POWERPOINT 2002 (XP): LEVEL 2

Transcription

1 POWERPOINT 2002 (XP): LEVEL 2

2 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 STUDENT EDITION LESSON 1 - USING THE OUTLINE TAB... 6 Working with the Outline Tab... 7 Creating a Bulleted List... 8 Collapsing and Expanding Slides...10 Demoting and Promoting Text Lines...11 Moving Text Lines...12 Adding Slides in the Outline Tab...13 Deleting Slides from the Outline Tab...13 Rearranging Slides in the Outline Tab...14 Creating a Summary Slide...15 Exercise...16 Using the Outline Tab...16 LESSON 2 - EDITING MULTIPLE PRESENTATIONS...19 Viewing Multiple Presentations...20 Copying Text between Presentations...21 Copying Slides between Presentations...22 Copying Slides with Drag and Drop...23 Exercise...25 Editing Multiple Presentations...25 LESSON 3 - USING TABLES...27 Creating a PowerPoint Table...28 Inserting a Word Table...29 Editing a Word Table...31 Using Table AutoFormat...31 Working with User-Defined Table Styles...33 Adjusting Table Cells...35 Selecting Rows and Columns...36 Inserting Rows and Columns...37 Linking a Word Table...38 Exercise...40 Using Tables...40 LESSON 4 - CUSTOMIZING PRESENTATIONS...43 Page 2 WWP Training Limited

3 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab Working with Custom Presentations Applying a Color Scheme Customizing a Color Scheme Customizing the Slide Background Saving a Custom Template Deleting a Custom Template Applying an Existing Template Exercise Customizing Presentations LESSON 5 - ADDING SPECIAL EFFECTS Applying an Animation Scheme Animating Text and Objects Setting Animation Timing Animating a Chart Inserting Sounds and Video Changing Multimedia Settings Inserting Animated GIFs Exercise Adding Special Effects LESSON 6 - SETTING UP THE SLIDE SHOW Setting Automatic Slide Timings Setting Up a Continuous Loop Hiding a Slide Rehearsing Slide Transition Timings Exercise Setting Up the Slide Show LESSON 7 - COLLABORATING ON A PRESENTATION Sending a Presentation for Review Reviewing a Presentation Combining Reviewed Presentations Reviewing Merged Changes Ending a Review Printing Reviewer Comments Exercise Collaborating on a Presentation LESSON 8 - EDITING AND IMPORTING CHARTS WWP Training Limited Page 3

4 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 Editing Charts...92 Formatting the Chart Data Markers...92 Repositioning the Legend...94 Formatting the 3-D View of a Chart...95 Dragging to Adjust a 3-D Chart...96 Exploding a Pie Chart...97 Selecting Chart Options...98 Importing an Excel Chart...99 Exercise Editing and Importing Charts LESSON 9 - CREATING CUSTOM CHARTS Displaying Chart Axes Displaying Chart Gridlines Formatting Chart Gridlines Formatting Chart Axes Formatting the Scale of an Axis Adding a Chart Title Changing the Data Series Adding a Drawing Object to a Chart Adding Text to a Chart Inserting a Data Table Exercise Creating Custom Charts LESSON 10 - USING ORGANIZATION CHARTS/DIAGRAMS Creating an Organization Chart Adding Text to Shapes Adding Positions to Shapes Selecting Multiple Shapes Rearranging Shapes Formatting Shapes Inserting a Diagram Working with Diagrams Exercise Using Organization Charts/Diagrams LESSON 11 - EXPORTING OUTLINES AND SLIDES Exporting Notes and Handouts to Word Page 4 WWP Training Limited

5 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab Exporting an Outline to Word Saving a Presentation as an Outline Saving a Slide as a Graphic Exercise Exporting Outlines and Slides APPENDICES... 1 APPENDIX I - PRESENTING TO A WIDER AUDIENCE... 3 Sharing Presentation Ideas... 4 Embedding the Fonts in a Presentation... 5 Assigning a Password... 6 Removing a Password... 7 Using the Pack and Go Wizard... 8 Using the PowerPoint Viewer Using Meeting Minder Previewing a Presentation as a Web Page Formatting a Presentation for the Web Scheduling an Online Meeting Scheduling a Broadcast Starting a Broadcast Exercise Presenting to a Wider Audience INDEX WWP Training Limited Page 5

6 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab In this lesson, you will learn how to: Work with the Outline tab Create a bulleted list Collapse and expand slides Demote and promote text lines Move text lines Add slides in the Outline tab Delete slides from the Outline tab Rearrange slides in the Outline tab Create a summary slide Page 6 WWP Training Limited

7 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab WORKING WITH THE OUTLINE TAB Discussion When you are creating a presentation, entering text in an outline format allows you to concentrate on the content. The presentation outline appears when you click the Outline tab in the tabs pane. You can enter presentation text and see the formatted slide in Normal view at the same time. Since most presentations list highlights instead of full explanations, the outline is an effective way of organizing your thoughts. The Outline tab displays a presentation in the form of a classic outline, consisting of separate lines for the heading and associated body text of each slide. Text can be indented to one of five levels. Level one is the highest (heading) level. You create a presentation in the same way you would create an outline, by typing the headings and indenting the associated body text. Pressing the [Enter] key after typing text inserts a new line at the same level. Therefore, pressing the [Enter] key after typing level 1 (heading) text inserts a new slide into the presentation, and pressing the [Enter] key after typing level 2 text inserts a new line at level 2 of the same slide. As you add text to a presentation outline, you can change text levels as you type. Changing the level of the current line is called promoting or demoting the line. Promoting and demoting text can change the structure of your presentation. For instance, demoting level 1 (heading) text demotes the slide to body text on the previous slide. The Outline tab You can use the mouse or the arrow keys on the keyboard to move the insertion point and to select text on the Outline tab. WWP Training Limited Page 7

8 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 You can also use the Promote and Demote buttons on the Outlining toolbar or the Decrease Indent and Increase Indent buttons on the Formatting toolbar to promote and demote levels. If the tabs pane is not visible, select the View menu and the Normal (Restore Panes) command. Procedures 1. Click the Outline tab at the top of the tabs pane. 2. Click to the right of the slide icon to which you want to add text. 3. Type the desired text. 4. Press [Enter] to insert a new slide. 5. To demote the current line one level, press [Tab]. 6. Type the desired text. 7. Press [Enter] to insert a new line at the same level. 8. To promote the current line one level, press [Shift+Tab]. CREATING A BULLETED LIST Discussion When you add a new slide, PowerPoint automatically inserts a slide with a Title and Text layout. In this layout, the body text placeholder is formatted for a bulleted list. Each text level in a bulleted list can appear with a different bullet symbol. For example, the level 1 bullet style may be a round filled circle, and the level 2 style may be a dashed line. You can continue to add bulleted lines to a slide as desired. As soon as you promote a line to level 1, however, you have created a new slide. Page 8 WWP Training Limited

