PowerPoint Lesson 4

Expanding on PowerPoint Basics

Microsoft Office 2010

Introductory

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 Objectives

 Integrate PowerPoint with other Office

programs.
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 Create new slide masters.

 Create Action buttons.
 Insert comments and work collaboratively
with others.
 Create custom slide shows, organize slides
into sections, and hide slides for specific
audiences.
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 Objectives (continued)

 Rehearse timings, set up a slide show, and

use on-screen annotation tools.
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 Send a presentation using email, package a

presentation for CD, and broadcast a
presentation option.
 Save a presentation as a video.

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 Vocabulary
 Action button  guidelines
 comment  import
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 custom show  link

 destination file  linked object
 Document Inspector  Package for CD
 document properties  Presenter view
 embed  Snap to
 Format Painter  source file
 grid
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 Integrating PowerPoint with Other
Office Programs

 You can insert objects and link or embed text

or data from other programs into slides.
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 You can import text from Word to create a

new presentation or add slides to an existing
presentation. Import means to bring a file or
part of a file into the presentation.
 A Word outline is the easiest kind of
document to import because it is formatted
with styles.
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 Integrating PowerPoint with Other
Office Programs (continued)

 The Office theme is applied to the slides in

the presentation by default.
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 The presentation file is the destination file.

 The source file is where you have the text or
data to bring into the presentation.
 When you move data among applications,
Microsoft Office changes the format of the
data so it can be used in the destination file.
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 Integrating PowerPoint with Other
Office Programs (continued)
 The Paste Special command has several
options that provide flexibility in how data is
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copied from a source file to a destination file.

 To make changes to a file embedded in a
PowerPoint presentation, double-click the
data you want to edit.

Paste Options buttons

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 Integrating PowerPoint with Other
Office Programs (continued)
 Paste Special options
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 Integrating PowerPoint with Other
Office Programs (continued)

 There are different methods for reusing

slides. You can copy and paste slides
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between presentations or use a Slide Library

to store favorite slides.
 You can save a presentation as a Word
document to use as a handout, or create
other documents using the text and slides
from the presentation.

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 Creating New Masters

 PowerPoint allows you to apply more than

one slide master to a presentation.
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– This is useful if your presentation contains slides

with more than one theme.
– This saves time as you are create presentations,
because you can choose which master to apply
to each slide.

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 Creating New Layout Masters

 PowerPoint allows you to create a new layout

master for any slide master.
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 When you click the New Slide button, you are

presented with a series of layouts for that
slide master.
 PowerPoint allows you to create a custom
slide layout and then add the placeholders as
needed.

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 Formatting Text and Objects

 Formatting allows you to change colors,

fonts, and effects in both text and objects.
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 You can replace a font throughout your

presentation to another font.
 If you format an object with certain attributes,
and then want to format another object the
same way, use the Format Painter.

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 Using the Grid, Guides, and Rulers
to Align Objects

 Use the grid, guidelines, and ruler in

concert to place objects on a slide.
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 To align a text box or picture, you can display

the grid and guidelines on the slide pane; the
ruler identifies the exact placement on the
slide.
 The Snap to option "Snap objects to grid"
moves an object to the closest intersection of
the grid on a slide.
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 Using the Grid, Guides, and Rulers
to Align Objects (continued)
 Using the gridlines, guides, and ruler
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 Inserting Comments

 You can insert, review, and edit comments

on slides.
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 Each user's comment will have a different

color or initial.
 The Compare tool makes it possible to see
which changes have been made by each
contributor and create one presentation file
that includes all the changes.

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 Delivering a Presentation

 To start a slide show, click the Slide Show

button on the status bar.
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 If your presentation has a lot of slides, you

can break the presentation into sections. The
Section menu includes options to rename,
collapse, expand, and remove sections.
 A custom show is a way to limit the slides in
any slide show for a particular audience.

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 Delivering a Presentation
(continued)
 Adding sections
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 Delivering a Presentation
(continued)

 Use on-Screen tools: Click the Menu button

and a Slide show menu is displayed.
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– Click the mouse to advance slide.

– Use the Previous or Next button to display the
slide before or after the current one.
– To go to another slide, choose Go to Slide from
the menu.
– To exit.

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 Delivering a Presentation
(continued)

 When inserted on a slide, Action buttons

enable you to jump from slide to slide.
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 If you need to limit the number of slides, you

can quickly hide slides.
 As you are presenting a slide show, you can
use the on-screen annotation tools to
emphasize text or graphics.

