Creating a Presentation in Microsoft Office Powerpoint 2007 for Windows

introduction The Visua l QuickProject Guide that you hold in your hands offers a unique way to learn about new technologies. Instead of drowning you in theoretical possi­ bilities and lengthy explanations, this Visual QuickProject Guide uses big , co lo r illustrations coupled with clear, concise step- by-step instructions to show you how to complete one specific project in a matter of hours. Our project in this book is to create a compelling and colorful presentation using Microsoft PowerPoint 2007 for Windows. This is the latest version, and the user interface has changed quite a bit from previous versions of PowerPoint. In some ways, it's like learning a whole new program. We will create a fundraising presentation for a real non-profit organization, Access Healdsburg, which is a community television station located in Sonoma County, California . But because the presentation showcases all the basic tech­ niques, you'll be able to use what you learn to create your own presentations, whether it be a talk for your annual sales meeting , a lecture for a class you're teach­ 'MI ing, or a slide show Funding Sources for you r depa rtment -"Ma< , detailing your latest work. I

., .

u a.nulq. .In(! broad(d~ ,~~~ 10 Hul~bOJfq

e

H.qh School swdents and

faculty A.H rv Tra ining allenges • EqUIpment funding • Studta A expansion • Remote package and vehicle • AdditIonal channel capadty

• Staff funding L Administrative aSSj"stant

2. Additional Instructor 3. Broadcast scheduler

Create colorful, attractive diagrams with SmartArt to illustrate your message.

Add Speaker Notes to help keep your presentation on track when you give it.

,";­

Apply slide transitions to give your presentation movement and add visual interest.

Add photographs or other images.

_ 1 ~ .Eo :::11 • .~

~~

1

tHe Sound;

Fast

.. ..JAooIITo';lI

; Advance Slide J

On Moun Cllet

,J

AUlomatlcaRy I\ntr 00:42

' r"nl.rtlon lo This SRd t

. ~~' .""iiI :Y.l",''! :I :''' ~~M"'" · ·~' t:c:;G~ i =-:' .::"-'':J')

" ~ : "'''' '' ~';

· ~ , ~·~ e:JI_

.. ~~~="!lOM2'''

IIiJ .....

I

I

, I

,

HUSD Partnership

~'. .-

,. ~.=..:;; ~.:

lJ

• 13" lV mon itOl' • Pow ere d audio moni tor spea ker;

l \. - - ,- .. . .. - - - - -, .

Click to add notes

Scroll through and review the slides in your presentation.

Change the look and style of te xt on your slides .

how this book w orks

The ti t le of each - + section explains what is covered on that page. Important - - - - ' terms and Web site addresses are shown in orange,

set slide transitions Transitions between slides can enhance your presentation's message and add visual interest to your show. You can add transitions to one or more slides at one time in either the Normal or Slide Sorter View (though I find it's usually easier to use Slide Sorter View). PowerPoint includes dozens of transition effects to choose from, ranging from subtle to the polar opposite of subtle. With slide transitions, as wi t;\1 any animation in PowerPoint, you should live by the principle "less is more" when choosing transitions, because the flashier they are, the more quickly your audience will become tired of them.

D

Switch to Slide Sorter View to begin setting the transition; click the Slide Show View button at the bottom of the Power Point window, or choose View> Slide Sorter.

El

Select the slides to which you want to apply th'e transitions To select multiple slides, click the first slide, hold down the Shift key, and click the last slide. Those slides and all slides in between are selected.

Num bered steps --+-- El Click the Animations tab on This Slide group: expla i n actions to perform in a specific order,

O I

Transition sound

~ ;;Il ~ .:IJ ~ . '

Transition Gallery

82

~u:51iMk

[J:joSound!

>jI".." ...,_.. •••

.

·I'·~\""~. . .

More button

Transition speed

. \ I

~ lf_n,.JCIn~

i.,., 'pp" I...

I

Captions explain what you're doing and why, They also pOint to items of interest,

the Ribbon . Let 's look at the Transition to

.

,

"",-.a"

"".......'"

AnN.