9 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab Creating a bulleted list You can use the Bullets button on the Formatting toolbar to remove bullets from text. Additionally, the Numbering button on the Formatting toolbar allows you to change bullets to numbers. You can format bullets or numbers by selecting the Format menu and then the Bullets and Numbering command. Placeholders are formatted with a specific font size. If your bulleted list exceeds the placeholder size, PowerPoint automatically reduces the font size to fit the text into the placeholder and displays an AutoFit Options smart tag. You can use the smart tag to select the desired text options. Procedures 1. Switch to the Outline tab. 2. Click in the first line of the new slide. 3. Type the title for the bulleted slide. 4. Press [Enter]. 5. Press [Tab] to demote the current line. 6. Type the text for the first bullet. 7. Press [Enter]. 8. Continue adding bulleted lines as desired. WWP Training Limited Page 9

10 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 9. Press [Shift+Tab] to insert a new slide. COLLAPSING AND EXPANDING SLIDES Discussion One of the advantages of working with an outline is the ability to expand and collapse it. A collapsed outline allows you to see the flow of ideas more easily, since you only see the titles of each slide. You can also collapse all slides except for the current slide. This option leaves more of the screen available. You can choose to collapse the entire outline and view only the titles of each slide to check for continuity, or you can collapse specific slides. You can also expand the entire outline to view all the body text, or you can expand only specific slides as you work with them. PowerPoint provides a few tools that make it easier to work with the presentation outline. One tool is the splitter bar (the vertical border between the tabs pane and the slide pane). You can drag the splitter bar to adjust the size of the tabs pane. Increasing the size of the tabs pane makes it easier to read longer lines. Another tool is the Outlining toolbar, which provides options for viewing and refining the outline. When an outline is collapsed, a gray line appears under the title of each slide that contains hidden text. Procedures 1. Display the Outline tab and the Outlining toolbar. 2. Click in the slide you want to collapse or expand. 3. To collapse the current slide, click the Collapse button on the Outlining toolbar. 4. To expand the current slide, click the Expand button on the Outlining toolbar. 5. To collapse the entire outline, click the Collapse All button on the Outlining toolbar. Page 10 WWP Training Limited

11 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab 6. To expand the entire outline, click the Expand All button on the Outlining toolbar. DEMOTING AND PROMOTING TEXT LINES Discussion PowerPoint provides five levels of indentation for the body text on a slide. Level 1 has the smallest indent, and level 5 has the largest. When you want to place less emphasis on an item, you can demote it. When you demote an item, the indentation increases. When you want to place more emphasis on an item, you can promote it. When you promote an item, the indentation decreases. The Show Formatting button on the Standard or Outlining toolbar allows you to display the text formatting in the presentation outline. When text formatting is displayed, level 1 text has the largest font size, and level 5 text has the smallest. A demoted text line You can use the Decrease Indent button on the Formatting toolbar or press the [Tab] key to promote text. Using the Increase Indent button or pressing the [Shift+Tab] key combination allows you to demote text. The Show Formatting button is a toggle. Selecting it again hides the formatting in the outline. WWP Training Limited Page 11

12 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 You can also demote or promote text lines in the slide pane by selecting the placeholder text and clicking the desired button on the Outlining or Formatting toolbar. Procedures 1. Switch to the Outline tab and display the Outlining toolbar, if necessary. 2. Click in the line of text you want to demote. 3. Click the Demote button on the Outlining toolbar. 4. Click in the line of text you want to promote. 5. Click the Promote button on the Outlining toolbar. MOVING TEXT LINES Discussion You can use the Move Up and Move Down buttons on the Outlining toolbar to move titles and body text up or down on a slide or between slides. If no selection is made, the text line containing the insertion point moves up or down one line. If multiple text lines are selected, the entire selection moves accordingly. If you move a line with text indented below it, the indented text does not move with it unless you have selected both lines. Procedures 1. Switch to the Outline tab and display the Outlining toolbar, if necessary. 2. Click in the text line you want to move up. 3. Click the Move Up button on the Outlining toolbar. 4. Click in the text line you want to move down. Page 12 WWP Training Limited

13 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab 5. Click the Move Down button on the Outlining toolbar. ADDING SLIDES IN THE OUTLINE TAB Discussion You can easily add slides to an existing presentation outline. By default, newly inserted slides have the Title and Text layout and appear above the selected slide. Procedures 1. Switch to the Outline tab. 2. Click to the left of the slide title above which you want to add a slide. 3. Press [Enter]. DELETING SLIDES FROM THE OUTLINE TAB Discussion You can easily delete slides from the presentation outline. You also can delete multiple slides by first selecting all the slides you want to delete. You can also delete a slide by clicking the slide icon and pressing the [Delete] key or by right-clicking in the slide and selecting the Delete Slide command from the shortcut menu. Procedures 1. Switch to the Outline tab. 2. Click anywhere in the slide you want to delete. WWP Training Limited Page 13

14 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 3. Select the Edit menu. 4. Select the Delete Slide command. REARRANGING SLIDES IN THE OUTLINE TAB Discussion You can rearrange slides in the presentation outline, whether the outline is collapsed or expanded. However, moving collapsed slides shortens the outline and makes it quicker and easier to move slides. In the Outline tab, you can move a single slide or multiple, contiguous slides at one time. When moving multiple slides, you can use the [Shift] key both to expand the selection and to drag it to a new location. Moving a slide in the Outline tab Procedures 1. Switch to the Outline tab. 2. Point to the icon of the slide you want to move. 3. Drag the icon to the desired location. Page 14 WWP Training Limited

15 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab CREATING A SUMMARY SLIDE Discussion You can easily create a summary slide in the presentation outline. A summary slide contains the titles of each slide. For example, you can select the title from each slide in the presentation and use the Summary Slide button on the Outlining toolbar to create an agenda slide to introduce the presentation. A summary slide When selecting the first slide, drag the text of the slide, not the slide icon; dragging the slide icon moves the slide instead of selecting it. You can also select all slides by selecting the Edit menu and then the Select All command. Procedures 1. Display the Outline tab and the Outlining toolbar, if necessary. 2. In the outline pane, select the slides you want to include in the summary slide. 3. Click the Summary Slide button on the Outlining toolbar. WWP Training Limited Page 15

16 Lesson 1 - Using the Outline Tab PowerPoint 2002 Level 2 EXERCISE USING THE OUTLINE TAB Task Use the Outline tab to create and modify a presentation. 1. Create a new blank presentation. 2. In the Outline tab, create the following presentation with the indented text as indicated: Slide 1 Slide 2 Slide 3 Annual Meeting Worldwide Sporting Goods Agenda Welcome and Introductions Highlights of past year Sales review Financial Overview Highlights of Past Year 3. Save the presentation as Anmtg1 to the student data folder and close it. 4. Open Meeting2 and close the task pane, if necessary. 5. Display the Outline tab and the Outlining toolbar, if necessary. 6. On slide 4, promote the Competitive - Expand into foreign markets text line. 7. On slide 4, promote the Financial Overview text line until it becomes slide On slide 6, demote the Dollars spent on recreation went up text line. 9. Collapse the entire outline. 10. Move the Financial Overview slide before the Review of Prior Goals slide. 11. Expand the entire outline. 12. On slide 7, move the Financial goals line before the Strategic undertakings line. 13. Add a slide before slide 6. Enter Regional Comparison as the slide title text. 14. Delete slide 2, Agenda. Page 16 WWP Training Limited

