1. 1 ADVANCED MICROSOFT POWERPOINT Lesson 9 – Importing and Exporting Information Microsoft Office 2003: Advanced

2. 2 Objectives Create slides from a Word outline. Import slides into a presentation from another presentation. Share data among the Office 2003 applications.

3. 3 Objectives (cont.) Export an outline to Word. Send PowerPoint presentations to others. Specify output options.

4. 4 Terms Used in This Lesson Destination application: The application in which you paste, embed, or link an object. Source application: The application in which an object is created.

5. 5 Creating Slides from an Outline One of the easiest ways to import information into PowerPoint is to create slides from an outline. There are several ways to do this: – In PowerPoint, use the Open command to locate and open an outline created in another application. – In PowerPoint, use the Slides from Outline command to locate and open an outline. – In Word, with an outline open, open the File menu, point to Send To, and click Microsoft Office PowerPoint.

6. 6 Creating Slides from an Outline (cont.) All slides created from an outline use the Title and Text layout You can apply the proper Title Slide layout and select a design

7. 7 Importing Slides from Another Presentation To save time, use slides already created for one presentation in other presentations. To import slides from one presentation to another, use – Copy and Paste. – The Slides from Files command.

8. 8 Importing Slides from Another Presentation (cont.) The Slides from Files command opens the Slide Finder, where you can display slides from any presentation Select the slides you want to import and then click Insert

9. 9 Sharing Data Among Office 2003 Applications Share information among Office 2003 applications by – Copying – Embedding – Linking

10. 10 Sharing Data Among Office 2003 Applications (cont.) When choosing an integration option: – Use Copy and Paste to edit the data in the destination application or if the source application does not support linking and embedding. – Use embedding to edit the source data from the destination application. – Use linking to maintain a relationship between data in the source and destination applications or if space for the destination document is limited.

11. 11 Sharing Data Among Office 2003 Applications (cont.) You cannot link or embed data from an Access object. Use the Copy and Paste option to insert Access table data on a slide. Access table data runs together when pasted on a slide; set tabs to improve the appearance of the data

12. 12 Sharing Data Among Office 2003 Applications (cont.) You can embed or link an Excel worksheet or chart to a slide. Use the Paste Special dialog box to embed or link Excel data. Use Paste to embed and Paste link to link the Excel object

13. 13 Sharing Data Among Office 2003 Applications (cont.) Use a slide as an illustration in other Office 2003 documents to add information and visual interest. Copy the slide in Slide Sorter view, then switch to the destination document and click Paste. Link the slide if desired by using Paste link in the Paste Special dialog box.

14. 14 Sharing Data Among Office 2003 Applications (cont.) Use the Send To Microsoft Office Word dialog box to export slide data. Paste or link slides in four different layouts or export the outline only. Slides pasted or linked to a Word document display in a table.

15. 15 Sending PowerPoint Presentations to Others You have two options for sending a presentation via e-mail: – Mail Recipient (for Review) – Mail Recipient (as Attachment) Both options open a new message with the presentation already attached.

16. 16 Sending PowerPoint Presentations to Others (cont.) If you use Mail Recipient (for Review), this text is added automatically to the message Both e-mail options attach the presentation file

17. 17 Sending PowerPoint Presentations to Others (cont.) When you send a presentation to others, you may want to protect it using a password or digital signature. You can find these security features in the Options dialog box.

18. 18 Changing Output Options Change the layout of a presentation by using a number of standard slide sizes or by creating a custom height and width. Save slides as graphic objects using a graphics format such as GIF, JPEG, Windows Metafile, or TIFF. Graphics created in this fashion are available for use as pictures in other applications or on Web pages.

19. 19 Changing Output Options (cont.) Choose the output option from this list Width and height vary depending on the output option

20. 20 Summary You can easily create presentations from outlines you have already prepared in a word processing program, such as Word. There are many ways to share data between the major Office 2003 applications. Sharing information can take the form of copying, linking, or embedding data.

21. 21 Summary (cont.) PowerPoint has specific options for sending data to Word and to e-mail clients. Use PowerPoint security features, such as passwords, to maintain file integrity. By default, slides are sized for an on-screen presentation. You can change the width and height of slides in the Page Setup dialog box.

22. 22 Homework – PowerPoint Lesson 9 Page 114 – 115 – Review Questions True/False Written Questions Page 115 – 116 – Project 9-1 – Project 9-2 – Project 9-3