(I'"''

Applies transition effect to all slides

make it move

The extra bits section at the end of each chapter contains additional tips and tricks that you might like to know- but that aren't absolutely necessary for creating the presentation.

i--~--------·

extra bits

choose a theme .. ,. - - - - , In t he Ofhce 2007 program•• lhemes control the look of the enUre docume nl. When you ch ange a theme., a new ser of col· ors, fonts, and effects are appllC!'d

throug hou t the document. SOme­ times. lhis can surprise you. For e)(a mp ~, when you change from one t"erne to another, the co lor and style o f charts will change. and t he same gO
The heading for each group of tips matches the section title.

the Design tab of the Ribbon.

soft Office On li ne. at http:// oftice.microsoh:.(omfle rnp latesj.

choose a theme

W hen you pi ck a theme, Pow erPo int applie s it to all of th e slides in 1he present ati on, so that they w ill have a co nsistent look. 13egin adding a theme by di splayin g one of the presentati on 's slide s in N o rmal V iew . A ny slide w ill do, but I usually use one of the slid es th at co ntai ns a title and bulleted t ext, because th ose are th e most co mmon in prese nt at ions. (I! - ----==--;:::= = == = TO_O!>= .

r

- - --

- -- - - - '

I

~

I

Type the name you want in the File name box, then click the Save button .

extra bits

anatomy of a slide p.7

save the presentation p.8

• Not shown on page 3 are a slide's header or footer . You can have one or both of these on each slide. Headers (at the top of each slide) and footers (at the bot­ tom) can contain slide numbers, the date and time, a copyright notice, or any other information you want to include.

• Save all ofthe files used in the project in a single folder you cre­ ate inside your My Documents folder. That way, everything you need for the presentation is in one place. • The Office 2007 programs, by default, use new file formats that are not compatible with previous ve rsions of Microsoft Office for Windows or Macintosh. You can tell the difference between the new file format and the old one by the file extension. The new one for PowerPoint is .pptx, and the old one that is compatible with PowerPoint 97-2003 for Windows and PowerPoint 98­ 2004 for Mac is .ppt. If you need to share your PowerPoint 2007 files with friends who haven't upgraded , you can choose the older format from the Save as type pop-up menu in the Save As dialog. By doing so, you may lose some aspects of your presenta­ tion, because the older programs can't accept some of the new features in PowerPoint 2007. Microsoft is also making file format converters available for older versions on both Mac and Windows, so that they can read the newer format.

write your presentation 2.

Now that you've created your presentation file, you need to write the pre­ sentation. And the best place to write the presentation is not on the slides, but in PowerPoint's Outline View. Now, it's possible that, like many of us, you were scared off of outlines by your sixth grade teacher. You should recon­ sider, because Outline View is PowerPoint's secret weapon for making better presentations. When you write in the outline, you can focus on the content of your presentation, rather than getting distracted by the look of the presenta­ tion. Text that you write in the Outline pane will also appear on your slides, and vice versa. We've all seen PowerPoint presentations where the presenter spent more time on the appearance than the message. But that's a backwards approach, because your message is the most important part of your presentation . PowerPoint's big­ gest trap is seducing you with flashy pictures, distracting you from your message. By writing the presentation in the outline before you even consider the look, you'll avoid that pitfall-and you'll be way ahead of most other presenters . ~ , What is AHTV? j :: AirIng on Com Info,.1 VldtO but"'""" bo ard on Channel 27

=PI

ScnCfllO (OUIlI Y Super ... i ~ ()r ~

.. ~ Studio Facilities :: M..dlo 1: .. rJ... rg

~''' C D

'0.

HS

,..~.Ifti, (ano!ro

pt odua~. Y\1T1 Ct'ov Slides > Layout.

- --- ~ layout ..

o

~ Resct

New Slide " ~ Delete

Slide's

A pop-up menu appears with the slide layouts.

Theme name

•

rrtle

Slid~

Title and Content

~

Sedion Headt'r

hrl~~

EG ~ u

-0 Two Content

Blank

Comparison

[;": -IJ -r··· · · .t · · ~ ..,.· ··.

Title On ly

[D .c":'. .l

~, .'_ .. .. ~ L._.......,...... ~

Content with Caption

Pidurewith Caption

The slide layouts that are avail­ able in the presentation's theme (you'll find out more about themes in Chapter 4) appear in the menu, labelled with the layout type. The thumbnails also give you a pre­ view of what the layout looks like, in terms of the background and arrangement of text and content boxes on the layout.



As you browse through the slide layouts, you can see how a slide will look with that layout applied by selecting the slide you want in the Normal View pane (this displays it full size in the Slide pane), then clicking on the thumb­ nail of a layout . The slide will change to the new layout, reformatting the slide's text if necessary.