17 PowerPoint 2002 Level 2 Lesson 1 - Using the Outline Tab 15. Select all the text in the presentation and create a summary slide. 16. Hide the Outlining toolbar. 17. Close the presentation without saving it. WWP Training Limited Page 17

18

19 LESSON 2 - EDITING MULTIPLE PRESENTATIONS In this lesson, you will learn how to: View multiple presentations Copy text between presentations Copy slides between presentations Copy slides with drag and drop

20 Lesson 2 - Editing Multiple Presentations PowerPoint 2002 Level 2 VIEWING MULTIPLE PRESENTATIONS Discussion You can display multiple presentations in the application window. For example, you may have a presentation that contains an overview of your company s products and services and another presentation that outlines your company's marketing plan. You could open both presentations and arrange the windows side-by-side in order to view their similarities or inconsistencies. If multiple presentations are open, you can move text or slides from one presentation to another. You can view multiple presentations in Normal, Slide Sorter or Notes Pane view, but not while running a slide show. Viewing multiple presentations You can open multiple presentations at the same time by holding the [Ctrl] key as you click each file you want to open in the Open dialog box. Procedures 1. Open multiple presentations. 2. Select the Window menu. 3. Select the Arrange All command. Page 20 WWP Training Limited

21 PowerPoint 2002 Level 2 Lesson 2 - Editing Multiple Presentations COPYING TEXT BETWEEN PRESENTATIONS Discussion You can copy text from one presentation and paste it into another. For example, if one presentation contains an overview of your company's products and services and another presentation outlines your company's marketing plan, the content of some slides may overlap. Copying text between presentations is easier to perform if both presentations are open. You can arrange the presentation windows side-by-side so that you can quickly copy slide text from one presentation to the other. If the source and destination presentations use different design templates or color schemes, the Paste Options button appears after the text is pasted into the destination presentation. Using paste options, you can keep the original (source) formatting or you can apply the formatting of the destination presentation to the pasted text. By default, pasted text adopts the formatting of the presentation into which it is pasted. Copying text between presentations If text is selected when you use the Paste feature, the pasted text overwrites the selection. Procedures 1. Select the presentation from which you want to copy text. 2. Select the text you want to copy. WWP Training Limited Page 21

22 Lesson 2 - Editing Multiple Presentations PowerPoint 2002 Level 2 3. Click the Copy button on the Standard toolbar. 4. Select the presentation into which you want to paste the text. 5. Select the text you want to replace, or click where you want to paste the text. 6. Click the Paste button on the Standard toolbar. 7. Click the Paste Options button. 8. Select the desired paste option. COPYING SLIDES BETWEEN PRESENTATIONS Discussion You can copy a slide from one presentation and paste it into another. Copying slides between presentations is easier if you first open both presentations and arrange them side-by-side. When you copy a slide from one presentation to another that uses a different color scheme or design template, the pasted slide adopts the formatting of the destination presentation and the Paste Options button appears in the Slides tab. If you want to preserve the original design and color scheme of the pasted slide, you can use paste options to keep the source formatting. The Paste Options button does not appear if both presentations are formatted identically. You can also use the Cut and Paste buttons to move slides between presentations. The Cut, Copy and Paste commands are also available from the Edit menu or from the slide shortcut menu. The Clipboard task pane can also be used to copy and paste multiple slides between presentations. The Slide Sorter view also allows you to move and copy slides between presentations. Page 22 WWP Training Limited

23 PowerPoint 2002 Level 2 Lesson 2 - Editing Multiple Presentations Procedures 1. Open multiple presentations, arrange them side-by-side, and display the Slides tab in Normal view. 2. Select the presentation containing the slide you want to copy. 3. Select the slide you want to copy from the Slides tab. 4. Click the Copy button on the Standard toolbar. 5. Select the presentation into which you want to paste the copied slide. 6. Select the slide in the Slides tab below which you want to paste the slide. 7. Click the Paste button on the Standard toolbar. COPYING SLIDES WITH DRAG AND DROP Discussion You can copy a slide by dragging it from one presentation and dropping it into another. Both presentations must be open in order to perform this action. The Slides tab makes it easy to drag slides between presentations. When you drag a slide into the Slides tab of a different presentation, a horizontal line appears, indicating where the slide will be inserted. When you drag a slide from one presentation to another that uses a different color scheme or design template, the pasted slide adopts the formatting of the destination presentation. You can use the Paste Options button to return the pasted slide to the source formatting. If you drag a slide containing a chart from one presentation to a presentation using a different color scheme, PowerPoint updates the chart to the color scheme of the destination presentation. WWP Training Limited Page 23

24 Lesson 2 - Editing Multiple Presentations PowerPoint 2002 Level 2 Procedures 1. Open multiple presentations, arrange them side-by-side, and display the Slides tab in Normal view. 2. Select the presentation containing the slide you want to copy. 3. Select the slide you want to copy. 4. Drag the slide to the desired location on the Slides tab in the destination presentation. Page 24 WWP Training Limited

25 PowerPoint 2002 Level 2 Lesson 2 - Editing Multiple Presentations EXERCISE EDITING MULTIPLE PRESENTATIONS Task Edit multiple presentations. 1. Open Mtg11 and Rview. 2. Arrange the presentations side-by-side in Normal view and display the Slides tab. 3. On slide 9 in the Rview presentation, copy the bulleted lines, Gross margin and Compare company to rest of market. 4. Select the Mtg11 presentation and go to slide 7. Paste the Gross Margin bullet text from the Clipboard task pane to the end of the existing bulleted lines. Use the Paste Options button to keep the text only. 5. Use the Clipboard task pane to paste the Compare company... bullet on the next line, using the Paste Options button to keep the text only. 6. Clear the Clipboard task pane and then close it. 7. Switch both presentations to Slide Sorter view. 8. Move slide 10 from the Rview presentation to the Mtg11 presentation, after slide Display slide 5 in Normal view in both presentations. Copy slide 5 from the Rview presentation and paste it after slide 5 in the Mtg11 presentation. 10. Close both presentations without saving them. WWP Training Limited Page 25

26 Lesson 2 - Editing Multiple Presentations PowerPoint 2002 Level 2 Page 26 WWP Training Limited

27 LESSON 3 - USING TABLES In this lesson, you will learn how to: Create a PowerPoint table Insert a Word table Edit a Word table Use Table AutoFormat Work with user-defined table styles Adjust table cells Select rows and columns Insert rows and columns Link a Word table

