for this feature, each file saved in HTML format will have an accompanying folder of the same name, containing related HTML pages. It is important to remember that moving the HTML file without the related folder could result in errors in the web pages - always keep the file and folder together in the same location.

To save an existing PowerPoint presentation in HTML format:

   

Click on the Office button Click on Save As Click in the Save as Type box and choose Web Page (*.htm, *.html) Choose the location to save your web page in

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To change the page title, which will appear in the browser's title bar, click on Change Title and amend as required. Click on OK

Click on Save to create the web page

You can now view the HTML file in any web browser e.g. Internet Explorer. Double-click on the HTML file to launch your default web browser and display the page.

Publishing a Web Presentation
This option can be used to save only specific slides using a default browser as the target. You can choose whether presentation elements such as speaker notes are included, and set additional web options such as the target screen size.

Publishing a Presentation
To publish your presentation for the web:

   

Click on the Office button Click on Save As Click in the Save as Type box and choose Web Page (*.htm, *.html) Click on the Publish button

    

In the Publish What box, choose to publish the entire presentation, or choose Slide Number and enter the numbers of the slides you wish to publish Uncheck the Display speaker notes box if you don't want speaker notes to be included on the web pages In the Browser Support box, choose the target browser Ensure the file name and title are correct Click on Publish

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PowerPoint 2007 Advanced

Setting Web Options
Use the Web Options button in the Publish dialog box to set additional web options:

 

Click on the Web Options button Use the tabs of this dialog box to set the web options (see table below) Click on OK when complete

The following tabs are available: Tab General Description Set the colour of the slide navigation controls that will be used to browse your web presentation. This tab also sets whether slide animation will show on the web, and whether graphics will automatically resize to fit the browser window. Choose the target browser for the web pages - the pages will be optimised for this browser. Also sets whether Portable Network Graphics (PNG) files are allowed as images. Sets whether supporting files such as images and sounds are organised into folders. Also sets whether long file names are used and whether links are updated if the presentation is amended. Sets the monitor size that your presentation will be optimised for. Sets the language code that your presentation will be saved in, dictating the character sets that will be displayed. This defaults to Western European for Windows. Sets the default fonts for standard (proportional) and fixed-width characters on your page. This will not affect any formatted text on your slides, only additional text such as comments and links.

Browsers

Files

Pictures Encoding Fonts

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PowerPoint 2007 Advanced

Setting Alternate Text for Objects
In any browser it is possible to turn off pictures to speed up the loading of a page - it is possible to give images alternate text that will be displayed in this case. Alternate text is also used by screen readers to help visually impaired users see what the image is, and will display when you position the mouse over the image in the web page:

Alternate text can be set for any shape, image, chart or other object:

   

Right-click over the object you wish to set alternate text for Choose Size and Position from the shortcut menu displayed Click on the Alt Text tab By default, the path of the image will display in the Alternative Text box - edit this to show any text you wish to display as alternate text in the browser Click on Close when complete

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PowerPoint 2007 Advanced

Creating Themes
You can customise PowerPoint's default themes to hold your own choice of colours, fonts and effects. To apply a theme to the presentation:

 

Click on the Design ribbon Click on the drop-down arrow of the Themes button and choose the required theme

Themes can be customised if they don't follow the exact format that you require. To change the colours of the theme:

  

Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme To create a new colour scheme, click on the Create New Theme Colours option Type a name for the new colour scheme in the Name box

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PowerPoint 2007 Advanced

Click on the drop-down arrow next to each theme colour and choose a new colour for that element. To enter a custom colour using RGB values, choose More Colours then the Custom tab. Enter the RGB values in the Red, Green and Blue boxes, then click on OK Click on Save when all colours have been entered

To change the fonts of the theme:

     

Click on the drop-down arrow of the Fonts box and choose a font set to use To choose non-standard fonts, choose the Create New Theme Fonts option Type a name for the font set in the Name box Click on the Heading Font drop-down arrow and choose the font to use for headings on your slides Click on the Body Font drop-down arrow and choose the font to use for body text on your slides Click on Save

To change the shape effects of the theme:

 

Click on the drop-down arrow of the Effects box Choose the effects to be applied to inserted objects

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PowerPoint 2007 Advanced

When all theme elements have been changed, save the theme as follows:

  

Click on the drop-down arrow of the Themes button and choose Save Current Theme Enter a name for the theme in the File Name box Themes are stored in the Document Themes subfolder of your AppData folder by default - click on Save to save the theme

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PowerPoint 2007 Advanced

Applying Saved Themes
Themes allow you to format a file in a number of ways.

 By applying a set colour scheme to the presentation  By applying a font combination  By applying formatting options to any drawn lines and shapes
When you apply a theme, it will be applied to all slides in the current presentation, regardless of the slide you are on when you choose the command.

To apply a saved theme to the presentation:

 

Click on the Design ribbon Click on the drop-down arrow of the Themes button

If your saved theme is listed in the Custom section of the All Themes list, click on this now to apply the theme to the presentation:

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PowerPoint 2007 Advanced

  

If your saved theme is not listed, click on the Browse for Themes option Locate the saved theme, then select it in the directory listing Click on Open

The theme will be applied automatically and will now be listed in the Custom section of the theme list for further use.

