book

Power Point® All?in?One Desk Reference For Dummies®

Name: Power Point® All?in?One Desk Reference For Dummies®
Author: Peter Weverka
ISBN: 9780470040621

by Peter Weverka

January 2007

Beginner

646 pages

13h 30m

English

Wiley

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Copyright
About the Author
Dedication
Author's Acknowledgments
Introduction
What's in This Book, Anyway?What Makes This Book SpecialEasy‐to‐look‐up informationA task‐oriented approachMeaningful screen shotsFoolish AssumptionsConventions Used in This BookIcons Used in This BookGood Luck, Reader!
I. Getting Started in PowerPoint
1. Introducing PowerPoint
PowerPoint SlidesSome PowerPoint JargonPowerPoint as a Communication ToolA Whirlwind Tour of PowerPointCreating the slidesDesigning your presentationInserting tables, charts, diagrams, and shapes“Animating” your slidesShowing your presentation
2. PowerPoint Nuts and Bolts
Starting PowerPointCreating a New PresentationDeciding between the blank presentation and a templateCreating a blank presentationCreating a presentation from a templateStarting from another presentationSaving Your Presentation FilesTelling PowerPoint where you like to save presentationsSaving presentations for use in earlier versions of PowerPointSaving a presentation for use in PowerPoint 97–2003Saving presentations for earlier versions of PowerPoint by defaultSaving “AutoRecovery information”Opening and Closing PresentationsOpening a presentationThe slow, conventional way to open a presentationSpeed techniques for opening presentationsClosing a presentationEntering the Document PropertiesUnderstanding the New PowerPoint XML FormatShortcut Commands Worth KnowingUndoing a mistakeRepeating an action — and quicker this timeEntering text quickly with the AutoCorrect command
3. Finding Your Way around the PowerPoint Screen
A Brief Geography LessonKnowing Your Way around the New PowerPoint InterfaceThe Office buttonThe Quick Access toolbarThe Ribbon and its tabsContext‐sensitive tabsThe anatomy of a tabGroupsButtonsGalleriesLive previewingMini toolbarsPowerPoint 2007 for keyboard loversZooming In, Zooming OutGetting a Better View of Your WorkChanging viewsNormal/Outline view: Fiddling with the textNormal/Slides view: Moving from slide to slideSlide Sorter view: Moving and deleting slidesSlide Show view: Giving a presentationNotes Page view: Reading your speaker notesPure Black and White and Grayscale viewsThe Master viewsHiding and Displaying the Slides Pane and Notes PaneDisplaying, Hiding, and Reading the Ruler
4. Planning Ahead for a Solid Presentation
Formulating Your PresentationStart by writing the textMake clear what the presentation is aboutStart from the conclusionPersonalize the presentationTell a storyAssemble the contentDesigning Your PresentationKeep it simpleBe consistent from slide to slideChoose colors that help communicate your messageWhen fashioning a design, consider the audienceBeware the bullet pointObserve the one‐slide‐per‐minute ruleMake like a newspaperUse visuals, not only words, to make your pointDelivering Your PresentationRehearse, and rehearse some moreConnect with the audienceAnticipate questions from the audienceKnow your equipmentTake control from the startPlay tricks with the PowerPoint screen