28 Lesson 3 - Using Tables PowerPoint 2002 Level 2 CREATING A POWERPOINT TABLE Discussion Tables can be used to present information organized into columns and rows. You might want to insert a table, for example, to illustrate regional sales figures that do not need to be graphed. There are two types of tables you can insert into a PowerPoint slide; you can insert a simple PowerPoint table, or you can insert a Microsoft Word table. A Microsoft Word table offers more formatting features than a PowerPoint table. The simplest way to insert a PowerPoint table is to click a table placeholder. When you create a simple table, you must choose the desired number of rows and columns. When the table appears in the slide, all cells are perfectly symmetrical. You can, however, resize them manually as needed. You can also create a more complex table that contains either cells of different heights or a random number of columns per row. Complex tables are generally created using the Draw Table button on the Tables and Borders toolbar. The Draw Table button allows you to create a table freehand, without having to follow the conventions of a simple table. Creating a PowerPoint table You can create a simple PowerPoint table by inserting a new slide with a Title and Table layout or by applying any slide layout that contains a table placeholder. Page 28 WWP Training Limited

29 PowerPoint 2002 Level 2 Lesson 3 - Using Tables You can also insert a table by selecting the Insert menu and the Table command, or you can click the Insert Table button on the Standard toolbar and drag in the grid as desired. If some table borders disappear when you are entering text into the table, you can try refreshing the screen by selecting 100% from the Zoom list on the Standard toolbar and then returning the zoom level to Fit. Procedures 1. Double-click the Double click to add table placeholder. 2. Enter the desired number of columns in the Number of columns box. 3. Enter the desired number of rows in the Number of rows box. 4. Select OK. Open SALESTBL.PPT. Create a PowerPoint table. INSERTING A WORD TABLE Discussion When you insert a Word table, a Word object is embedded on the slide and Word is automatically activated. You use the Insert Object dialog box to insert the Word object and then use the available Word menus and toolbars to insert a Word table into the embedded object. In addition to selecting the number of rows and columns you want in the table, you can choose one of three available AutoFit settings, as well as apply a table style. Finally, you can set the selected options as the default for all future tables. The cells in a table, which act as placeholders for the table data, can appear as either numbers or text. When you enter data into the table cells, you use Word insertion and navigation techniques, and the data appears in the embedded Word table, not directly on the PowerPoint slide. You can move from cell to cell using the mouse or the [Tab] and arrow keys. You also use Word procedures to format the table. In order to insert a Microsoft Word table, you must have Microsoft Word installed on your system. WWP Training Limited Page 29

30 Lesson 3 - Using Tables PowerPoint 2002 Level 2 Inserting a Word table You must activate Microsoft Word to edit or format the embedded object. To activate Word, double-click the embedded Word object. You can use the Tables and Borders toolbar to format either a PowerPoint or Microsoft Word table. Most of the table formatting tools are available for either type of table. PowerPoint and embedded Word tables display cell borders by default. Procedures 1. Display the slide on which you want to insert a Microsoft Word table. 2. Select the Insert menu. 3. Select the Object command. 4. Select the Microsoft Word Document object type. 5. Select OK. 6. Select the Table menu. 7. Point to the Insert command. 8. Select the Table command. Page 30 WWP Training Limited

31 PowerPoint 2002 Level 2 Lesson 3 - Using Tables 9. Enter the desired number of columns in the Number of columns box. 10. Enter the desired number of rows in the Number of rows box. 11. Select the desired AutoFit behavior option. 12. Select OK. EDITING A WORD TABLE Discussion You can edit an embedded Word object. For example, you may want to edit the data or add row headings to the Word table to explain the data. Since a Word table inserted in PowerPoint is an embedded object, you must activate Word to edit the table. To edit an embedded object, you can also right-click the embedded object, point to the Document Object command, and then select the Edit command. Procedures 1. Double-click the embedded Word object to activate Word within PowerPoint. 2. Make the desired changes. USING TABLE AUTOFORMAT Discussion You use Word procedures to format a Word table embedded in PowerPoint. The Tables and Borders toolbar provides tools for drawing and erasing tables, selecting line style and weight, setting border color and position, and choosing fill colors. This toolbar also provides tools for merging and splitting table cells, aligning cells, distributing rows and columns evenly, formatting the table automatically, changing the text direction of the cell contents, sorting cells, and summing data. WWP Training Limited Page 31

32 Lesson 3 - Using Tables PowerPoint 2002 Level 2 In addition, the Tables and Borders toolbar includes the Table AutoFormat feature, which you can use to apply predefined formats to an entire table or to selected table components. This feature only applies to a Word table; it is not available for a PowerPoint table. The Table AutoFormat feature allows you to choose from many combinations of shading and borders, which can make a table easier to view in addition to adding a more finished, professional look. The Table AutoFormat feature allows you to select the table components you want to AutoFormat, as well as remove table formatting. In addition, you can modify or delete existing Table AutoFormat styles, or create your own table styles. You can also set a particular table style as the default for all embedded Word tables. The Table AutoFormat dialog box You can also select the Table menu and then the Table AutoFormat command to open the Table AutoFormat dialog box. You can bisect a table cell with a diagonal line and position text or graphics in either one or both halves of the cell. A diagonal line can be created by enabling the Draw Table button on the Tables and Borders toolbar and dragging to draw the diagonal line in the cell or by selecting one of the diagonal styles from the Borders button on the Tables and Borders toolbar. Page 32 WWP Training Limited

33 PowerPoint 2002 Level 2 Lesson 3 - Using Tables You can apply an AutoFormat when you are creating the Word table by selecting the AutoFormat button in the Word Insert Table dialog box. Procedures 1. Double-click the embedded Word object. 2. Click in the Word table, if necessary. 3. Click the Tables and Borders button on the Standard toolbar. 4. Click the Table AutoFormat button on the Tables and Borders toolbar. 5. Select the Category list. 6. Select the desired category. 7. Select the desired style from the Table styles list box. 8. Select or deselect AutoFormat options as desired. 9. Select Apply. WORKING WITH USER-DEFINED TABLE STYLES Discussion You can use the Table AutoFormat feature to apply custom styles to a table when the existing styles do not fit your needs. In addition to selecting the existing formatting elements you want to apply in the Table AutoFormat dialog box, you can also modify any available style to better suit your needs. In the Modify Style dialog box, you can change text and table cell formatting, as well as table properties and paragraph and tab settings. By default, when you use the Table AutoFormat feature to format tables, table row heights are resized to fit their contents. If you frequently format tables in the same manner, you can save your table formats by creating new table styles. You can set different formatting for each part of a table, if desired. For example, you can format the table header row with a specific fill color and font style, and then format the rest of the table with a different fill color and perhaps a stylish border. When you create new table styles, they are added to both the User- WWP Training Limited Page 33