-\ Editing Facilities • T hree editing

bays , eac h

equipped wit h :

. Pow er Mac G5 (2. 0

GH z DP)

. Apple Cinem a

Disp lay

, Choice of Fi nal Cut

Pro, Fi nal Cut

Express or i Movi e

13 " TV m o nit or

, Pow ered audi o mon it or speak er s

find images

Images you use in your presentations can come from many possible sources : digital pictures you take yourself; scanned photographs or drawings; stock photography that you purchase online; or clip art.

rl ;'

ail Some clip art comes with Microsoft Office. You can find it by choosing ~ 0 Insert> Illustrations> Clip Art. ----+.t:!i£ct~re:..L l u!! Clip

I

~~)

I

U Photo S·hapes

Art ~A.lbum ..

sm~~rt

..

lIIurtrations

.... x

Clip A.rt

Search for:

VideO

IAilcollections Results should be:

IAll media~l~t)·;

s

IiI Organize dips ...

l:.» Clip art on Office OnIine i} TipS

fur finding dips

G B

The Clip Art pane of the Task Pane opens. Search the clip art by entering a word in the Sea rch for field, then click Go.

Chart

You'll add images to your slides in Chapter 6 . For now, look through the available images in the clip art collections to find images that you may want to use. If you're not happy with the selection of clip art that comes with the pro­ gram, there's a lot more available for free at Microsoft Office Online, at http ://office.M ic ro soft. comic Ii pa rt/ . ~ Clip Art and Media Ho mepage - Microso ft OHice Onlinc ~ Windows Internet E>:plorer

fvlore tha n 150.000 free images and sound s

Providers .. Able.:i.to& ,{(){JI r.f'IotllS ,.

~ !Lon

Gel rpartv 10 1 a

F,').:.tor y

•

qj(~al

YelIr

!J!.to dp art lO· enhsite

I[

Scr"""TQ...

· ,~ ~a~~~_~ n__·_d~t:_~~ u. _ _ ,' ~__ ~ ~. ' _ _ _ _ _ _~ Slid e Titles i.. · 1. Access Healdsburg j•..

2. What is AHTV? Broadcast Faciitie5

How You C a n Help

:. 3. j.. . 4 . l'" 5. : 6.

~

Create !':le"

Dowment

Studio Faciities Field Production Editilg Fadities 1 7. HUSO Partnership i B. AHlV Trainn g Cent er i.... 9. Funding Sources

j...

[

El

In the scrolling list, choose the slide that you want to jump to . A preview will appear on the right side of the dialog.

ID

Click 01 Crop . Crop handles appear at the picture's edges.

/

\

Drag any of the handles to crop out unwanted portions. Click anywhere off the image to lock in the change .

Placing a frame around an image sets it off from the rest of the slide, and makes it stand out. PowerPoint has 28 preset frame styles, or you can create your own with the controls in the Picture Styles group. Alllimabons

Slid~ Show

[I AI

~

Review

Virw

Add-Ins

•

I

Fontal

"'"".......

~ PidlrJe Border·

-/_~ Pidur-les~~~ e StY\ __ Pidure_ Efferts ~ Click one of the preset frame styles.

Click the More button to see a gallery of all frame presets.

To apply a frame to an image, first select the image, then click one of the frame presets in the Picture Styles group . Click the More button to pop up the gallery of all the frame choices. As you hover over a preset with the mouse pointer, the frame effect is applied to the image as a preview. Click the preset you want to use to lock it in. You're not limited to the preset choices, how­ ever. After you pick a preset that is closest to what you wa nt, use the Picture Shape, Picture Border, and Picture Effects pop-up menus in the Picture Styles group to further modify the frame to fit the style of your presentation.

add clip art

Another way to add images to your presentation is by using clip art, graph­ ics that Microsoft provides to spice up your presentations. These are availabJe in the Clip Organizer. First, display the slide that you want the image on. If it doesn't already have a sl ide layout with a placeholder ready to accept the image, apply such a layout using the instructions in Chapter 4 . Click the Insert Clip Art icon in the Content box. SearcHor: The Clip Art task pane appears, which contains !money the Clip Organizer. Type a search term into the ~~~ch!. .i-n:---=::::r-l::::i~.LL- Search for text field and click the Go button. The sear IAlICDllections first time you do this, PowerPoint will pop up a Resultsshoutdbe: . dialog asking you if you want to include search results from Microsoft's huge online repository of All media file types ... clip art. Assuming you have an always-on Internet connection, click Yes; you'll get a better, more diverse range of results.

CfipArt

•

x

B

~ B~ ~

Iil

Organize dips ...

