Microsoft PowerPoint 2007 – Unit 2 Chapter 8 INTEGRATING, REVIEWING, PROTECTING, AND SAVING PRESENTATIONS

Performance Objectives Import a Word outline into a presentation Export a presentation to Word Copy and paste data Copy and paste data using the Clipboard task pane Link and embed objects Download design templates Insert, edit and delete comments Modify presentation properties Inspect, encrypt, add digital signature to and mark as a final presentation Run the compatibility checker Save presentations in different formats Save slides as images Save a presentation as a Web page Package a presentation for a CD

Importing a Word Outline Open a blank presentation Click New Slide button arrow in the Home tab Click Slides from Outline Navigate to the file and double-click the Word document PowerPoint creates an outline based on the paragraph text

Importing a Word Outline ../2 Word Outline requirements for import Text Style in Word Becomes in PowerPoint No heading styles Outline based on each paragraph of text (one slide per paragraph) Heading 1 Title of a new slide Heading 2 First level text Heading 3 Second level text etc. PowerPoint can import an outline from a .doc, .docx, or .rtf file

Exporting a Presentation to Word Point to Publish Click Click desired layout To update the Word document automatically when changes are made to the presentation click Paste Link Click OK

Copying and Pasting Data Open both the source and destination files 2. Click Copy 1. Select the chart in Excel More

Copying and Pasting Data../2 3. Switch to PowerPoint and move to desired slide 4. Click Paste

Clipboard Task Pane Clipboard Task Pane Click to Paste All items from the Clipboard Clears all items from the Clipboard task pane Click desired item to insert it Click to customize the display of the task pane

Linking and Embedding Objects (OLE) Sharing data between programs Source  program used to create object Destination  program the object is linked or embedded into

Linking and Embedding Objects…/2 Content is stored in both the source and destination programs To edit the embedded object, the source program opens If content is changed in the source program, change is not reflected in the destination program Use for static data Linking Content is stored in source program a code is inserted into destination file connecting it to the source object When the source object changes, the destination program reflects the change automatically Use for dynamic data

Open both source and destination files Embedding Objects Open both source and destination files 2. Click Copy 1. Select the chart in Excel More

Embedding Objects /2 3. Switch to PowerPoint, and move to the desired slide 4. Click Paste arrow 5. Paste Special 6. Select Microsoft Office Graphic Object and Click OK

Linking an Excel Chart /1 Open both source and destination files 2. Click Copy 1. Select chart in Excel More

Linking an Excel Chart /2 3. Switch to PowerPoint, and move to desired slide 4. Click Paste arrow 5. Paste Special 6. Select Microsoft Office Graphic Object, click Paste Link and click OK

Editing Linked Objects Edit linked objects in the source program in which they were created Click Update Links After changes are made in the source file, a prompt appears when you open the destination file

Downloading Design Templates Click the Office button, then New Click desired design Click Design slides Click a category Click Download

Downloading Design Templates../2 Click Continue When the download in complete, the design template will show in the Themes group Click the More button to access the downloaded Design Theme

Click the New Comment button Inserting Comments Display desired slide Click the New Comment button Type comment text Click to Open Comments are displayed with the user’s initials and are numbered sequentially

Inserting Comments../2 When active Comment boxes display in slides … Click to see Previous or Next comment To delete a comment select it To print comments check box in the Print dialog box and press the Delete key

Modify Presentation Properties Click Properties Click the Office button, point to Prepare Document Information Panel opens

Modify Presentation Properties../2 Document Information Panel Add information to further describe the presentation Click down arrow to open Properties box Type additional information as desired

Inspecting a Presentation Click the Office button, point to Prepare Click Inspect Document

Inspecting a Presentation../2 Document Inspector Dialog Box Checkmarks those items to be inspected Click Inspect

Inspecting a Presentation../3 Inspector found personal information Click to remove it Click to Reinspect

Inspecting a Presentation../4 Inspection is complete and no items were found Click Close

Encrypting a Presentation Click the Office button, point to Prepare Click to open the Encrypt Document dialog box