34 Lesson 3 - Using Tables PowerPoint 2002 Level 2 defined table styles and All table styles categories in the Table AutoFormat dialog box and are then available to be applied to future tables. If you delete a table style, however, the formatting of the deleted table style will be removed from any table to which it was applied. After a Table AutoFormat has been applied, you can modify or remove its formatting as desired. You can also remove table formats by selecting the Table Normal style from the Table AutoFormat dialog box. When you apply the Table Normal style, all table formatting is removed from the table. Creating a table style You can also select the Table menu and then the Table AutoFormat command to open the Table AutoFormat dialog box. You can modify an existing table style by selecting the Modify button in the Table AutoFormat dialog box. Selecting the Delete button in the Table AutoFormat dialog box deletes user-defined table styles from the Table AutoFormat dialog box. Page 34 WWP Training Limited

35 PowerPoint 2002 Level 2 Lesson 3 - Using Tables Procedures 1. Double-click the embedded Word object you want to format. 2. Click the Tables and Borders button on the Standard toolbar. 3. Click the Table AutoFormat button on the Tables and Borders toolbar. 4. Select New. 5. Enter the desired table style name in the Name box. 6. Select the Style based on list. 7. Select the table style on which you want to base your new table style. 8. Under Formatting, select or deselect options as desired. 9. Select OK. 10. Select Apply. ADJUSTING TABLE CELLS Discussion When you first create a Word table, the columns are a fixed width by default. As you enter data into the table, you may find that some columns need to be narrower than the default width and others need to be wider. You can quickly adjust the width of any table column by dragging its column border to the desired width. You can adjust as many columns in a table as desired, although adjusting the width of any one column (except the last) does not affect the overall width of the table. If all the cells in a column are the same width then the width of the entire column changes. If the cells within the column are different widths however, only the width of the current cell changes. Row height automatically adjusts to fit the font size or the number of lines of wrapped text within a row. If you want to add more spacing above or below the text in a row, you can change row height by dragging the row border to the desired height. You can only adjust the height of one row at a time by dragging. WWP Training Limited Page 35

36 Lesson 3 - Using Tables PowerPoint 2002 Level 2 If you hold the [Alt] key as you drag a column or row border, the exact column or row measurement appears on the corresponding ruler. You can also change column width by dragging the table column markers on the Word horizontal ruler, or you can change row height by dragging the table row markers on the Word vertical ruler. If you need precise measurements, you can access the Row or Column page in the Table Properties dialog box. Procedures 1. Double-click the embedded Word table you want to edit. 2. Drag any row header border up to decrease or down to increase the height of that row. 3. Drag any column border to the left to decrease or to the right to increase the width of that column. SELECTING ROWS AND COLUMNS Discussion Before you can perform many actions on table columns or rows, you must first select the rows or columns you want to modify. You can use the Select submenu on the Table menu to select the entire table, the entire column or row relative to the insertion point or current selection, or just the current cell. You can select single or multiple columns or rows. You can also drag across a row or down a column to select it or drag to select multiple cells, rows, or columns. You can select text in an embedded Word table in the same way you would select text in any other presentation object. Page 36 WWP Training Limited

37 PowerPoint 2002 Level 2 Lesson 3 - Using Tables Procedures 1. Double-click the embedded Word object. 2. Click any cell in the row or column you want to select. 3. Select the Table menu. 4. Point to the Select command. 5. Select the desired command. INSERTING ROWS AND COLUMNS Discussion When you create a table, you can designate the desired number of rows and columns. If you need to add additional information to an existing table, you do not need to re-create the table. Instead, you can insert new rows or columns into the current table. You can insert a row above or below the current row or a column to the left or right of the current column. You can also add multiple rows or columns by first selecting the same number of rows or columns you want to add and then inserting the rows or columns. Inserting a row above WWP Training Limited Page 37

38 Lesson 3 - Using Tables PowerPoint 2002 Level 2 You can also use the Draw Table tool on the Tables and Borders toolbar to draw columns and rows in a table. You can split a table cell with a diagonal border line by drawing the line with the Draw Table tool or by selecting one of the diagonal border styles from the Borders list. You can also insert rows and columns by selecting the Table menu, pointing to the Insert command, and selecting the applicable command. In addition, you can add a row to the end of a table by clicking in the last cell of the table and pressing the [Tab] key. You can insert multiple rows or columns by first selecting the desired number of rows or columns you want to add to the existing table, selecting the Table menu, pointing to the Insert command, and selecting the applicable command. Procedures 1. Double-click the embedded Word object. 2. Select the row above which or the column to the left of which you want to insert the new row or column. 3. Click the arrow on the Insert Table button on the Tables and Borders toolbar. 4. Select the applicable Insert Rows or Insert Columns command. LINKING A WORD TABLE Discussion In addition to inserting a Word table as an object, you can also copy and paste a Word table into your presentation as a linked object. When you copy the Word table, any formatting that has been applied is copied as well as the table contents. When you subsequently paste the table, an exact copy of both the contents and formatting is pasted. Changes to a linked table are made in Word and immediately updated on the PowerPoint slide, if the presentation is open. If you make changes to a linked Word table while the PowerPoint presentation is closed, however, a message box appears as soon as you open the PowerPoint file, informing you that the presentation contains links that can be updated. You can update the links at that time or at any later time while you are working in the presentation. Page 38 WWP Training Limited

39 PowerPoint 2002 Level 2 Lesson 3 - Using Tables Pasting a linked table You can double-click a linked table to open it in Word. You can also open a linked table in Word by right-clicking the table, pointing to the Linked Document Object command, and selecting the Edit or Open command. The Word file containing the source table must be open in order to paste the table as a link. Procedures 1. In Word, select and copy the table you want to link. 2. Go to the PowerPoint slide on which you want to paste the linked table. 3. Select the Edit menu. 4. Select the Paste Special command. 5. Select the Paste link option. 6. Select the link type you want to use. 7. Select OK. WWP Training Limited Page 39

40 Lesson 3 - Using Tables PowerPoint 2002 Level 2 EXERCISE USING TABLES Task Work with tables. 1. Open Boattabl and display slide 1 in Normal view, if necessary. 2. Insert a PowerPoint table of 3 columns and 4 rows. 3. Type the following information into the table: Type Model Cost Kayak WS1200k 1500 Speedboat WS2500s 7500 Paddleboat WS1100p Display slide 2. Insert a Microsoft Word table of 3 columns and 3 rows. 5. Zoom to 100% and enter the following table data: Type Model Cost Canoe WS1500c 1000 Sailboat WS2000s 6500 Page 40 WWP Training Limited

41 PowerPoint 2002 Level 2 Lesson 3 - Using Tables 6. Apply the Table Professional AutoFormat. (Hint: Display the Tables and Borders toolbar.) 7. Create a new Table AutoFormat. Name it My new style and base it on the Table Professional AutoFormat. Italicize the Header row, change its fill color to Blue-Gray (fifth row, seventh column), and its font color to White. Then, apply a solid, 2-1/4 point, dark blue outside border to the entire table and change the font size of all text to Apply the new style to the table. 9. Adjust the row height of each row to approximately 1cm. 10. Insert a new row above the Sailboat row. 11. Enter the following data into the new row: Rowboat WS1000r Deactivate Word to view the table in the slide. Then, move and size the embedded object as desired. 13. Open Boatprce.doc in Word. 14. Copy the Word table and paste it onto slide 3 as a linked object in PowerPoint. 15. Switch to Word and change the Canoe model number to WS1900c. 16. Switch back to PowerPoint; notice the change in the linked table. 17. Close the presentation without saving it. 18. Close Word without saving the changes to Boatprce.doc. WWP Training Limited Page 41