II. Building Your Presentation
1. Inserting and Handling Slides
Understanding How Slides Are ConstructedSlide layoutsText frames and content framesSelecting the right layoutCreating New Slides for Your PresentationInserting a new slideCreating a duplicate slideCopying and pasting slidesStealing slides from other presentationsGetting the slides from your computer or computer networkGetting the slides from a slide libraryConjuring slides from Word document headingsImporting the Word headings into PowerPointAssigning heading styles to text in WordSelecting a Different Layout for a SlideChanging the Size and Orientation of SlidesChanging the size of slidesChanging the orientation of slidesDisplaying Slides So That You Can Manipulate ThemSelecting, Moving, and Deleting SlidesSelecting slidesMoving slidesDeleting slidesHidden Slides for All ContingenciesHiding a slideShowing a hidden slide during a presentation
2. Handling Master Slides and Master Styles
Using Master Slides and Master Styles for a Consistent DesignSwitching to Slide Master viewUnderstanding master slides (the Slide Master and layouts)The Slide MasterLayoutsUnderstanding how master styles workRelationships between the Slide Master, layouts, and slidesGround Rules for Handling Master SlidesAltering a Master SlideEditing a master styleChanging the layout of master slidesChanging the size and position of text and content framesRemoving (and adding) text frames to the Slide Master and layoutsRemoving frames from (and adding frames to) the Slide MasterRemoving frames from (and adding frames to) a layoutCreating Another Slide MasterRestoring a Redesigned Presentation to Its Original StateReconnecting a presentation slide to its original layoutRe‐imposing the original design on an entire presentationRemoving a Background Graphic from a Single Slide
3. Handling Slide Backgrounds
Looking at Themes and Background StylesA look at themesA look at background stylesDesign ConsiderationsSetting the tone by your color choicesCarefully selecting the background colorsMaking a Theme for Your PresentationSelecting a themeSelecting a theme in the Themes galleryBorrowing a theme from another presentationCustomizing a themeCustomizing a theme on the Design tabSaving your customized themeCreating Slide Backgrounds on Your OwnUsing a solid (or transparent) color for the slide backgroundSelecting a gradient blend of two colors for the slide backgroundPlacing a clip‐art image in the slide backgroundUsing a graphic for a slide backgroundUsing a texture for a slide backgroundChanging the Background of a Single or Handful of SlidesSelecting a different theme for some of the slidesCreating a different background for some of the slidesSelecting a different theme or background style for slide layouts
4. Entering the Text
Entering Text: The BasicsNormal/Outline View for Reading and Editing TextManipulating the TextSelecting text on a slideMoving, copying, and pasting textCopying and moving text short distances using the drag‐and‐drop methodCutting and copying text with the Windows ClipboardThe Paste optionsTaking advantage of the Clipboard task paneDeleting textChanging the Look of TextChoosing fonts for textSelecting theme fonts for your slidesChoosing a theme fontCreating a theme fontChoosing fonts on a Font menuFinding and replacing fonts throughout a presentationChanging the font size of textApplying font styles to textApplying text effects to textEffect optionsStrikethrough and double strikethroughSuperscriptSubscriptSmall CapsAll CapsEqualize Character HeightUnderline stylesThe Shadow text effectChanging the color of textQuick Ways to Handle Case, or CapitalizationEntering Symbols, Foreign Characters, Quote Marks, and DashesEntering symbols and characters with the Symbol dialog boxHandling dashes and quotation marksCorrecting Typos Automatically with the AutoCorrect CommandOpening the AutoCorrect dialog boxTelling PowerPoint which typos and misspellings to correctPreventing capitalization errors with AutoCorrectFinding and Replacing TextFinding stray words and textConducting a Find‐and‐Replace operationCorrecting Your Spelling ErrorsCorrecting misspellings one at a timeSpell checking an entire presentationFine‐tuning the spell checkerChoosing how to handle uppercase words, numbers, and Internet addressesSpell checking text in foreign languagesEmploying other dictionaries to help with spell checkingCreating a new spelling dictionaryUsing a third‐party dictionaryEditing the words in a dictionaryTelling PowerPoint which dictionaries to use in a spell checkResearching a Topic inside PowerPointUsing the Research task paneChoosing your research optionsChoosing which options you wantAdding more third‐party services to the Research task paneAccessing a SharePoint site in the Research task paneFinding the Right Word with the ThesaurusWorking with Text Written in a Foreign LanguageTelling PowerPoint which languages you will useMarking text as foreign language textTranslating Foreign‐Language TextSmart Tags, Smart Alecks
