book

PowerPoint 2007: The Missing Manual

Name: PowerPoint 2007: The Missing Manual
Author: E. A. Vander Veer
ISBN: 9780596527389

by E. A. Vander Veer

December 2006

Beginner

487 pages

14h 28m

English

O'Reilly Media, Inc.

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A Note Regarding Supplemental Files
Introduction
What You Can Do with PowerPoint 2007What’s New in PowerPoint 2007A Quick Tour of the New InterfaceRibbonGroupsCommand buttonsDialog box launchersTabsLess customizationLive previewsMini ToolbarKeytipsImproved screen tip helpNew File FormatsImproved GraphicsMore Theme OptionsA New Way to Track RevisionsThe Very BasicsAbout This BookAbout the OutlineAbout → These → ArrowsPowerPoint ExamplesAbout MissingManuals.com Safari® Enabled
1. Slideshow Basics
1. Creating a Basic Presentation
1.1. Beginning a New Presentation1.1.1. Creating a New Presentation from Scratch1.1.2. Creating a Presentation from an Existing Template, Theme, or Presentation1.1.2.1. From an existing template1.1.2.1.1. Recently used templates1.1.2.1.2. Installed templates1.1.2.1.3. My templates1.1.2.1.4. Online1.1.2.2. From an existing (built-in) theme1.1.2.3. From an existing presentation1.1.2.4. The New from Existing Presentation window1.1.2.5. The Open window1.2. Choosing a Theme for Your Presentation1.3. Adding Text1.3.1. Adding Text to an Existing Text Box1.3.2. Adding a New Text Box1.4. Adding More Slides1.5. Moving Around Inside a Presentation1.5.1. Navigating with the Scroll Bar1.5.2. Navigating with the Slides and Outline Tabs1.5.3. Using Find1.6. Adding Speaker Notes1.7. Creating and Printing Handouts1.8. Saving and Closing a Presentation1.9. Running a Presentation
2. Editing Slides
2.1. Editing Text2.1.1. Selecting Text2.1.2. Cutting Text2.1.3. Copying Text2.1.4. Pasting Text2.1.4.1. Automatically pasting the last chunk of text you cut (or copied)2.1.4.2. Choosing what to paste2.1.4.3. Choosing how to paste2.1.5. Moving Text2.1.6. Deleting Text2.2. Reversing an Action (Undo)2.3. Finding and Replacing Text Automatically2.4. Spell Check and Other Editorial Tools2.4.1. Checking Spelling2.4.1.1. Setting up spelling2.4.1.2. Automatic (continuous) spell checking2.4.1.3. Manual spell checking2.4.2. Thesaurus2.4.3. Translating Words into Other Languages2.4.4. Researching Stuff2.4.5. Turning on AutoCorrect (for Capitalization and Spelling)2.4.5.1. Autocorrecting case (capitalization) errors2.4.5.2. Autocorrecting spelling errors2.5. Adding Special Characters2.5.1. Non-English Text
3. Formatting and Aligning Your Text
3.1. Automating Text Formatting3.1.1. Using AutoFormat3.1.2. Using AutoFit3.2. Manually Formatting Text Appearance3.2.1. Changing the Font3.2.2. Changing Font Size3.2.3. Bolding, Italicizing, and Underlining Text3.2.4. Changing Text Color and Background Color3.2.5. Adding Special Color Effects3.2.5.1. Adjusting transparency3.2.5.2. Mixing custom colors3.2.5.3. Picture3.2.5.4. Texture3.2.5.5. Gradient3.2.6. Tweaking the Text Outline3.2.7. Adding Special Text Effects3.3. Manually Aligning and Indenting Text3.3.1. Aligning Text and Creating Columns3.3.2. Creating Lists3.3.2.1. Customizing bulleted lists3.3.2.2. Customizing numbered lists3.3.3. Changing Indents3.3.4. Changing Tab Stops3.3.5. Changing Spacing3.3.6. Changing Text Direction3.3.6.1. Using the Text Direction option3.3.6.2. Using the Size and Position dialog box3.4. Formatting Text Boxes
4. Formatting and Laying Out Your Slides
4.1. Changing Slide Layout4.1.1. Applying a Canned Layout4.1.2. Switching Orientation from Landscape to Portrait (and Back)4.1.3. Repositioning Text Boxes4.1.4. Help for Positioning Text Boxes: Zoom, Guides, and Grid4.2. Changing Background Color4.2.1. Adding a Gradient Effect4.3. Reapplying Themes, Colors, and Fonts4.3.1. Reapplying a Theme4.3.2. Reapplying a Color Scheme4.3.3. Reapplying a Font
5. Editing Your Slideshow
5.1. Viewing Multiple Slides5.1.1. Slides Pane5.1.2. Slide Sorter View5.2. Adding, Deleting, and Moving Slides5.2.1. Adding Blank Slides5.2.2. Deleting Slides5.2.3. Moving Slides5.2.4. Duplicating Slides5.2.5. Cutting, Copying, and Pasting Slides5.3. Inserting Slides from Other Slideshows5.4. Editing Slide and Layout Masters5.5. Creating Slide Masters and Layout Masters5.5.1. Creating a New Slide Master5.5.2. Creating a New Layout Master5.5.3. Renaming Slide Masters and Layout Masters5.5.4. Preserving Slide Masters and Layout Masters5.5.5. Applying Multiple Slide Masters5.5.6. Editing Handout Masters5.5.7. Editing the Notes Master5.6. Adding Headers and Footers5.6.1. Adding Footers to Your Slides5.6.2. Adding Headers and Footers to Notes Pages and Handouts
6. Adding Charts, Diagrams, and Tables
6.1. Creating Charts6.1.1. Choosing a Chart Type6.1.2. Creating a Chart6.1.3. Customizing Charts with Prebuilt Layouts and Styles6.1.3.1. Applying prebuilt Chart Layouts6.1.3.2. Applying prebuilt Chart Styles6.1.4. Editing and Tweaking Charts6.1.4.1. Editing data ranges6.1.4.2. Customizing chart titles6.1.4.3. Customizing chart legends6.1.4.4. Changing chart types6.1.4.5. Customizing data labels6.1.4.6. Adding shapes (or pictures) to charts6.1.4.7. Customizing axis titles6.1.4.8. Adding (and customizing) data tables6.1.4.9. Manually formatting chart elements6.1.5. Pasting Existing Charts into PowerPoint6.2. Creating Diagrams6.2.1. Adding Diagrams to Slides6.2.2. Turning Lists into Diagrams6.2.3. Applying Prebuilt Styles and Color Themes to Diagrams6.2.4. Tweaking Diagrams6.2.4.1. Adding titles6.2.4.2. Switching to a different type of diagram6.2.4.3. Reversing diagram elements6.2.5. Adding, Changing, and Moving Diagram Shapes6.2.5.1. Adding shapes6.2.5.2. Deleting shapes6.2.5.3. Resizing shapes6.2.5.4. Changing from one shape to another6.2.5.5. Repositioning shapes6.2.6. Changing Diagram Text6.3. Creating Tables6.3.1. Creating a Basic Table6.3.1.1. Creating rows and columns6.3.1.2. Selecting cells, rows, and columns6.3.1.3. Selecting entire tables6.3.1.4. Adding data6.3.1.5. Adding a title6.3.1.6. Adding column headings6.3.2. Tweaking Tables6.3.2.1. Applying prebuilt styles6.3.2.2. Highlighting rows and columns6.3.2.3. Drawing borders around cells, rows, and columns6.3.2.4. Changing the background color of selected cells6.3.2.5. Adding shadows, reflections, and 3-D effects to table cells6.3.2.6. Inserting and deleting rows and columns6.3.2.7. Changing the width of a row or column6.3.2.8. Aligning data inside cells6.3.2.9. Merging (and splitting) cells6.3.3. Resizing Tables6.3.4. Repositioning Tables6.3.5. Deleting Tables
2. Presenting Your Slideshow