42

43 LESSON 4 - CUSTOMIZING PRESENTATIONS In this lesson, you will learn how to: Work with custom presentations Apply a color scheme Customize a color scheme Customize the slide background Save a custom template Delete a custom template Apply an existing template

44 Lesson 4 - Customizing Presentations PowerPoint 2002 Level 2 WORKING WITH CUSTOM PRESENTATIONS Discussion You can customize PowerPoint presentations using a variety of features, such as custom color schemes and slide backgrounds. A color scheme is used throughout a presentation to give it a consistent look. You can use one of the preset color schemes available in PowerPoint, or you can create your own. A slide background makes a presentation attractive and provides consistency across slides when it is applied to an entire presentation. You can use one of the preset backgrounds available in PowerPoint, or you can create a custom background and apply it to one or more slides. Once you have created a custom color scheme and slide background for a presentation, you can use that presentation to format new or existing presentations. If you intend to use the formatting frequently, you can save the presentation as a custom template. It then appears in the list of available templates. Even if you have not saved a presentation as a template, you can still apply its formatting to another presentation. APPLYING A COLOR SCHEME Discussion A presentation color scheme is a set of eight, coordinated colors, including those used for backgrounds, text, lines, shadows, and accents. Color schemes give a presentation a harmonious appearance. All presentations (including blank presentations) use a color scheme. You can modify an existing color scheme, select a different preset color scheme, or create your own color scheme. You can change any individual color in a color scheme and then apply the change to the entire presentation or to individual slides. You can also apply a different preset color scheme to the entire presentation or to individual slides. For example, you can apply a preset color scheme to the title slide, without applying it to the rest of the slides in the presentation. You can also copy a color scheme from one presentation to another. Page 44 WWP Training Limited

45 PowerPoint 2002 Level 2 Lesson 4 - Customizing Presentations Applying a color scheme to a single slide You can also use color schemes to coordinate the colors in charts and tables or to recolor pictures you have added to slides. If you choose to work in Normal view, the Design button also appears on the Formatting toolbar. You can also apply a color scheme to all slides by pointing to the desired color scheme, clicking its drop-down arrow, and selecting the Apply to All Slides command. Procedures 1. Select the slide to which you want to apply a different color scheme. 2. Select the Design button on the Slide Sorter or Formatting toolbar. 3. Select Color Schemes in the Slide Design task pane. 4. In the Apply a color scheme list box, right-click the desired color scheme. 5. Select the Apply to Selected Slides command. 6. To apply a color scheme to all slides, click the desired color scheme. WWP Training Limited Page 45

46 Lesson 4 - Customizing Presentations PowerPoint 2002 Level 2 CUSTOMIZING A COLOR SCHEME Discussion If none of the standard color schemes meets your needs, you can create a custom color scheme. When you create a custom color scheme, you can change as many elements in the color scheme as desired. Color scheme elements include Background, Text and lines, Shadows, Title text, Fills, and three different Accent colors. For example, you can select a preset color scheme and then change the color of the title text on all slides. When you customize a color scheme, the changes appear on all slides in the presentation. You can then edit the colors on any individual slide, if desired. Customizing a color scheme When you preview the new color scheme from the Edit Color Scheme dialog box, the preview appears on all the slides. If necessary, you can move the Edit Color Scheme dialog box to view the slides. Procedures 1. Display the Slide Design task pane, if necessary. 2. Select the slide using the color scheme you want to customize. 3. Select Color Schemes in the Slide Design task pane. Page 46 WWP Training Limited

47 PowerPoint 2002 Level 2 Lesson 4 - Customizing Presentations 4. Select Edit Color Schemes in the Slide Design task pane. 5. Select the Custom tab. 6. Under Scheme colors, select the color box to the left of the element you want to customize. 7. Select Change Color. 8. Select the Standard tab. 9. Select the desired color. 10. Select OK. 11. Select Apply. CUSTOMIZING THE SLIDE BACKGROUND Discussion The slide background provides an attractive appearance, as well as the context for a presentation. You can customize a background for professional, contemporary, or subject-specific presentations. You can apply the background changes to a single slide or to all slides (for consistency throughout the presentation). You can apply a variety of fill effects to a slide background. You can add or change colors, shading, patterns, texture, or pictures. For example, you can change the background fill to a marble texture or to a checkerboard pattern. Customizing the slide background WWP Training Limited Page 47

48 Lesson 4 - Customizing Presentations PowerPoint 2002 Level 2 When you preview a color scheme in the Background dialog box, the preview appears only in the selected slide. If necessary, you can move the Background dialog box to view the slide. Procedures 1. Select the slide to which you want to apply a customized background. 2. Select the Format menu. 3. Select the Background command. 4. Select the Background fill list. 5. Select the Fill Effects command. 6. Select the tab of the desired fill effect. 7. Select the desired option. 8. Select OK. 9. Select Apply or Apply to All, as desired. SAVING A CUSTOM TEMPLATE Discussion Once you have changed or customized a color scheme and/or the slide background of a presentation, you can save the presentation as a custom template. You can then use this template to create a new presentation or to format an existing presentation. You use the Save As command to save a presentation as a custom template. PowerPoint saves custom templates to a default folder. If you allow PowerPoint to save your template to the default location, it will then be available in the New Presentation task pane for creating new presentations, as well as in the Slide Design task pane for modifying existing presentations. In addition, you can also save your custom template to any folder of your choice. If you save a custom template to an alternate folder, you will have to use the Browse feature to locate and apply your template. Page 48 WWP Training Limited

49 PowerPoint 2002 Level 2 Lesson 4 - Customizing Presentations Saving a custom template When you save a custom template, the file is available immediately in the New Presentation task pane. In order to access it in the Slide Design task pane, however, PowerPoint must be closed and reopened. When you save an existing presentation as a template, PowerPoint removes all slides except the title slide and removes all the text from the title slide as well. Procedures 1. Select the File menu. 2. Select the Save As command. 3. Type the desired template name in the File name box. 4. Select the Save as type list. 5. Select Design Template. 6. Select Save. WWP Training Limited Page 49