5. Formatting Text on a Slide
Putting a Text Box on a SlideCreating a text boxRotating a text boxEstablishing a default text box styleUsing a Shape as a Text BoxTurning a shape into a text boxTurning a text box into a shapeSelecting Text Boxes and Text FramesChanging the Direction of TextControlling How Text Fits in Text Frames and Text BoxesChoosing how PowerPoint “autofits” text in text frames“Autofitting” the text one frame at a timeChoosing default AutoFit options for text framesChoosing how PowerPoint “autofits” text in text boxesPositioning Text in Frames and Text BoxesAligning text in frames and text boxesAlign: Horizontally aligning all the text in a frame or boxAlign Text: Vertically aligning all the text in a frame or boxIndenting text in text frames and text boxesWays of indenting textThe basics: Indenting textLeft‐indenting textRight‐indenting textIndenting the first line of a paragraphCreating a hanging indentFormatting a text frame for normal paragraphs, not indented listsAligning text with tab stopsChanging the tab settingsCreating tab settings with the rulerCreating tab settings with the Tabs dialog boxAdjusting and removing tab stopsHandling Bulleted and Numbered ListsCreating a standard bulleted or numbered listRemoving bullets and numbers from listsChoosing a different bullet character, size, and colorChoosing a different list‐numbering style, size, and colorMaking sublists, or nested listsFine‐Tuning the Text LayoutAdjusting the space between lines and paragraphsAdjusting the space between linesAdjusting the space between paragraphsFixing a top‐heavy titleAdjusting the space between charactersChanging the internal margins of a text frame or boxPutting Footers (and Headers) on SlidesSome background on footers and headersPutting a standard footer on all your slidesCreating a “nonstandard” footerRemoving a footer from a single slide
III. Communicating with Tables, Charts, and Diagrams
1. Constructing the Perfect Table
Talking Table JargonCreating a TableEntering the Text and NumbersSelecting Different Parts of a TableAligning Text in Columns and RowsMerging and Splitting CellsLaying Out Your TableChanging the size of a table, columns, and rowsInserting and deleting columns and rowsMoving columns and rowsChanging the size of cell marginsFormatting Your TableDesigning a table with a table styleCalling attention to different rows and columnsDecorating your table with borders and colorsDesigning borders for your tableChoosing colors for columns, rows, or your tableNeat Table TricksChanging the direction of header row textUsing a picture as the table backgroundPlacing one picture behind the tablePlacing a background picture in each table cellDrawing diagonal lines on tablesDrawing on a tableWrapping slide text around a table
2. Putting a Chart on a Slide
A Mercifully Brief Anatomy LessonThe Basics: Creating a ChartChoosing the Right ChartGround rules for choosing a chartExamining the different kinds of chartsColumn chartsLine chartsPie chartsBar chartsArea chartsXY (scatter) chartsStock chartsSurface chartsDoughnut chartsBubble chartsRadar chartsCombination chartsBar of pie and pie of pie chartsTrendline chartDrop lines in line and area chartsUp/down bars in line chartsError barsProviding the Raw Data for Your ChartEntering data in an Excel worksheetEntering the dataMaking columns widerSelecting parts of a worksheetRearranging the columns and rows (and chart data markers)Handling dates in worksheets and chartsUpdating a chart with new dataChanging a Chart's AppearanceChanging the chart typeChanging the shape of a chartRelying on a Chart Style to change appearancesChanging the layout of a chartDeciding where chart elements appear and how they are labeledDeciding how the chart's scale and axes labels are presentedText axis optionsNumerical and date axis optionsHandling the gridlinesChanging a chart element's color, font, or other particularSaving a Chart as a Template so You Can Use It AgainSaving a chart as a templateCreating a chart from a templateChart Tricks for the Daring and HeroicDecorating a chart with a pictureAnnotating a chartDisplaying the raw data alongside the chartAnimating a chartCreating an overlay chartConverting Old Charts to PowerPoint 2007 ChartsTroubleshooting a Chart
3. Putting Diagrams on Slides