C!~

Clip art on Office Online

~ "Tips for finding dips

Scroll through the search results until you find the one that you want. When you find the clip art that you like, double-click it. The clip art appears on your slide. If needed, you can resize it, or make any of the other image modifications discussed in this chapter.

AHTV Membership • An n u a l me b erships . Student or senior- $15 . Adutf - $20

add WordArt

You might want to add a bit more flash to headline or caption text on your slides . As a fancier alternative to the regular text tools in the Font group on the Home tab, consider formatting with WordArt instead. WordArt is text that already has a variety of special effects applied to it. For example, let's say that you wanted to wrap some text around a logo; WordArt can do that and much more . Here, it has also produced the colored and outlined text. Begin by displaying the slide where you want the WordArt. Click Insert> WordArt, which pops up a gallery with style samples matched by color to your presentation's design. Choose a style, and a text box with sample text appears on the slide, with the text selected. Type your text. Chances are you won't like the default WordArt font, so select the text and right-click to bring up the contextual formatting toolbar. Use this to make changes in the text's font, size, and style. For more extensive changes to the look of the WordArt, use the Drawing Tools> Format contex­ tual tab, which appears whenever WordArt is selected. The Text Effects menu in the WordArt Styles group gives you an almost endless range of customizations, including 3-D rotations and transformations that distort the shape of the text (that's how I - got the text wrapped around the logo above) . As you choose your effects, PowerPoint shows you a live preview, as shown here.

• - - - -:0=

•

Q-- -- - ---- -O -- ---- - -- ~

~ undralsinsH co

6- - - - - -- -

,

,

cr-----------9

- -0 - - - - - - - - -

IRoctwet l , l54 -j K A' B I ~ • § .A '

-

-

~ , ~, 4l:'

.r-

t~ := • , .­

.12o'l _ _""_ ' ~Off(b ·

-

abcde :'Iocdc abCdo "bedel

use the drawing tools If you're the kind of person who can't draw a straight line, much less a circle or an octagon, then PowerPoint's drawing tools are for you. PowerPoint offers tools on the Insert tab with many ready-made shapes that can be drawn easily onto your slides. These shapes include lines, arrows, stars, flowchart symbols, callout boxes, and more. A d. ~

es SmaItArt Chart

•

I f1,. p erill1:

I

Actlo ~

I "To1 _ .-l. Bo~.

RlanIIy !ked SI:Npe5

~ ""''\. DOD6 LL. C:>{).C3 ~ "\f\.{} *

­

. ... ""''\.'\.LL.L.(l.(.f\. I3 ~

~~=---~-----

DDDO O DDDD Ia5ic SIYpes

Choose Insert> Shapes, then click the shape that you want from the pop-up menu. As you can see, the shapes are broken into categories in the menu. The cursor becomes a cross. Cl ick and d rag on the si ide to d raw the sha pe object as large as you wish. Here, I'm using a Cloud callout shape, which serves as a thought bubble for a photo.

~o 6~DQ. Equation SIYpes

cQ-=t&,*,l!!!I~ fkMdurt

DOoOD[JDeJilc:>Oc]'VO CJ O t:l®EBX~6\7GDQf:3

(])O

001--*0 00®®®®®all ~£QJftj'l.ITP~~ ~

o Cl p.N

,.0

c!=l ,£ ;I:" Q-= /- , r=c~ ....

•

o

Position the drawn shape where you want it, and resize it as needed. By default, PowerPoint gives the shape a colored fill, which isn't what we want for a thought balloon. Here's how to change that. When the shape is selected, the Drawing Tools contextual tab appears in the Ribbon, with a Format tab beneath it. Click the Format tab to display the tools.

I n the Shape Styles group, choose the style you want for your shape from the gallery. To see more styles, click the More button.

Shape Effects · Shape Styles

For the thought bubble, I chose a style with a colored outline, but no colored fill. Next, I wanted to make the shape pop a bit more, so I added an inner shadow from the Shape Effects menu. To add text inside the shape, right-click and choose Edit Text from the contextual menu. An insertion point appears in the center of the shape. Type your text, then format it as you want (font, size, and so on) by selecting the text, right-clicking, and using the style controls in the contextual formatting tool bar.

add sound files

Usually, there's no quicker way to annoy your audience than by adding sounds to your slides. It's a big tip-off of novice PowerPo intjockeys. But there are cer­ tainly valid reasons for using sounds in presentations. For example, a presenta­ tion about music might use brief clips, or anthropologists could include snippets of a language they are studying. To use a sound , you'll need the sound files to be on your hard disk in a format that your computer can play. Choose Insert > Sound . The Insert Sounddialog appears. Navigate to the sound file you want, select it, and click Open. PowerPoint asks if you want the sound to start automatically when you switch to the slide, or only when you click a button on the slide. Make your choice.

t,1ic,rosoft Office PowerPOOilt

~

do you want the so.n:I to sllrt i1 the slde sho.,,?