Setting PowerPoint Options
All PowerPoint options are set in a central place that is accessed as follows:

 

Click on the Office button Click on the PowerPoint Options button

Use the following menu items on the left-hand side of the screen to change options: Menu Popular Proofing Save Advanced Options The most commonly changed options such as your user name and whether the Developer ribbon should display. Spelling and AutoCorrect options The default file format to be used, and whether AutoRecover is enabled More advanced options such as whether the entire word is selected when you drag over text and the number of commands that can be undone. This section also contains options for:

     

Cut, copy and paste settings Display settings such as the number of recent documents that show in the Office menu Slide show options such as whether each show ends with a black slide Printer settings such as background printing and print quality Settings for background saving Feedback and error options

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PowerPoint 2007 Advanced

Menu Customise Add-Ins Trust Centre Resources

Options Customise the Quick Access toolbar by adding and removing buttons Enable add-ins to provide additional functionality to PowerPoint Security and privacy settings Contact Microsoft for updates, diagnostics and activation

Customising the Quick Access Toolbar
You can customise the Quick Access Toolbar by adding any commands from PowerPoint for easy access. You can also add commands no longer available in PowerPoint 2007, that you used in previous versions of PowerPoint. To customise the Quick Access Toolbar:

 

Click on the drop-down arrow at the end of the Quick Access toolbar Choose More Commands

 

Choose the category you wish to see commands from e.g. Popular Commands or Commands not in the Ribbon Scroll down the list of commands to find the one you wish to add to the Quick Access toolbar Select the command you wish to add Click on the Add button

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PowerPoint 2007 Advanced

   

To move the command up - towards the left of the Quick Access toolbar - click on the Up arrow To move the command down - towards the right of the Quick Access toolbar - click on the Down arrow Continue adding commands as required Click on OK when complete

Creating Macros
A macro is a collection of PowerPoint commands that can be run automatically via the ribbon or Quick Access Toolbar. Macros are used to automate tasks and should be used whenever a series of commands will be executed repeatedly over a period of time. Note: Unlike in Word and Excel 2007, you cannot record macros automatically in PowerPoint 2007. Instead,
you need to create them by writing the code in the Visual Basic Editor. We will introduce you to the editor on this page, but won't go into detail of how to code macros as this is beyond the scope of Desktop Mentor.

Showing the Developer Ribbon
In order to work with macros in PowerPoint, you need to enable the advanced settings by showing the Developer ribbon. To do this:      Create a new presentation Click on the Office button, then on the PowerPoint Options button Ensure the Popular option is selected on the left-hand side of the window Check the box to Show the Developer Tab in the Ribbon Click on OK

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PowerPoint 2007 Advanced

Creating Macros
Once the Developer ribbon is showing, you can create macros via this ribbon.

 

Click on the Developer ribbon Click on the Macros button in the Code group

 

Type a name for the macro in the Macro Name box Click on the Create button

The Visual Basic Editor will open, allowing you to add the code to your macro. All commands you wish to run should be inserted between the Sub and End Sub lines on the right-hand side of the screen, with each command on a new line. For example, the following code would add a hyperlink to the selected item on the slide:

When all commands have been added, click on the File menu and choose Close and Return to Microsoft PowerPoint.

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PowerPoint 2007 Advanced

Finding Help on Visual Basic
Visual Basic is a full programming language that you will need to learn to some degree in order to create macros in PowerPoint 2007. Almost every macro command involves manipulating objects. Each element in PowerPoint e.g. a slide, shape or selection is represented by an object in Visual Basic. Objects are controlled by properties and methods.

A property is a characteristic of the object that can be changed in a statement. For example, to change the font of a selection, the font property of the selection object is changed. object.property = value ActiveWindow.Selection.ShapeRange.Height = 20

A method is an action that can be performed on an object. For example, the active document can be closed, therefore closing is the method performed on the active window object. object.method ActiveWindow.Close

Choose Help, Microsoft Visual Basic Help in the Visual Basic Editor to find out more about Visual Basic and the commands you can use to create your macros.

Running Macros
Before a macro is assigned to an action or quick access button, it can be run in the following way:

    

Click on the Developer ribbon Click on the Macros button in the Code group Click on the Macros In drop-down list and choose the location where your macro is stored Choose the required macro name from the list displayed Click on Run

Press [Alt F8] at any time to display the list of macros available to be executed.

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PowerPoint 2007 Advanced

Assigning Macros to the Quick Access Bar
Once a macro has been created, it can be assigned to a button on the Quick Access Toolbar. To run the macro once this has been done, simply click on the toolbar button. To assign a macro to a button on the Quick Access Toolbar:

 

Click on the drop-down arrow at the end of the Quick Access toolbar Choose More Commands

  

Click on the drop-down arrow of the Choose commands from list and choose Macros Choose the macro you wish to add to the toolbar Click on the Add button

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PowerPoint 2007 Advanced

  

To move the command up - towards the left of the Quick Access toolbar - click on the Up arrow To move the command down - towards the right of the Quick Access toolbar - click on the Down arrow To choose a new image for the button on the toolbar, click on macro in the list of commands added to the toolbar, then click on Modify

 

Choose a new symbol for the button Click on OK

Click on OK to return to the presentation when complete

You can now click once on the button on the Quick Access toolbar each time you wish to run the macro.

