Pasewark & Pasewark Microsoft Office XP: Introductory 1 INTRODUCTORY MICROSOFT POWERPOINT Lesson 4 – Expanding on PowerPoint Basics

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 2 Objectives Integrate PowerPoint with other Office programs. Work with multiple presentations. Replace text fonts in an entire presentation. Use the Format Painter.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 3 Objectives (cont.) Deliver a presentation. Change the output format. Publish a presentation to the Web. Send a presentation via .

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 4 Terms Used in This Lesson Embed Format Painter Grid settings Guide settings Snap to Route

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 5 Integrating PowerPoint with Other Office Programs You can enhance your PowerPoint presentation by importing and embedding text and worksheets from other Office programs.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 6 Import Text You can import text from Word to create a new presentation or add slides to an existing presentation. A Word outline is the easiest type of document to import because it is formatted with styles and each heading level is translated into a corresponding level of text in PowerPoint.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 7 Embedding Data When you move data among applications by cutting or copying and pasting, Office changes the format of the information you are moving so that it can be used in the destination file. When it is easier to edit the information using the original application, you can embed the information as an object by accessing the Insert Object dialog box. The embedded information becomes part of the new file, but as a separate object that can be edited using the application that created it.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 8 Editing Embedded Data To make changes to the Word file embedded in the PowerPoint presentation, double-click the text you want to edit. Word, the application in which the file was created, opens so that you can edit the text. When you finish and return to PowerPoint, the presentation includes the changes you made to the text.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 9 Import Excel Charts into a Presentation You can create a chart by importing data from an existing Excel worksheet just as you can with a Word document.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 10 Insert Word Tables on Slides You can also insert tables from Word. When you insert a Word table, a Word menu and Word buttons appear, incorporated with PowerPoint menus so that you can edit the table.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 11 Working with Multiple Presentations PowerPoint can combine presentations or add slides from another presentation. This saves time if you need to include information from one presentation in a different one. You can also add a slide to your new presentation by copying it from another presentation.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 12 Formatting Text and Objects F o rm a t t i n g

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 13 Replace Text Fonts You can change a font throughout your presentation by choosing Replace Fonts on the Format menu.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 14 Use the Format Painter If you format an object with certain attributes, such as fill color and line color, and then want to format another object in the same way, use the Format Painter feature.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 15 Aligning Text and Pictures Presentations that contain out-of-alignment text or pictures can distract from the point of the presentation. To align a text box or picture, you can use gridlines and picture guides as reference points. Choose Grid and Guides from the View menu.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 16 Aligning Text and Pictures (cont.) – Snap to – moves an object to the closest gridline on a slide. – Grid settings – set the spacing between the intersections of the gridlines. – Guide settings – display a set of crosshairs on the screen to help you align an object in the center, left, right, top, or bottom of the slide.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 17 Delivering a Presentation

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 18 Running the Slide Show To start a presentation, click the Slide Show view button. You can start the slide show on any slide by displaying or selecting the slide you want to begin with before clicking the Slide Show view button. There are on-screen navigation tools you can use to control a presentation while presenting it.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 19 Set Up a Slide Show There are several options for delivering a presentation. A presentation can be set up as a self-running presentation, or you can view a presentation over a company intranet or on the Web. However, the most common method is to run a presentation with a speaker who directs the show. To set up the slide show, choose Set Up Show from the Slide Show menu.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 20 Rehearse Timing PowerPoint can automatically advance the slides in your presentation at preset time intervals. To rehearse timing for a presentation, choose Rehearse Timings from the Slide Show menu. The slide show automatically starts, and the Rehearsal toolbar with a timer for the slide and a timer for the presentation appears on the screen.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 21 Embedding Fonts Not all computers have every font style installed on them. If you are giving your presentation on a computer other than your own, your presentation text might not look exactly as it did when you created it. PowerPoint can embed fonts in your presentation so that your text appears exactly as you originally created it.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 22 Use Package for CD and Copying Presentations to Folders 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. PowerPoint will unpack the files when you reach your destination computer.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 23 Publishing Presentations to the Web PowerPoint will create Web documents, either by creating a new presentation for that purpose or converting an existing presentation. If you are creating a new presentation for the Web, you can use the AutoContent Wizard.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 24 Publishing Presentations to the Web (cont.) If you are converting an existing presentation to a Web page, choose Save as Web Page from the File menu. To preview a presentation in your browser, choose Web Page Preview from the File menu. The browser opens and displays your presentation as a Web page.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 25 Scheduling and Delivering Web Broadcasts PowerPoint allows you to broadcast your presentation over the Internet or an intranet, to an audience as close as the next room or in a city across the country. You can include narration with your presentation so that the audience can see and hear you as if you were presenting in the same room.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 26 Sending a Presentation via You can use in conjunction with PowerPoint by sending the presentation as an attachment or to a recipient for review. To route a presentation is to send it via for others to review, which allows the recipient to make changes to the presentation. A routed presentation is sent as an attachment.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 27 Review Presentations You might want to send your presentation to another person so that they can make corrections or additions. PowerPoint has a feature that allows another person to make corrections and mark the changes so the original author can easily identify them.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 28 Creating Output You can alter the output format of your presentation by choosing Page Setup from the File menu. In the Slides sized for box, you can choose the type of output you want for your presentation. You can choose to print a slide to fit a certain size paper or you can choose an output for overhead transparencies, 35mm slides, or a banner.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 29 Summary You can create a new presentation from existing slides, and you can copy a slide from one presentation into another. You can replace fonts throughout an entire presentation by choosing Replace Fonts from the Format menu. You can change the formatting of an object or text by clicking the Format Painter button.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 30 Summary (cont.) When delivering a presentation, you can start the slide show on any slide. To navigate through a presentation while it is running, click the triangle in the corner of the screen and choose from the menu. You can use your pointer as a pen to draw or write on a slide while running a presentation. To change the color of the pen, choose Pen Color from the Pointer Options menu and choose a color.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 31 Summary (cont.) You can a copy of a presentation as an attachment or route a presentation for others to review. You can create a presentation for the Web using the AutoContent Wizard. To convert any presentation to a Web page, choose Save as Web Page from the File menu.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 32 Summary (cont.) You can import text from Word to create a new presentation or add slides. It is easiest for PowerPoint to convert the text to slides when the Word document is in outline form. Embedding is another way to integrate data between applications. Information is embedded as an object so that it can be edited using the original application.

PowerPoint – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 33 Summary (cont.) To make changes to an embedded object, double-click it to open the application that created it. Changes made when editing are reflected in the destination file.