7. Delivering Presentations
7.1. Setting Up a Slideshow7.1.1. Choosing a Slideshow Mode7.1.1.1. Full-screen mode7.1.1.2. Browser mode7.1.1.3. Kiosk mode7.1.2. Hiding Individual Slides7.1.3. Matching Your Slideshow to Your Monitor7.1.4. Setting Up a Speaker Notes Screen7.1.5. Setting Up Automatic Timing7.1.6. Looping Continuously7.1.7. Recording Voiceover Narration7.1.8. Turning Off Sounds and Animations7.2. Slideshows for Multiple Audiences7.2.1. Creating a Custom Slideshow7.2.2. Editing a Custom Slideshow7.3. Presenting Your Slideshow7.3.1. Drawing on Slides During a Presentation7.4. Creating PowerPoint Shows7.5. Emailing Your Presentation7.6. Packaging Presentations for CD7.7. Presentations over the Web7.7.1. Converting Your Presentation into One or More Web Pages7.8. Converting to Other Formats7.9. Optimizing Presentations7.9.1. Go Easy on the Bling7.9.2. Pare Down Objects Outside of PowerPoint7.9.3. Choose Insert over Dragging or Pasting7.9.4. Recycle Your Images7.9.5. Get Rid of Invisible Stuff7.9.6. Compress Your Images7.9.7. Don’t Embed Fonts (but if You Have to, Do so Wisely)7.9.8. Download and Install an Optimization Program
8. Printing Presentations
8.1. Printing Slides (One Slide per Page)8.2. Handouts (Multiple Slides per Page)8.3. Overhead Transparencies8.4. Speaker Notes8.5. Presentation Outline8.6. Tent Cards
3. Beyond Bullet Points: Multimedia, Animation, and Interactivity
9. Putting Images and Documents on Slides
9.1. Drawing on Slides9.1.1. Drawing Lines and Shapes9.1.2. Drawing Connectors9.1.3. Drawing Freehand9.1.3.1. Drawing freehand using the Scribble tool9.1.3.2. Drawing freehand with the Freeform tool9.2. Modifying Drawings9.2.1. Selecting Lines and Shapes9.2.2. Applying Shape Styles9.2.3. Modifying Lines, Connectors, and Shape Outlines9.2.4. Modifying the Inside of a Shape9.2.5. Applying Special Effects9.2.6. Rotating Drawings9.2.6.1. Rotating lines9.2.6.2. Rotating shapes9.2.7. Repositioning Lines and Shapes9.2.8. Resizing Drawings9.2.9. Changing the Type of a Shape or Connector9.2.10. Adding Text to Shapes9.2.11. Reshaping and Distorting Shapes9.3. Working with Multiple Drawings9.3.1. Grouping Objects9.3.2. Stacking Objects9.3.3. Aligning Shapes and Lines9.4. Adding Pictures from Other Programs9.4.1. Inserting a Picture Stored on Your Computer9.4.1.1. Picture file formats you can add to your slides9.4.2. Creating a Photo Album Slideshow9.4.2.1. Creating a photo album from picture files on your computer9.4.3. Adding Built-in Clip Art Drawings9.5. Modifying Pictures9.5.1. Applying a Picture Style9.5.2. Recoloring Your Picture9.5.3. Making Your Picture Transparent9.5.4. Adjusting Brightness and Contrast9.5.5. Applying Special Effects9.5.6. Cropping Your Picture9.5.7. Applying a Picture to a Slide Background9.6. Adding Documents from Other Programs9.6.1. Adding an Existing Live Object9.6.2. Creating and Adding a New Document Object
10. Adding Sound and Video
10.1. Adding Sound10.1.1. Sound File Formats You Can Use in PowerPoint10.1.2. Inserting a Sound Clip from Your Computer10.1.3. Adding a Sound Clip from the Clip Organizer10.1.4. Adding a Sound Clip from an Audio CD10.1.5. Recording and Adding Your Own Sound Clip10.1.6. Creating a Soundtrack10.1.7. Making Sound Clips Presenter-Triggered10.2. Adding Video
11. Slide Transitions and Animated Effects