Shaw ~»

I

Sound icon The sound icon appears on the sl ide (it's not visi ble to the audience during the presentation). Move it to where you want it. To pre­ view the sound, double-click the sound icon. During the presentation, you will need to click the icon to play the sound, unless you previously told PowerPoint to start the sound automatically .

• Bengal tiger - recorded 9/03

use video clips

Video clips can be very effective in a presentation. You could include a video quote from your product manager, or show a brief tutorial. In the presenta­ tion for Access Healdsburg , I used a video clip to take audiences on a tour of the television station's stud ios. Video clips must be on your hard disk in a format that your computer can play. Choose Insert> Movie. The Insert Movie dialog appears . Navigate to the movie file you want, select it, and click Open. PowerPoint asks if you want the movie to start automatically when you switch to the slide, or only when you click the movie. Decide which you want. The movie appears on your slide . You might have to reposition and resize it. To play the movie to preview it, select it, and the Movie Tools> Options contextual tab appears on the Ribbon. Click Preview in the Play group. You can also double-click the movie to start the preview; clicking it again stops playback. When you give the presentation, click the movie to play it, unless you told Pow­ erPoint to automatically play it when you switched to the slide. You can apply further controls over playback with the choices in the Movie Options group. AHTV Presentation.pptx - Microsoft PowerPoint

