1. McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft PowerPoint 2002 Working with External Objects Lesson 7

2. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-2 McGraw-Hill/Irwin Skills Deleting Slides from a Presentation Inserting an Animated GIF on a Slide Creating an Organization Chart Adding and Moving Chart Boxes Formatting an Organization Chart Creating a Presentation from Existing Slides Embedding and Linking an Excel Worksheet Importing Text from Microsoft Word Inserting a Word Table in a Slide Opening a Word Outline as a Presentation

3. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-3 McGraw-Hill/Irwin Deleting Slides from a Presentation A slide may need to be removed –No longer needed due to revised presentation strategy –Inserted by mistake Slides may be removed one of several ways –Depends on current view

4. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-4 McGraw-Hill/Irwin Deleting Slides from a Presentation With slide to be deleted showing –Click on Edit, and Delete Slide Slide showing will be deleted and previous slide replaces it in view

5. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-5 McGraw-Hill/Irwin Deleting Slides from a Presentation With Outline tab showing –Place insertion point after slide to be deleted –Press [BackSpace] –Verify in dialog box if necessary

6. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-6 McGraw-Hill/Irwin Inserting an Animated Gif on a Slide Possible to simulate multi-media presentations Include media clips such as –sounds, photos, videos GIF –A platform-independent image file format –Used on Web pages –Can be animated for motion clips –Can be inserted into presentations

7. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-7 McGraw-Hill/Irwin Inserting an Animated Gif on a Slide While viewing slide which will receive GIF –Click on Insert, then Movies and Sounds, then Movie from Clip Organizer option

8. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-8 McGraw-Hill/Irwin Inserting an Animated Gif on a Slide Insert Clip Art task pane displayed –Click on thumbnail of desired clip –Click Modify to search for other clips –Enter key word then click Search –Choose from clips found in search

9. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-9 McGraw-Hill/Irwin Inserting an Animated Gif on a Slide Position and size the graphic Click Slide Show button to view animation Add text box

10. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-10 McGraw-Hill/Irwin Creating an Organization Slide Useful tool for displaying items that exist in a hierarchy –Company organization –Items that are related in parent-child fashion AutoLayout task pane has Organization Chart option

11. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-11 McGraw-Hill/Irwin Creating an Organization Slide On a newly inserted slide, choose the Organizational Chart option from the task pane Organization chart icon appears

12. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-12 McGraw-Hill/Irwin Creating an Organization Slide Double click on the icon –Diagram Gallery dialog box appears Choose the Organizational Chart option

13. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-13 McGraw-Hill/Irwin Creating an Organization Slide Inserted organization chart Organizational Chart toolbar Chart boxes Click in the boxes to insert and edit text

14. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-14 McGraw-Hill/Irwin Creating an Organization Slide Completed organization chart

15. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-15 McGraw-Hill/Irwin Creating an Organization Slide Organization Chart Style Gallery dialog box –Apply present design schemes to charts

16. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-16 McGraw-Hill/Irwin Adding and Moving Chart Boxes Charts are easily manipulated –Add chart boxes –Create new levels –Extend existing levels –Move a box to a different level Changes may be needed to reflect changed hierarchical order within an organization

17. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-17 McGraw-Hill/Irwin Adding and Moving Chart Boxes Click on a chart box to select it Click on Insert Shape, then on shape desired –Subordinate –Co-worker –Assistant

18. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-18 McGraw-Hill/Irwin Adding and Moving Chart Boxes Added subordinate chart box Subordinate box Coworker box

19. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-19 McGraw-Hill/Irwin Adding and Moving Chart Boxes Reorganized chart with new chart boxes Boxes may be moved from one relationship location to another

20. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-20 McGraw-Hill/Irwin Formatting an Organization Chart Various aspects of the chart may be formatted –Text –Lines –Borders –Background –Sizing and positioning Formatting can enhance the message being conveyed

21. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-21 McGraw-Hill/Irwin Formatting an Organization Chart Select the organization chart by clicking on it –The Organization Chart toolbar is displayed Click on Layout Note options available

22. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-22 McGraw-Hill/Irwin Formatting an Organization Chart Formatted chart Border now fits to contents

23. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-23 McGraw-Hill/Irwin Formatting an Organization Chart To format multiple boxes –Click on a box –Choose Select, then Level Now all selected boxes can be formatted –Fill color –Shadow –Lines –3-D

24. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-24 McGraw-Hill/Irwin Formatting an Organization Chart Formatted organization chart Color changed Shadow added

25. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-25 McGraw-Hill/Irwin Creating a Presentation from Existing Slides Occasionally slides from one presentation may be useful in another –Enables alternate versions of a presentation –Allows reuse of a slide in multiple presentations –A prototype presentation may be created and then other slides added to complete a final version

26. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-26 McGraw-Hill/Irwin Creating a Presentation from Existing Slides To retrieve slides from another file –Click on Insert, then choose Slides from Other Files Slide Finder dialog box appears

27. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-27 McGraw-Hill/Irwin Creating a Presentation from Existing Slides Slide Finder dialog box Choose Browse to select a PowerPoint file Slides displayed from chosen file Note option to keep design template and formatting from the source presentation Choose a slide, then specify Insert

28. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-28 McGraw-Hill/Irwin Creating a Presentation from Existing Slides GSU Preview with imported slides

29. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-29 McGraw-Hill/Irwin Embedding and Linking an Excel Worksheet Office XP applications components can be used in conjunction with one another –Each application helps accomplish specific goals –Data may be shared among different programs Example: –Embed an Excel worksheet in a PowerPoint presentation

30. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-30 McGraw-Hill/Irwin Embedding and Linking an Excel Worksheet To retrieve an Excel worksheet for insertion into a slide –Click on Insert, and Object –Work with Insert Object dialog box

31. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-31 McGraw-Hill/Irwin Embedding and Linking an Excel Worksheet Choose Create from File Use Browse to find specified file Click OK to insert specified worksheet

32. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-32 McGraw-Hill/Irwin Embedding and Linking an Excel Worksheet Linked Excel worksheet in slide PowerPoint will reference the source file for this worksheet – changes made in the worksheet will always be reflected here

33. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-33 McGraw-Hill/Irwin Importing Text from Microsoft Word Occasionally the presentation designer has text which has been entered and formatted in Word –Text may be lengthy –Text may already exist in a Word document Such text need not be keyed in again –It is easily imported into a presentation

34. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-34 McGraw-Hill/Irwin Importing Text from Microsoft Word While displaying slide in Normal View –Click on Insert, and Object –Specify Create from File, then Browse to find file

35. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-35 McGraw-Hill/Irwin Importing Text from Microsoft Word Word text imported into PowerPoint slide

36. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-36 McGraw-Hill/Irwin Inserting a Word Table in a Slide PowerPoint does provide capability to create tables Other applications such as Microsoft Word have more enhanced table creation and formatting capabilities –Create a table in Word –Embed that table into PowerPoint

37. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-37 McGraw-Hill/Irwin Inserting a Word Table in a Slide To insert a table –Click on Insert, and Object –In the Insert Object dialog box choose Create New Choose Microsoft Word Document Click on OK to continue

38. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-38 McGraw-Hill/Irwin Inserting a Word Table in a Slide With the Word document embedded –Click on Table, Insert, and Table –Insert Table dialog box appears to specify table elements Size AutoFit behavior Final OK

39. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-39 McGraw-Hill/Irwin Inserting a Word Table in a Slide Inserted table in embedded Word window Enter table contents, format as desired Right click table for pop-up menu – choose Table AutoFormat

40. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-40 McGraw-Hill/Irwin Inserting a Word Table in a Slide Choose formatting style from Table AutoFormat dialog box

41. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-41 McGraw-Hill/Irwin Inserting a Word Table in a Slide AutoFormatted Word table

42. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-42 McGraw-Hill/Irwin Opening a Word Outline as a Presentation Recall that we have inserted text and objects from other applications Also possible to import Word text outlines –They are automatically converted into PowerPoint outline presentation Word can also export an outline as a PowerPoint outline presentation

43. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-43 McGraw-Hill/Irwin Opening a Word Outline as a Presentation Open Word document with outline

44. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-44 McGraw-Hill/Irwin Opening a Word Outline as a Presentation With the desired outline open in Microsoft Word –Click on File, Send To, and Microsoft Power- Point

45. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-45 McGraw-Hill/Irwin Opening a Word Outline as a Presentation Outline in PowerPoint comes up

46. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7-46 McGraw-Hill/Irwin Opening a Word Outline as a Presentation When in PowerPoint Open dialog box –Possible to request display of all file types –May need installation of a file converter – Caution message appears –Click Yes to install that converter –Then the Word document will come into PowerPoint as a presentation outline