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 Setting Up a Slide Show

 There are several options for delivering a

presentation:
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– A presentation can be set up to be self-running.

– You can broadcast a presentation using a browser
over the Internet.
– The most common method is to run a
presentation with a speaker who directs the show.

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 Setting Up a Slide Show (continued)
 Understanding Set Up Show
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 Setting Up a Slide Show (continued)

 Presenter view offers a way for you to view

your presentation with speaker notes on one
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computer screen, while an audience views

the presentation without viewing the speaker
notes on another computer screen.
 PowerPoint can automatically advance the
slides in your presentation at preset time
intervals.

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 Inspecting a Document and Viewing
Document Properties

 Before you send a presentation, inspect it for

personal information using the Document
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Inspector.
 The Document Properties Panel stores
information about the document called the
document properties.
 If you are not using your own computer, you
can embed fonts into your presentation.

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 Using Package Presentation for CD and
Copying Presentations to Folders

 If you are giving your presentation on

another computer, you can use Package for
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CD to compact all your presentation files into

a single, compressed file that fits on a CD.
 If the computer on which you are giving your
presentation does not have PowerPoint
installed, you can download a PowerPoint
Viewer.

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 Sending a Presentation via E-mail

 You can send a presentation as an e-mail

attachment or e-mail it to a recipient for
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review.
 If you click Send as Attachment, if you have
the Outlook e-mail program installed on your
computer, a new blank message will open
with the presentation attached.

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 Setting Up the Pages

 You can alter the output format of your

presentation by working in the Page Setup
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dialog box.
 You can change the orientation of your slides
or notes, handouts, and outline.
 Before you print or share a presentation, you
should check spelling, review the design of
each slide, and run the show to check
timings.
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 Summary

In this lesson, you learned:

 To embed or link data from other applications such as
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Microsoft Excel and Microsoft Word into PowerPoint

presentations. Embedded information can be edited
using the original application. To make changes to an
embedded object, double-click on it to open the
application that created it. Changes made when
editing are reflected in the destination file.

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 Summary (continued)
 Text can be imported from Word to create a new
presentation or add slides. It is easiest for PowerPoint
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to convert the text to slides when the Word document is

in outline form.
 Slides can be copied and pasted from one presentation
to another. You can also use a Slide Library to store
favorite slides that you want to reuse again and again.
You can also save a presentation as a Word document
to use as a handout, or create other documents using
the text and slides from the presentation.
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 Summary (continued)
 To apply multiple slide masters to a presentation. This
can help you save time if you are creating a
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presentation containing slides with more than one

theme or any other features that are controlled by the
slide master.
 PowerPoint allows you to create a new layout master
for any theme or slide master. You can also create
custom slide layouts and then add the placeholders as
needed.

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 Summary (continued)
 To replace fonts throughout an entire presentation, use
the Replace Font dialog box.
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 To copy the formatting of an object or text by clicking

the Format Painter button. Use the Format Painter to
apply the same format to another object or text.
 To align a text box or picture, you can add grid lines,
the ruler, and guides to slides.
 Comments can be inserted in a slide for others to see.
You can use the Compare feature to work
collaboratively with others.
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 Summary (continued)
 A custom show can be created to limit the slides
displayed in any slide show for particular audiences.
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You can hide slides for certain audiences.

 Action buttons are the buttons inserted on a slide that
enable you to jump from slide to slide, even to slides in
another slide show, or to other documents.

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 Summary (continued)
 When presenting a slide show, you can use on-screen
annotation tools to emphasize specific text or graphics
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on a slide. The Pen, and Highlighter tools allow you to

write or highlight features on the screen. The Eraser
tool erases any ink it touches, and Erase All Ink on
Slide deletes all ink marks.
 A presentation can be set up to be self-running, so that
it automatically advances the slides at preset time
intervals.

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 Summary (continued)
 To inspect a presentation for personal information or
anything that you might not want to “travel” with the
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presentation file, using the Document Inspector.

 If you are giving your presentation on another
computer, you can use Package for CD to compact all
your presentation files into a single, compressed file
that fits on a CD. You can then unpack the files when
you reach your destination computer.

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 Summary (continued)
 PowerPoint helps you easily broadcast a presentation
for remote users to view on the Internet.
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 To send a presentation as an e-mail attachment to a

recipient for review.
 To alter a presentation’s output format depending on
the target audience.

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