Assigning Macros to Actions
A macro can be assigned to any object on a slide by adding the macro to an action. The macro will run each time the object is clicked during a slide show.

  

Create and select any object e.g. a shape, image or chart Click on the Insert ribbon Click on the Action button in the Links group

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PowerPoint 2007 Advanced

  

Choose the Run Macro option Click on the drop-down arrow of the Run Macro line and choose the macro to assign to the object Click on OK

Macro Security
A macro virus is a virus stored within a macro in a presentation or template. When you open the presentation and execute the macro, either knowingly or by accident, the virus will be activated and stored in your main PowerPoint template. After this has occurred, each presentation you open is in danger of being infected by the virus - and it is possible for you to transfer the virus to other user's computers by emailing presentations or saving files on shared network drives. For this reason, PowerPoint offers a number of security levels for the treatment of files containing macros. Level Very High High Medium Low Description Unsigned macros are disabled, and signed macros are only enabled if installed in a trusted location Unsigned macros are disabled while signed macros are enabled If the macro is unsigned, the user will be prompted as to whether they wish to enable or disable the macro. Signed macros are automatically enabled All macros, signed or unsigned, are enabled

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PowerPoint 2007 Advanced

To set the level of security you wish to use:

 

Click on the Developer ribbon Click on the Macro Security button in the Code group

 

Choose the macro security setting from the list displayed Click on OK

If you have virus scanning software installed on your computer that is compatible with Office 2007, all macros will be scanned for viruses before they are enabled. For this reason, it is always recommended to work only on a computer that has an active up-to-date virus scanning application.

Inserting Controls
You can add controls to your slide to add form functionality e.g. buttons, text boxes, radio buttons and check boxes. Controls are used to add more functionality and interactivity to a slide show, allowing different options to be set depending on audience or presenter choice.

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PowerPoint 2007 Advanced

To add form elements to a slide:

  

Ensure the Developer ribbon is displayed In the Controls group, click on the button for the item you wish to insert (see table below) Click where the item should appear on the slide

The following controls can be added to the slide: Icon Control Label Description Labels are used to identify the controls on the form - by displaying text that tells the user what to enter into the control. Labels can be positioned anywhere on the slide and moved as required. A text box is used to store any value typed by the user. The value will display in the text box until cleared or edited. Spinners are similar to scroll bars in that they are used to select one of a number of numeric values. The up arrow is clicked to show the next value, while the down arrow is clicked to show the previous value. Buttons are used to perform an action, such as sending a form via email or adding data to a database. You need to create a macro to perform the action, then assign the macro to the button. This will insert a placeholder in which different images can be displayed, either manually by changing the properties of the control, or via a macro. On a form, a scroll bar is used to select one of a number of values. The user will scroll up to select a lower number, or down to select a higher number. They can also drag the scroll bar up or down to move in larger steps. Check boxes are used when a question has a choice of two answers e.g. yes or no, or true or false. The check box can either be ticked or not. If the form has a number of check boxes, any combination may be selected or de-selected. Radio buttons are used to give a choice of options where only one option may be selected. When an option is selected, all others are de-selected. Combo boxes are used to present a set of choices. The choices will only be shown when the arrow is clicked, with the selected option visible at all times. It is also possible for the user to type their own value into the box. List boxes are used to present a set of choices, where all choices are visible. The user will click on their required choice in the list. A toggle button has two states - either on or off - shown when the button is pressed down or not. Click once on the button to turn it on, then again to turn it off.

Text Box

Spinner

Button

Image

Scroll Bar

Check Box

Radio Button

Combo Box

List Box

Toggle Button

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Icon

Control More Controls

Description Displays additional controls e.g. calendars, movie objects, etc.

To edit the text on a label, option button or check box control, right-click over the item and choose the Object command, then the Edit command.

  

Drag the mouse over the default text to select it Type the new text for the control Click away from the control to secure it on the slide

Click on the Slide Show view button to display the slide show and allow the items to be used as form controls.

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Setting Control Properties
Once a form control has been added to the slide, it can be selected for editing by clicking once on the control.

You can resize the control by positioning the mouse over a white handle of the selected object, then dragging to make the object larger or smaller as required.

To set the object properties:

 

Click on the Developer ribbon Click on the Properties button in the Controls group

 

Set a unique name for the control by clicking in the (Name) line and typing a name. This will allow you to refer to the control in a macro if required Set any other properties by clicking on the line you wish to change. If a set value is required e.g. for the width and height of the control, type the new value. If a choice of options is available, click on the drop-down arrow displayed. Choose a value from the choices available for that property. Click away from the object when complete

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