50 Lesson 4 - Customizing Presentations PowerPoint 2002 Level 2 DELETING A CUSTOM TEMPLATE Discussion You can delete a custom template that you no longer use. Deleting unused templates saves file storage space. It can also save you time spent searching a long list of templates, many of which you may no longer use. If you know where a template is stored, you can delete it in Windows Explorer, or you can use the shortcut menu in the PowerPoint Open dialog box. When you delete a custom template, it still appears under New from template in the New Presentation task pane, although it is unavailable. You cannot use the Undo feature to restore a template you may have accidentally deleted. However, if the template was deleted to the Recycle Bin, you can use the Undo Delete command in the Recycle Bin to restore the template. Procedures 1. If necessary, display the New Presentation task pane. 2. Select General Templates in the New Presentation task pane. 3. Select the General tab. 4. Right-click the custom template you want to delete. 5. Select the Delete command. 6. Select Yes to confirm the deletion. APPLYING AN EXISTING TEMPLATE Discussion You can apply a template from one presentation to another, without creating a custom template. When the template from one presentation is applied to a second presentation, Page 50 WWP Training Limited

51 PowerPoint 2002 Level 2 Lesson 4 - Customizing Presentations the color schemes and slide background are applied, as well as any formatting, text, or objects on the slide or title masters. You may also be able to select the design template of an existing presentation from the Recently Used list in the Slide Design task pane. Procedures 1. If necessary, select the Design button on the Slide Sorter or Formatting toolbar. 2. Select the Browse link in the Slide Design task pane. 3. Select the Files of type list. 4. Select the desired file type. 5. Select the Look in list. 6. Select the drive where the presentation is located. 7. Open the folder where the presentation located. 8. Select the name of the presentation formatted with the template you want to apply. 9. Select Apply. Open ANNUAL12.PPT. Apply a template from another presentation. WWP Training Limited Page 51

52 Lesson 4 - Customizing Presentations PowerPoint 2002 Level 2 EXERCISE CUSTOMIZING PRESENTATIONS Task Customize a presentation. 1. Open Meetngex and switch to Slide Sorter view. 2. Select slide 1, if necessary, and apply a new color scheme (third row, first column) just to it. 3. Apply a new color scheme (third row, second column) to all slides. 4. Create and apply a custom color scheme by changing the Accent and hyperlink color to a shade of yellow (third row from the bottom, third column). 5. Change the slide background to the Canvas texture (fourth row, second column). Apply the background to all slides. 6. Save the presentation as a design template named meettemp. Allow PowerPoint to save it in the default folder. 7. Close meettemp. 8. Close PowerPoint and reopen it. 9. Open Trainex, switch to Slide Sorter view, and apply the meettemp template to it. 10. Apply the template from the Meeting14 presentation to the current presentation. Page 52 WWP Training Limited

53 PowerPoint 2002 Level 2 Lesson 4 - Customizing Presentations 11. Close Trainex without saving it. 12. Open the Templates dialog box from the New Presentation task pane and delete the meettemp template. Then, close the Templates dialog box. WWP Training Limited Page 53

54

55 LESSON 5 - ADDING SPECIAL EFFECTS In this lesson, you will learn how to: Apply an animation scheme Animate text and objects Set animation timing Animate a chart Insert sounds and video Change multimedia settings Insert animated GIFs

56 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 APPLYING AN ANIMATION SCHEME Discussion Animation effects introduce individual lines of text into a slide during a presentation. You can also use animation effects to introduce other objects into a slide (such as charts, graphics, and tables). You can easily apply preset animation effects to slides in Normal or Slide Sorter view. The animation is applied to text, chart, and clip art placeholders in varying ways. If you apply an animation scheme to individual slides, any slides containing a chart or clip art placeholder are not affected. If you apply an animation scheme to all slides, however, the animation is also applied to chart and clip art placeholders. Consequently, if a single slide contains two text placeholders, or a text and a clip art placeholder, the same effect will be applied to both placeholders. The Animation Schemes list on the Slide Design task pane provides a variety of effects you can apply. For example, you can apply the Dissolve in animation effect to the selected slide. During a slide show, the text dissolves onto the slide, one title or bulleted item at a time. When you want to view the animation effects you have applied, you can run the slide show or use the Play button located on the Slide Design task pane. In addition, you can click the small animation icon below an animated slide in Slide Sorter view to preview the animation. You can remove an animation scheme by selecting No Animation at the top of the Apply to selected slides list in the Slide Design task pane. Procedures 1. Select the slide you want to animate. 2. Select the Slide Show menu. 3. Select the Animation Schemes command. 4. Select the desired animation scheme from the Apply to selected slides list. 5. Select Apply to All Slides to apply the animation scheme to all slides in the presentation. 6. To apply an animation scheme to more than one (but not all) slides, select the first slide to which you want to apply the animation scheme. Page 56 WWP Training Limited

57 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects 7. Hold [Ctrl] and select the additional slides to which you want to apply the animation scheme. 8. Select the desired animation scheme from the Apply to selected slides list. ANIMATING TEXT AND OBJECTS Discussion Although you can easily apply preset animation effects to slide objects, the Custom Animation feature allows you the most control over animation effects, text introduction, appearance options, animation order, and timing. Custom animation effects are used to apply animations to individual items on a slide. In addition to adding effects that occur when an object enters a slide, you can control how text appears after the animation has finished. For example, you can animate a bulleted list so that each bulleted item flies quickly onto the slide from the bottom and then dims when the next bulleted item appears. Text can be introduced to a slide all at once or one letter or word at a time. If a text object contains paragraphs with multiple levels, such as a multilevel bulleted or numbered list, you can introduce text by group level. Lines of text can also be introduced in reverse order. You can specify that animation effects be applied to an object when it enters the slide, while it appears on the slide, or both. You can also have objects exit and return to a slide or specify detailed motion effects using the Entrance, Emphasis, Exit, or Motion Paths custom animation effects. When you apply custom animation effects, you can change the settings that control the direction and speed of motion, as well as when the animation is supposed to take place. You can also animate sounds, movies, and other slide objects. If you animate several objects on the same slide, you can select the order in which each animation appears. When objects are animated, a numeric tag appears to the left of the object. The tag appears for reference purposes only and does not print. You can click the tag to quickly navigate to the corresponding object in the Custom Animation task pane. You can view the animations you have applied by running the slide show or by using the Play button on the Slide Design or Custom Animation task panes. When you click the Play button, the animation effects play for each selected slide, one at a time. WWP Training Limited Page 57

58 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 Setting a custom animation You can add preset animation effects to the Custom Animation task pane for an object by right-clicking the object name in the task pane and selecting the Copy Effects to Slide command. Animations for all objects on the slide are automatically added to the Custom Animation task pane. You can format the animation for each object as desired. You can remove animation effects from the Custom Animation task pane. To remove an animation effect, select the animation effect in the Custom Animation list and click the Remove button. If you apply custom animation effects to a slide that is currently formatted with a preset animation scheme, the preset animation scheme will play first, followed by the custom animation effects. Procedures 1. Switch to Normal view. 2. Select the object you want to animate. 3. Select the Slide Show menu. 4. Select the Custom Animation command. 5. Click the Add Effect button. Page 58 WWP Training Limited