The Basics: Creating SmartArt DiagramsCreating the Initial DiagramCreating a diagramSwapping one diagram for anotherChanging the Size and Position of a DiagramLaying Out the Diagram ShapesSelecting a diagram shapeRemoving a shape from a diagramAdding shapes to diagrams apart from hierarchy diagramsAdding shapes to hierarchy diagramsAdding shapes to horizontally oriented diagramsAdding shapes to vertically oriented diagramsHandling shapes on Organization ChartsAdding a shapeHanging a shape below another shapePromoting and demoting shapes in hierarchy diagramsHandling the Text on Diagram ShapesEntering text on a shapeEntering text in a diagram shape you addedEntering bulleted lists on diagram shapesChanging a Diagram's DirectionChoosing a Look for Your DiagramChanging the Appearance of Diagram ShapesChanging the size of a diagram shapeExchanging one shape for anotherChanging a shape's color, fill, or outlineChanging fonts and font sizes on shapesCreating a Diagram from ScratchWriting Equations with the Equation EditorLaunching the Equation EditorTemplates and slotsDrawing equations
IV. Embellishing Your Slides with Graphics and Shapes
1. Drawing Shapes, Lines, and Other Objects
The Basics: Drawing Lines and ShapesDrawing Lines and ArrowsDrawing a straight line (or arrow)Changing a line's length and positionChanging a line's appearanceThe basics of changing linesAttaching and handling arrowheadsDrawing and editing arcs and curved linesCreating a curved lineDisplaying the edit points on a curved lineClosing a curved drawingDrawing an arcChanging around a curved lineFreeform and scribble drawingConnecting Shapes with ConnectorsMaking a connectionAttaching a connector to a different shapeAdjusting a connectorDrawing Rectangles, Ovals, Stars, and Other ShapesDrawing a shapeChanging a shape's symmetryExchanging One Shape for AnotherUsing a Shape as a Text BoxWordArt for Bending, Spindling, and Mutilating TextCreating a WordArt imageEditing a WordArt image
2. Managing and Manipulating Objects
The Basics: Manipulating Lines, Shapes, Art, Text Boxes, and Other ObjectsSelecting Objects So That You Can Manipulate ThemDisplaying the grid and drawing guidesTelling PowerPoint how tight to make the gridCreating and moving drawing guidesDisplaying and hiding the rulersChanging an Object's Size“Eye‐balling it” with the selection handlesEntering Height and Width measurementsChanging an Object's ProportionsPositioning Objects on a SlideDragging to move objectsPositioning objects by way of the dialog boxCopying ObjectsWhen Objects Overlap: Choosing which Appears above the OtherRotating and Flipping ObjectsTricks for Aligning and Distributing ObjectsAligning objectsDistributing objects so that they are equidistantChanging an Object's Color, Outline Color, and TransparencyFilling an object with a color, picture, or textureMaking a color transparentPutting the outline around an objectUsing a shape effectPutting a Third Dimension on an ObjectLetting PowerPoint do the workBuilding the third dimension on your ownPutting a Shadow on an ObjectGrouping Objects to Make Working with Them EasierGrouping objectsUngrouping and regrouping
3. Decorating Slides with Graphics and Photographs
All about Picture File FormatsBitmap and vector graphicsResolutionCompressionColor depthChoosing File Formats for GraphicsThe All‐Important Copyright IssueInserting a Graphic on a SlideTouching Up a GraphicChanging a graphic's brightness and contrast“Recoloring” a graphicCropping off part of a graphicCompressing Graphics to Save Disk SpaceUsing Graphics as BackgroundsUsing a picture in the backgroundUsing a graphic as background for textCreating the text boxEnlarging and positioning the text boxEntering the textPutting Together a Photo AlbumCreating your photo albumInserting the pictures and creating slidesChoosing a layout for slidesChanging the look of picturesPutting on the final touchesEditing your photo albumUsing Microsoft Office Picture ManagerMapping the graphic files on your computerDisplaying the graphic file you want to work withEditing a pictureAdjusting the brightness and contrastBalancing the colorsCropping a graphicRotating and flipping graphicsRemoving the “red eyes” from a graphicResizing a graphicCompressing a graphic
4. Decorating Slides with Clip Art
What Is Clip Art?Inserting a Clip‐Art Image in a SlideTinkering with Clip Art's AppearanceHandling Media Files with the Clip OrganizerKnowing your way around the Clip OrganizerLocating the media file you needSearching for a media file in the Search paneLocating a media file in the Collection ListInserting a media file into a PowerPoint slideStoring your own files in the My Collections foldersAdding your own media files to the Clip OrganizerOrganizing media files in the My Collections subfoldersCreating your own My Collections subfolders for the Clip Organizer