11.1. Slide Transitions11.1.1. Types of Transitions11.1.2. Adding Transitions Between Slides11.2. Custom Animations11.2.1. Applying Entrance Effects11.2.2. Applying Emphasis Effects11.2.3. Applying Exit Effects11.2.4. Motion Path Effects11.2.4.1. Applying motion path effects11.2.4.2. Modifying motion path effects11.2.4.3. Creating your own freehand motion path effect11.2.5. Changing Effects11.2.6. Deleting an Effect11.2.7. Managing Multiple Effects11.2.7.1. Identifying effect type with color-coded icons11.2.7.2. Identifying the particular effect you want to modify11.2.7.3. Using the timeline11.2.7.4. Displaying the timeline11.2.7.5. To hide the timeline11.2.7.6. Reordering effects
12. Make Your Slides Clickable
12.1. Adding Links12.1.1. Linking to Another Slide in the Same Slideshow12.1.2. Linking to a Slide in Another PowerPoint Slideshow12.1.3. Linking to a Web Page12.1.4. Creating (and Linking to) a New Document12.1.5. Linking to an Email Address12.1.6. Adding Screen Tips (Hover Text) to Links12.2. Adding Actions12.2.1. Adding Actions to Text or Images12.2.2. Adding Action Buttons12.3. Editing Links and Actions12.3.1. Editing Links12.3.2. Edit Actions12.3.3. Deleting Links and Actions
4. Working Faster and More Effectively
13. Customizing PowerPoint
13.1. Customizing How PowerPoint Looks13.1.1. Choosing an Overall Look13.1.2. Show (or Hide) the Mini Toolbar13.1.3. Show (or Hide) the Ribbon13.1.4. Show (or Hide) the Developer Tab13.1.5. Select a Theme for All New Slideshows13.1.6. Customize the Quick Access Toolbar13.1.6.1. Add an option to the Quick Access toolbar13.1.6.2. Reposition an option on the Quick Access toolbar13.1.6.3. Delete an option from the Quick Access toolbar13.1.6.4. Reposition the Quick Access toolbar13.1.7. Customize the Status Bar13.2. Customizing How PowerPoint Behaves13.2.1. Open All Documents in a Certain View13.2.2. Saving Files: How, Where, and How Often13.2.3. Printing13.2.4. Optimizing PowerPoint Files13.2.4.1. Embedding as few fonts (and characters) as possible13.2.4.2. Linking to sounds (as opposed to embedding them)13.2.5. Security13.2.6. Editing and Proofing13.2.7. Displaying the Clipboard13.2.8. Choosing a Standard Chart Type13.3. Customizing the Way Your Slideshows Run13.3.1. Show (or Hide) “Ghosted” Navigational Controls13.3.2. Show (or Hide) the Right-Click Menu13.3.3. Give Yourself the Option to Keep Ink Annotations13.3.4. Tell PowerPoint to End Slideshows with a Black Slide (or Not)13.4. Installing Add-Ins
14. Macros: Putting Slideshows on Autopilot
14.1. Creating and Editing Macros14.1.1. Creating a Macro14.1.2. Opening a Macro for Editing14.2. Running Macros14.2.1. Setting Security Options14.2.2. Testing a Macro14.2.3. Adding a Macro to a Slideshow
15. Collaborating with Others
15.1. Preparing for Collaboration15.2. Sending Out a File for Review15.2.1. Emailing Using Outlook15.2.2. Emailing Using Other Programs15.3. Reviewing with Comments15.3.1. Adding a Comment15.3.2. Reading Comments15.3.3. Editing Comments15.3.4. Deleting Comments15.4. Finalizing Presentations15.5. SharePoint and Groove15.5.1. SharePoint15.5.2. Groove15.6. Security15.6.1. Creating Hard-to-Edit Versions of Your File15.6.2. Password-Protecting Your File15.6.2.1. Setting up a single password15.6.2.2. Setting up different passwords for opening and editing15.6.3. Attaching Digital Signature to Files15.6.4. Using Information Rights Management
5. Appendix
A. Getting Help
A.1. Getting Help from PowerPointA.2. Displaying Screen TipsA.3. Searching Help TopicsA.4. Getting Help from MicrosoftA.4.1. Help for Folks Familiar with PowerPoint 2003A.4.2. TutorialsA.4.3. Online Articles, FAQs, and MoreA.4.4. ForumsA.4.5. Direct Person-to-Person HelpA.5. Help from the Community
Index
About the Author
Colophon
Copyright