~

I.,:Pr tw

I

I

Jru~rt

Dflilln

[!b PIlI)' LIOI'i... [

Ani_jaM ill.n Oi(k.d·

RO'Iiew

View

Preview button

~~~

OplJons

Front · lE> Alilln •

SelKlion Opbanl

Movie Tools

Fonnat

Rowind Movie /Jt., Pla,;ng

[l PI..,. Full Sa..n

rMI

Picture Tools Itdd-tns Bring to

loop UnW Stopped

~

Hid. Outing ShOW

S~~~~."~

Sllllf> Stlow

r;

Pan~ An1lll9~

~

RDlat ~ ·

f

Hfight: i5" L..._ _~

add SmartArt

PowerPoint lets you easily add diagrams, called SmartArt, to your slides. You have your choice of converting bulleted text into a SmartArt diagram, or simply inserting SmartArt into a slide and adding text to it. In this example, I've converted a bulleted list into a radial Funding Sourc. s diagram to show the funding sources for 0------------- ----- 0----- -------------1 Access Healdsburg. Of course, you should :. AH!TV I , I customize the diagram for your needs. : -domcast : Start by typing a bulletedlist, then click : - City of Heald sburg , ,: 6 -M embers I ~ anywhere in the list to select it. In the , - County of Sonoma ,, Paragraph group of the Home tab, click -Fundraising the Convert to SmartArt Graphic button. ,, ,

I

I I

,

I

,

---------- -- ------ o-- -- -- -- - ----- -- --~

Para9rct~h

fi

A gallery will appear, and if you like one of the choices, choose it. To see all the choices, choose More SmartArt Graphics from the bottom of the gallery. The Choose a SmartArt Graphic dialog appears. This dialog has seven categories of diagrams. Some catego­ r;: Ch== oo",,=S==G,a,= ""'rtAA Phi:c :::;::::=======::,:::::::::====r=======::::; ries, such as List, are great .-. I . \ at spicing up a bulleted 11 P,, " list, while others, such as - I ' Hierarchy, are perfect for organizational cha rts . The funding diagram I used is idU Jl acvde. htk'!eo( l evel l I in the Cycle category. corraoondt Che cen1r. thepe,

- ----

--

-...-. o

t.fsetDflYJWh!rea~mlllanllal

~

leXt

~

. . . . ,. ,.. ._"-.'-'-" I

.nd iUlCYtt ZtotCOl'T~ to IhI &cl(t doa not appc• • but r' - ' evlilbfe 'f you mitch llyoub.

~ 1 c-d· 1

Select the SmartArt graphic you want; when you select it, an explanation of the graphic type appears at the right of the dialog. Click 01 SmartArt, then choose the style you want from the resulting Choose a SmartArt Graphic dialog.

Funding Sources

Text list ­ .....-

• Comcast

• oty of He.ldsburg • Members

• CDunty 01 Sooom. • Fundralslng

add charts

Many slide presentations include a set of numbers of some kind-for example, projected fundraising for next year, or a look back at last year's budget versus actual numbers. It's difficult for an audience to understand long columns of numbers, especially in the short time they would be on the screen during your presentation. A chart offers a much better way to let people quickly grasp the relationship between numbers and helps them spot trends. To add a chart to one of your slides, start by click­ ing the 1nsert Cha rt button in the Content box on one of your slides. The Insert Chart dialog appears, with a list of chart types. Click to select the type you wa nt to use, then click 01 Slide Sorter.

El

Select the slides to which you want to apply the transitions. To select multiple slides, click the first slide, hold down the Shift key, and click the last slide. Those slides and all slides in between are selected.

El

Click the Animations tab on the Ribbon. Let's look at the Transition to This Slide group: Transition sound

g

1- - - ­ Transition Gallery More button

Applies transition effect to all slides

D

Choose a transition effect from the Transition Gallery, which applies the effect. As usua I with ga Ileries, you'll see a preview of the effect on the si ide as you hover your mouse over effect thumbnails in the gallery. To expand the gallery and see more effects, click the gallery's More button. No T~nsition

o

Selected transition --rn~H:r«•• t.1

mChoose the speed of the transition by selec~ing it from the Transition Speed pop-up menu. Your choices are Slow, Medium, and Fast. mIf you want, choose a sound from the Transition Sound pop-up menu. This sound will play between each of the selected slides. Use this sparingly; many audiences hate sound effects in presentations.

D

By default, the transition you chose is applied only to the slides you selected in Step 2. Click the Apply To All button to add the transition to the enti re presentation.

set slide effects

You've seen slide effects in most presentations; these are the effects that are responsible for titles, bulleted text, charts, or diagrams that fade, wipe, or ani­ mate onto the screen when the presenter clicks the mouse button. PowerPoint for Windows has two ways to apply animation to objects on your slides. The first way is to use animation schemes, which are preset animations that are easy to apply. The other way is to create a custom animation , where you're in complete control of each of the elements on the slide. To apply an animation scheme, first switch to Normal View, then display the slide to which you want to apply the animation scheme. Next, click the Animations tab on the Ribbon. On your slide, click and select the object you want to animate. Then make a choice from the Animate pop-up menu in the Animations group on the Ribbon, which may have a different appearance than shown here, depending on what you have selected. The Slide pane shows you a live preview of the animation as you hover over each choice. To play the preview again, just move the mouse to another menu choice, then back to your original one. When you're happy with the effect, choose it from the menu. In the menu, All At Once makes the entire selected object appear on the slide. By 1 st Level Paragraphs applies the effect a bulleted group at a time. For example, in this picture, the first group and its subtopics will appear first, then the second group and its subtopics will appear.