V. Flash and Dash
1. Taking Advantage of Transitions and Animations
Comparing Transitions and AnimationsShowing Transitions between SlidesAssigning transitions to slidesTroubleshooting transitionsA Short but Sweet Animation PrimerUses for animationsChoosing which slide elements to animateEffects for defining an animationDefining the order of animationsDeciding when elements are animatedThe Quick Way to Animate a SlideAdvanced Techniques for Animating SlidesPlanning aheadUsing and reading the Custom Animation task paneThe Basics: Using the Custom Animation task paneReading the Custom Animation task paneSelecting an animation to work withApplying an animation effectChanging and scrapping animation effectsModifying an animationChoosing the entrance or exit directionChanging an element's speed (its duration)Changing an element's sizeGetting a smooth start and a smooth endingAnimating text frames and text boxesDealing with paragraphs in text boxesAnimating text all at one time, by word, or by letterChoosing animation fonts and font sizes, styles, and colorsHiding elements and changing their color after animationMotion paths for moving elements across a slideChoosing a readymade motion pathAltering a motion pathDrawing your own motion pathEditing a motion pathPlaying choreographer with animationsOrder: Changing the order of animationsStart: Deciding when an animation starts playingTiming: Using With Previous and After Previous animationsHandling animations with the Advanced TimelineStarting an animation with a triggerSetting up the triggerHandling trigger animationsPlaying Sounds along with AnimationsSuggestions for Animating SlidesAnimating bulleted and numbered listsChanging elements' size as they moveBuilding a slide one element at a timeAnimating different parts of a chart
2. Making Video Slides
Looking before You LeapStoring video files correctlyUnderstanding how video files strain your computerUnderstanding video file formatsPlacing Videos on SlidesInserting a video on a slideInserting a video that isn't compatible with PowerPointStarting and Pausing a Video during a PresentationFine‐Tuning a Video PresentationAdding Spice to Your Video PresentationAdjusting the size of the video screenPutting a border around a video
3. Making Sound and Music a Part of a Presentation
Ways to Include Sound in a PresentationA Word about Sound File FormatsUsing Sounds: A Precautionary TaleFinding Sound Files on the InternetMarking Slide Transitions with SoundAssigning a transition sound to a slideFine‐tuning transition soundsInserting Sound Files in PresentationsInserting a sound file in a slidePlaying sound after a few seconds have elapsedPlaying a sound file as several slides appearGetting the sound from a CDGiving the instruction to play songs from a CDControlling how tracks are played from a CDPlaying a string of sound filesCreating a sound file playlistManaging a playlistInserting your sound playlist on your slideHiding the video screenTelling PowerPoint When and How to Play a Sound FileStarting, Pausing, and Resuming a Sound FileRecording a Voice Narration for PowerPointTesting your computer's microphoneChecking the Control PanelTesting one, two, three . . .Recording the narration in PowerPointRecording the voice narration for a single slideRecording a voice narration for several slidesMicrophone settingsMaking the recordingRecording a voice narration with Sound RecorderRecording the narrationInserting the .WAV file in PowerPointSynchronizing your recorded file with the PowerPoint slides
VI. Giving a Presentation
1. Giving an In‐Person Presentation
Rehearsing and Timing Your PresentationPutting on the Finishing TouchesShowing Your PresentationStarting and ending a presentationGoing from slide to slideGoing forward (or backward) from slide to slideJumping forward or backward to a specific slideSwitching to another program during a presentationDrawing on SlidesWielding a pen or highlighter in a presentationErasing pen and highlighter drawingsPointing with the ArrowMaking Use of Blank ScreensCustomizing Shows for Particular AudiencesAssembling slides for a custom showEditing a custom showPresenting a custom showPresenting a custom show from the beginningInterrupting a presentation with a custom show
2. Speaker Notes and Handouts
What Are Notes and Handouts?All about NotesEntering a noteEditing your notes in Notes Page viewThe Notes Master for formatting notes pagesChanging around a Notes MasterSlide imageBodyDatePage NumberHeader and FooterThe Notes Master and notes pages connectionProviding Handouts for Your AudiencePrinting an Outline Version of Your PresentationPrinting Slides, Handouts, and Notes PagesExamining the Print optionsGetting around in the Print Preview window