Content preview from PowerPoint 2007: The Missing Manual

Chapter 1. Creating a Basic Presentation

PowerPoint 2007 is the great equalizer. Even if you’re familiar with previous versions of PowerPoint, when it comes to PowerPoint 2007 you’re pretty much in the same boat as someone who’s never even heard of presentation software. That’s because the entire PowerPoint interface has changed. As you saw in the Introduction, Microsoft has done away with toolbars, renamed and reorganized menu options, and even axed a couple of features.

Fortunately, the new interface makes quite a bit of sense once you get used to it. That’s what this chapter is for: to familiarize you with PowerPoint 2007 by walking you through the creation of a basic bullets-and-background slideshow presentation. You’ll learn how to create a new slideshow, choose a look and feel, add text and slides, print speaker notes and handouts, and finally, how to unveil your masterpiece.

Note

Part 3 shows you how to jazz up your basic slideshow with diagrams, charts, sounds, animations, and more.

Beginning a New Presentation

You’ve got two basic choices when it comes to creating a new presentation:

You can start from scratch, using a blank canvas. If you’re familiar with earlier incarnations of the PowerPoint program, or if you’re interested in learning the ins and outs of PowerPoint quickly, then you’ll probably want to choose this option. (As daunting as “from scratch” sounds, you don’t have to do all the work yourself; Section 1.2 shows you how to apply a canned look and feel—or theme ...

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PowerPoint 2007 for Starters: The Missing Manual

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