First group

Second group

-[ -{

* Five student sta tions

_ eMac, 1 GHz

_ Choic e of Final Cut ExpresS' Of iMov ie

*Instructorstation

_ Power Mac G5 - Apple Cinem a Display

. Sony 54" television

I

add custom animation Sometimes animation schemes don't really do the trick; you need more control over moving items on or off the screen, or you want to apply an animated effect to a particular part of the slide. For example, in the Access Healdsburg presenta­ tion, the Funding Sources slide contains a diagram that can be enhanced with a little animation. PowerPoint 2007 has a terrific custom animation capability . I've begun with one of the Cycle SmartArt diagrams (see Chapter 6 for more about SmartArt). Because I'm going to talk about each of the funding sources, I'll build up the diagram a bubble at a time, starting with the green center bubble (which will appear on the screen first), then adding each of the source bubbles, beginning at the top and moving clockwise. Each bubble will appear after I click the mouse. Custom Animttion

1,* Add Effect ·1l'"

Begin by choosing Animations > Custom Animation, which opens the Custom Animation Task Pane.

On the slide, select the first element you want to animate; I chose the center bubble in the diagram.

)(

R~

Modif}' effe:

(

S\lee'l'

I

[·1

H

--

~r iJ(I element of the side,

Animation list

.

-­

­

-

then Publish> Package for CD. In the result­ ing dialog, if you don't like the default name of PresentationCD, you can change it.

Package for CD Copy presentations ID a CD that will play on computers running Microsoft WIndows 2000 or later, even without PowerPoint.

~me the co: ~ I ~I!!I!!C==:=J Ales ID be copied: - - - - -- - -- - ­

[ Add Files. ..

AHTV Presentation.ppt

You're not limited to copying only one presentation file to the package; if you want to add additional presentations, click the Add Files button, then use the resulting Add Files dialog to choose the presentation files.

I

Linked files and the PowerPoint Viewer are [ Qplions... induded by default. To mange this, dick Options.

[ Copy ID folder...

I

I CopylDg) I

Close

By default, the PowerPoint Viewer and linked external files will be included in the package, and all of the presentations in the package will play automatically when the CD is inserted . To change this, click Options.

If you don't want to include the PowerPoint Viewer, choose Archive Package, rather than the default Viewer Package choice. If you want to change how the presentations play in the viewer, select one of the choices in the pop-up menu. If you don't want to include linked files or embed fonts in the pack­ age, clea r those checkboxes. Finally, you can optionally enter passwords that will be required to either open or mod ify the presen­ tation files included in the pack­ age. When you're done setting options, click 01(. You will return to the Package for CD dialog .

Options Package

type - -- - -- -- - -- -­

Select how presentations

will play in the viewer:

Play aY presentations automaticaly in the speafied order

•

Archive Package (do not update file furmats) Include these files - -- - -- -- - -- ­ (These files will not display in the Fdes to be copied list)

o

bird<ed files

El ~mbedded TrueType funts

Enhance security and privacy - -- - -- -- ­ Password to QPefl each presentation : Password to !!!odify each presentation: El lnspect prer.,entations fur inappropriate or private infurmation

I[

OK

Cancel

:;!elect how presentations wiI play in the viewer: Play all presentations automatically in the

speaRed order

::Jl

Play only the first presentation automatically let the user select which presentation to vie.... Don·t a the CD automaticall

To burn the package to a CD, click Copy to CD . If there isn't a CD already in the drive, PowerPoint will ask you to insert a blank CD. Do so, then click the Retry button. The CD will be burned. PowerPoint will ask if you want to make addi­ tional CDs. Make your selection. . To save the package as a folder on your hard drive (which you can copy to a networked server, or even burn to a CD later), click Copy to Folder in the Package for CD dialog. I n the resulting dialog, give the folder ____ Copy to Folder l TL~ a name and browse to the loca~ anewfolderwithanameandlocationyouspedfy, tion on your hard drive where you Folder name: I wa nt to save it, bocation: I C: VJsers\Tom'4)oClJlTlents\ I '[-!¥-ow-se-,-,,--' OK

) [

CNlcB

save as a web site

You can make your presentation available to the widest audience by convert­ ing it into a Web site and placing it on a Web server, either on the Internet or on your company's intranet. The presentation will be readable in one form or another by anyone with a Web browser on any major computing platform (Windows, Mac, Linux, and others). Unfortunately, Microsoft adds propri­ etary code to the Web page that makes the presentation look best in Internet Explorer. If you need to have the presentation appear exactly as it does on screen, consider saving it as a PDF file, as discussed later in this chapter. Presentations turned into Web sites resemble Normal View, with the outline on the left, a large area for the slide, and a space for Speaker Notes. Slide outline

Current slide

Speaker Notes

Three Sony high-definition cameras Video Toaster system for control, switching, and titles Portable lighting and Ruggedized cases