3. Creating a Self‐Running Presentation
Good Uses for Self‐Running PresentationsChallenges of a Self‐Running PresentationDeciding How Long to Keep Slides On‐ScreenEntering time periods yourself“Rehearsing” slide timesTelling PowerPoint that Your Presentation Is Self‐RunningStarting and Ending a Self‐Running Presentation
4. Creating a User‐Run Presentation
What Is a User‐Run Presentation?Uses for User‐Run PresentationsChallenges of a User‐Run PresentationHelping viewers understand how to run the presentationBacktrackingFitting action buttons on slidesPreventing a presentation from stallingMaking Yours a User‐Run PresentationAction Buttons vs. HyperlinksAction Buttons for Going from Slide to SlideDrawing an action button hyperlinkRepairing, removing, and reshaping action buttonsCreating your own action buttonPlacing action buttons on a master slideCreating HyperlinksCreating a hyperlink to a slideCreating a hyperlink to a Web pageHyperlinking to a file in another programCreating an e‐mail hyperlinkRepairing and removing hyperlinksMaking Sure That Your Presentation Doesn't Stall
5. Alternative Ways to Distribute Presentations
Putting On the Finishing TouchesSending Your Presentation in an E‐Mail MessagePackaging Your Presentation on a CDPackaging a presentation on a CDPackaging more than one presentation on a CDUsing the Package command to assemble sound and video filesPlaying a presentation from a CD in PowerPoint ViewerDistributing Your Presentation to People Who Don't Have PowerPointSaving Your Presentation as a Web PageTurning a presentation into a Web pageOpening a PowerPoint Web page in your browserFine‐tuning your Web pageRemoving the speaker notes and slide navigation controlsChanging the look of the Web pageChoosing a target browserOrganizing the support files
VII. PowerPoint for Power Users
1. Customizing PowerPoint
Customizing the Quick Access ToolbarAdding buttons to the Quick Access toolbarChanging the order of buttons on the Quick Access toolbarRemoving buttons from the Quick Access toolbarPlacing the Quick Access toolbar above or below the ribbonCustomizing the Status BarChanging Color Schemes
2. Creating a Presentation Design for Your Company
Creating a Template for Your Presentation DesignsMaking Your Company Colors Part of the DesignFinding out a color's RGB or HSL settingEmploying a company color in a PowerPoint designMaking Your Company's Fonts Part of the DesignDesigning Your TemplateCreating Slide Layouts for Your TemplateCreating a new slide layoutDeleting slide layoutsIncluding Boilerplate Content in the Slide DesignTelling Co‐Workers How to Use Your TemplateLoading a template on a computerCreating a presentation from a template
3. Collaborating with Others on a Presentation
Comments for Critiquing Others' WorkWriting and editing a commentReading and reviewing commentsCleaning comments from a presentationLocking a Presentation with a PasswordPassword‐protecting a presentationOpening a presentation that requires a passwordRemoving a password from a presentationSharing Slides in a Slide LibraryDepositing slides in a slide libraryReusing slides from a slide libraryCollaborating with Others Using SharePoint ServicesGetting equipped to use SharePoint ServicesVisiting a SharePoint Services Web siteGetting from place to place in the Web siteHandling and managing filesUploading filesDownloading a file to your computerViewing and editing a fileDeleting a fileOther ways to collaborate at a SharePoint Services Web site
4. Linking and Embedding for Compound Presentations
What Is OLE, Anyway?Linking and embeddingUses for object linkingUses for object embeddingPitfalls of object linking and embeddingEmbedding Data from Other Programs on a PowerPoint SlideEmbedding an objectCreating an embedded object inside PowerPointImporting part of a file as an embedded objectCreating an embedded object from an entire fileEditing an embedded objectLinking a PowerPoint Slide to Data in Another FileEstablishing the linkUpdating a link
5. Automating Tasks with Macros
What Is a Macro?Displaying the Developer TabManaging the Macro Security ProblemRunning a MacroRunning a Macro from a Button on the Quick Access ToolbarInstalling Add‐Ins

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Power Point® All?in?One Desk Reference For Dummies®

by Peter Weverka

Dedication

Become an O’Reilly member and get unlimited access to this title plus top books and audiobooks from O’Reilly and nearly 200 top publishers, thousands of courses curated by job role, 150+ live events each month,
and much more.