Encrypting a Presentation../2 Encrypt Document Dialog Box Type a password Click OK Retype password when prompted

Encrypting a Presentation../3 Insert a password using the Save AS dialog box Type password Click Tools, then General Options Click OK

Adding a Digital Signature Click the Office button, point to Prepare Click to open the Sign dialog box

Adding a Digital Signature../2 Click OK Choose ‘Create your own digital ID, then click OK Type as desired and Click Create

Adding a Digital Signature../3 Type a reason for signing the document Click Sign Click OK

Removing a Digital Signature Signature Symbol in Status Bar Signature Task Pane To remove Signature, click symbol - the Signature Task Pane opens Click down pointing arrow Click Remove Signature

Mark a Presentation as Final Click the Office button, point to Prepare Click Mark as Final Click OK

Run a Compatibility Check Click the Office button, point to Prepare Click Run Compatibility Checker Use to determine elements not supported by previous versions of PowerPoint Click OK

Save Presentations in Different Formats Saving Slides as a PowerPoint Show Saved with file extension .ppsx Type a name and Click Save Click Office, Save As, PowerPoint Show

Save Presentations in Different Formats../2 Saving Slides as a PowerPoint 97-2003 Saved with file extension .ppt Click Office, Save As, PowerPoint 97-2003 Type a name and Click Save

Save Presentations in Different Formats../3 Saving Slides as .PDF or .XPS format Click Office, Save As, PDF or XPS Select file format, Type a name To save in PDF format, must install PDF add-in download from Microsoft Click Publish

Save Presentations in Different Formats../4 Saving Slides as Images Can save ‘Every slide’ or the ‘Current slide’ Click down arrow to display types and choose GIF, JPEG or TIF formats Type a name Click Save

Save Presentations in Different Formats../5 Save As a Web Page Click down arrow and choose ‘Single File Web Page’ Type a name More

Save Presentations in Different Formats../6 Saving as a Web Page./2 Click Publish button to display the Publish Web Page dialog box More

Save Presentations in Different Formats../7 Saving as a Web Page../3 Specify what to publish and the desired browser Click OK Click Publish Click to open the Web Options dialog box

Package for CD Click Office, Publish, Package for CD Click to copy presentation and all related files to a folder or to a CD

Package for CD../2 Options Dialog Box Click to include PowerPoint viewer Click to include any linked files Click to include True Type Fonts Click OK

Features Summary How do you import a Word outline? In a blank presentation Click New Slide button arrow in Slides group in the Home tab Click Slides from Outline

Features Summary How do you export a presentation to Word ? Click Office, Publish, Create Handouts in Microsoft Office Word

Features Summary How do you Paste all items from the Clipboard? Display the Clipboard pane, then click Paste All

Clears all items from the Clipboard task pane Features Summary How do you Clear all items from the Clipboard? Clears all items from the Clipboard task pane

3. Switch to PowerPoint and move to desired slide Features Summary How do you Embed an Object? 1. Select chart in Excel 2. Click Copy 3. Switch to PowerPoint and move to desired slide 4. Click Paste arrow Click OK 5. Click Paste Special

Open both source and destination files Features Summary How do you link an Excel Chart? Open both source and destination files 1. In Excel, Copy the chart 2. Move to the destination slide 3. Click Paste arrow 5. Click Paste Link and Click OK 4. Click Paste Special

Click the New Comment button Features Summary How do you insert a comment? Click the Review tab Click the New Comment button

To delete a comment select Features Summary How do you delete a comment? To delete a comment select Then press delete key

Click the Office button, Prepare, Properties Features Summary How do you modify properties? Click the Office button, Prepare, Properties Document Information Panel opens

Click Office, Prepare, Inspect Document Features Summary How do you inspect a presentation? Click Office, Prepare, Inspect Document

Click the Office, Publish, Package for CD Features Summary How do you Package for CD ? Click the Office, Publish, Package for CD

Type a name and Click Save Choose Single File Web Page Features Summary How do you save as a Web page? Type a name and Click Save Choose Single File Web Page

ASSESSING PROFICIENCY Coming Next Workplace Ready ASSESSING PROFICIENCY