Expand/collapse outline

Show/hide Speaker Notes

Change slides

Fu II-screen slide show

To convert your presentation into a Web page, choose Office Button> Save As > Other Formats. In the Save As dialog, choose Web Page from the Save as type pop-up menu . PowerPoint automati­ cally fills in the file name and the Web page's title with the name of the presentation. You can edit the file name by changing it in the Save As dialog, and edit the page title by clicking the Change Title button. If you want to save the Web page with PowerPoint's default settings, click Save.

& SavoAs « Oocumctlts • Web Presentations

•

-

"

r

, .

_

;gi.

.

--

• • ... - 'e Nam:

•

JD~te modified

Type

This; folder is empty.

Save" type [Wet> Page (".hlm;".html ....:)' - -_

_

Sive a copy ..nd c,ustomiUl i\s contents

I

_ _ _ _ _ _ _ _ _-----..J ?

TilgS: Add i tag

Authors: Tom Negrino

[ACC'Hs I-fea ld$~

Pa ge ti tle:

I

,---,P .:.;:::;:: ubI;a,=:::::J .:. Hide: Folders

But you will probably want to make adjustments to PowerPoint' S default settings for Web pages, so click Publish. The Publish as Web Page dialog appears, where you can choose whether or not to display your Speaker Notes on the Web. More advanced settings are available by clicking Web Options

--

Tools

Change Title...

'

I

~ ~

·I.·jj IIiiEIiiiI

Publish as Web Page PI.bIsh what?

@ 9JmpIete presentation

I­

) ~number

o Custom show:

Efll ttrOU!i1 1 11 1Facllies Only

illl

~ Qisplay speaker notes

81 Iwet> ~tions... I

Browser support

@ Mcrosoft Internet Explorer 1.0 or later (high fidelity) Mcrosoft Internet Explorer ~. O, Nelsalpe Navigator 3.0, or lall!r

o

(j ~ browsers listed above (creates larger lies) PI.bIsh a copy as

I Qlange... I

pageUt!e:

Access Healdsburg

File name:

1C:, , - ,\TOI11 Iporunents\w eb Presentations';lhtv.htrn

Qpen ~d Web page In browser

I

~

11 II

~

...

earn!

I I

save as a web site

(cont.)

To make these advanced adjustments, click Web Options. In the resulting dialog, you can make a variety of useful changes to the look of the exported Web page. It's a good idea to make the files on a Web site smaller, and you can do that by telling PowerPoint to make the Web page for a modern version of Internet Explorer. Click the Browsers tab, then choose Microsoft Internet Explorer 6 or later from the People who view this Web page will be using pop-up menu . It's a good bet, since lE 6 was in wide use, and lE 7 is the current version as of this writing.

.

Web Options

Target Browsers ~eopIe

who view this Web page ",;11 be using:

IMicrosof\® lnl2rnet Expiorer® 6 or lal2r

Each chok:e above gives smaller Web pages than the choice before Qptions Alow PNG as a graphcs format o ~ Relv on VMl for displaying gra~ in browsers

[[J Save an additional vefsion of the presentation for older browsers

rtl Save new Web pages as Single Rle Web Pages

When you're done setting the options, click 01< to leave the Web Options dialog, which returns you to the Publish as Web Page dialog. Click the Publish button. PowerPoint converts the presentation to a Web page. The saved Web page will consist of two parts. One is the HTML file, and the other is a companion folder with the files that make up the presentation (text, graphics, etc.).

Q(

II

Cancel

ahtv.htm

You need to copy the Web page and the companion folder to a Web server for it to be viewable by others. If you don't know how to do that, ask your Web site's administrator.

save as PDF

New to Microsoft Office 2007 is the ability to save documents as PDF (Por­ table Document Format) files. PDF is a commonly used file format created by Adobe. PDF files can be read by the free Adobe Reader program, available for many computing platforms, including all flavors of Windows since Windows 95, Mac OS X, Linux and other versions of Unix, and for mobile devices using Palm OS and Windows Mobile. Most modern Web browsers can display PDFs, too, either natively, or with a plug-in installed by Adobe Reader. By saving your presentation as a PDF file, you can email it to colleagues who don't have PowerPoint, or upload it to a server for later download. Because of legal wrangling between Microsoft and Adobe, you must down­ load and install a plug-in to add the PDF capabilities. Go to www.microsoft. com/downloads/ in Internet Explorer (you must use Internet Explorer, because Microsoft uses it to validate your installation of Office before it will allow the PDF plug-in download). Once you are at the main Downloads page, enter PDF in the Search box and click the Go button. In the results list, click 2007 Micro­ soft Office Add- in: Microsoft Save as PDF or XPS . From the resulting page, download the plug-in to your hard disk, then double-click it to install it. AHTV Presentati

SWe:~(op"(lrthe~

~ PoweIPOInt Presm~tIo n

19j

Save the presMtatlon in the defautt file format.

~

PowerPotnt Show

El SaYe .as a presentation that alwJyJ opens In Slide Show view.

lil~ PowerPoint 27-2003 PTaentidon

~ San 11 (opy 01 the pltuntaUon ttlit Is fully compatlble with PowttPolnt 97-2003.

J!Of Of XPS

PUbI.,r.. (opt' of tt\t prl'~entebon U • PDf arXPSfIIf .

t?

Back in PowerPoint, open your presentation, then choose Office Button> Save As> PDF or XPS. The Publish as PDF or XPS dialog appears. Give the PDF document a name, navigate to where you want to save it, then click the Publish button. re!

00 ~~

h::.I 111'- · .......

File namr.

~ Optn

the San As dlalog box to selHt from all possible tile types.

-

Publish as POF or XPS

Save as type

• Torn • Documents •

_ -l'.JI S"'