INTRODUCTORY MICROSOFT POWERPOINT Lesson 4 – Expanding on PowerPoint Basics

Objectives Integrate PowerPoint with other Office programs. Work with multiple presentations. Replace text fonts in an entire presentation. Use the Format Painter. Deliver a presentation. Change the output format. Publish a presentation to the Web. Send a presentation via e-mail.

Terms Used in This Lesson Embed Format Painter Grid settings Guide settings Pack and Go Snap to Route

Integrating PowerPoint with Other Office Programs You can enhance your PowerPoint presentation by importing and embedding text and worksheets from other Office programs. Text and Worksheets

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 kind of document to import because it is formatted with styles and each heading level is translated into a corresponding level of text in PowerPoint.

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.

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.

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.

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.

Send a Presentation to Word You can send a presentation to Word to use as a handout or create other documents using the text and slides from the presentation.

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.

Formatting Text and Objects

Replace Text Fonts You can change a font throughout your presentation by choosing Replace Fonts on the Format menu.

Use the Format Painter If you format an object with certain attributes, such as fill color and line color, then want to format another object the same way, use the Format Painter feature.

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. Snap to will move an object to the closest gridline on a slide. Grid settings sets 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.

Delivering a Presentation

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.

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.

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.

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.

Use Pack and Go If you are giving your presentation on another computer, you can use the Pack and Go Wizard to compact all your presentation files into a single, compressed file that fits on a floppy disk. PowerPoint will unpack the files when you reach your destination computer.

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. 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.

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.

Sending a Presentation via E-mail You can use e-mail in conjunction with PowerPoint by sending the presentation as an e-mail attachment or to a recipient for review. To route a presentation is to send it via e-mail for others to review which allows the recipient to make changes to the presentation. A routed presentation is sent as an e-mail attachment.

Review Presentations You might want to send your presentation to another person so they can make corrections or additions. PowerPoint has a feature that allows another person to make corrections and marks the changes so the original author can easily identify them.

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.

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.

Summary 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. You can e-mail a copy of a presentation as an attachment or route a presentation for others to review.

Summary 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. 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.

Summary 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. 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.