59 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects 6. Point to the desired menu command. 7. Select the desired animation effect command. SETTING ANIMATION TIMING Discussion By default, animated objects enter a slide when the presenter clicks the mouse button. If you prefer, you can have objects automatically enter a slide after a specified period of time. This feature is useful for displaying a list in a self-running demonstration or if it is not convenient for you to manually advance slide events. Setting animation timing Even if you have set slide animation to an automatic interval, you can still click the mouse button to advance to the next event. To remove a timing delay setting for an object, select the Start On Click command from the object menu in the Custom Animation task pane. WWP Training Limited Page 59

60 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 Procedures 1. Display the Custom Animation task pane, if necessary. 2. Switch to Normal view. 3. In the Custom Animation task pane, right-click the animation for which you want to set the timing. 4. Select the Timing command. 5. Select the Timing tab. 6. Select the Start list. 7. Enter the desired option. 8. Enter the desired number of seconds in the Delay spin box. 9. Select OK. ANIMATING A CHART Discussion Charts can be introduced into a slide all at once or by each category or series. In a chart that plots the quarters of the year as the categories and the regional sales as the series, animating by categories introduces the chart one quarter at a time. You can also display each element in a category or series as a separate event. That is, if you display the chart by categories, each series in each category is introduced with a separate mouse click. Although animation settings affect all the elements in a chart, you can choose not to animate the chart grid and legend. Effects applied to chart elements are listed below the chart object on the Custom Animation task pane. You can use the double-arrows button to expand the list; you can then apply additional effects to each chart element. Page 60 WWP Training Limited

61 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects Animating a chart You can use the Timing page in the effect dialog box to set animation to start at automatic intervals. You must first animate the chart object in order to apply animation to individual elements of the chart. Procedures 1. Switch to Normal view, if necessary. 2. Right-click the chart animation object in the Custom Animation task pane. 3. Select the Effect Options command 4. Select the Chart Animation page. 5. Select the Group chart list. 6. Select the desired option. 7. Select or deselect other options as desired. 8. Select OK. WWP Training Limited Page 61

62 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 INSERTING SOUNDS AND VIDEO Discussion You can add multimedia effects, such as sound and video, to a slide show. Sound and video can be used to call attention to a particular slide and its contents. Music can be added to introduce a slide or to provide a nice background for the entire screen show. Sound and video files can be inserted from their storage locations or from the Insert Clip Art task pane, and you can connect to the World Wide Web to find additional sound and video clips. Sound and video files can also be downloaded from the World Wide Web. The extension in a sound or video file name indicates its multimedia format. Common sound formats include.wav,.mid, and.rmi. Common video formats include.avi,.mpg,.mp2, and.mpeg. You can also digitally record music, speech, and video and then incorporate them into a slide show. Sound and video files are inserted as linked objects and appear as images on the slide. As a result, they can be moved and resized. Since sound and video objects are linked rather than embedded, you must include the original files if you copy the slide show to another computer. Sound and video effects can be set to automatically start when the slide appears or when you click the multimedia object. You can preview the slide or run the slide show to hear a sound and/or view a video. To play sound or video, you must have equipment on your computer that supports audio or video play. To determine what equipment is installed on your computer and how it is set up, review the sound and multimedia properties in the Windows Control Panel. If you are inserting sound or video from a file, you can preview the sound or video by right-clicking the file name and selecting the Play command. To preview a clip in the Clip Organizer, right-click it and select the Preview/Properties command; by default, the clip plays when the Preview/Properties dialog box opens. To play the clip again, click the Play button in the Preview/Properties dialog box, if it is available. The first time you import a scanned picture or insert a sound or video clip, you may be prompted to install the appropriate feature. You can also insert sound or video as a Media Player object. Then, you can run the sound or video using the Media Player installed with Windows NT, Windows 98, or Windows Page 62 WWP Training Limited

63 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects Procedures 1. Switch to Normal view. 2. Select the slide onto which you want to insert the sound or video. 3. Select the Insert menu. 4. Point to the Movies and Sounds command. 5. Select the Sound from File or Movie from File command. 6. Select the Look in list. 7. Select the drive where the sound or video file is located. 8. Open the folder in which the sound or video file is located. 9. Select the desired sound or video file. 10. Select OK. 11. Select Yes to have the sound or video play automatically or No to play it manually. CHANGING MULTIMEDIA SETTINGS Discussion You can change a variety of settings for multimedia objects. You can set the slide show to continue as the multimedia object plays or to stop playing after a specified slide appears. By default, multimedia objects stop after a single play. You can also change the sound and video so that the object plays continuously until it is stopped. In addition, movies can be set to rewind after they have finished playing. WWP Training Limited Page 63

64 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 Changing multimedia settings You can set rewind and continuous play (looping) options in the Edit Object dialog box, which is accessed by right-clicking the sound or video object or by selecting the object and then the Edit menu. Procedures 1. Switch to Normal view. 2. In the Custom Animation task pane, right-click the multimedia object with the settings you want to change. 3. Select the Effect Options command. 4. Select the Effect or Timing tab. 5. Select Effect and Timing options as desired. 6. Select OK. Page 64 WWP Training Limited

65 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects INSERTING ANIMATED GIFS Discussion In addition to including video files in your presentation, you can insert animated GIF (Graphics Interchange Format) files. You can also apply custom animation and timing effects to animated GIF objects, if desired. Animated GIFs can be added from the Insert Clip Art task pane or from the Insert Picture dialog box. Animated GIF files do not require a filter when they are imported into PowerPoint, nor is a filter required to export images from a slide or PowerPoint slide show that is saved as an HTML file. Consequently, the animation is preserved whenever a presentation containing an animated GIF file is saved for display in a web browser. Animated GIF files can also be downloaded from the World Wide Web and saved to the Clip Organizer. To remove an animated GIF object, select it and press the [Delete] key. Procedures 1. Switch to Normal view. 2. Display the slide on which you want the animated GIF to appear. 3. Select the Insert menu. 4. Point to the Picture command. 5. Select the From File command. 6. Select the Look in list. 7. Select the drive where the desired graphic file is stored. 8. Open the folder in which the desired graphic file is stored. 9. Select the graphic you want to insert. 10. Select Insert. WWP Training Limited Page 65

66 Lesson 5 - Adding Special Effects PowerPoint 2002 Level 2 EXERCISE ADDING SPECIAL EFFECTS Task Add special effects to a presentation. 1. Open Meetng Switch to Slide Sorter view and display the Slide Design - Animation Schemes task pane, if necessary. 3. Select slide 1 and apply the Faded Wipe animation effect. 4. Display slide 4 in Normal view. Apply the Entrance Fly In custom animation effect to the bulleted list. Introduce the text grouped by second level paragraphs. 5. Go to slide 6. Apply the Entrance Wipe From Left custom animation to the chart. Introduce the chart elements by category. 6. Go to slide 8. Set the bulleted list animation to start automatically, 2 seconds after the previous event. 7. Go to slide 9. Add the Firework movie file from the student data folder; have the movie play automatically. Resize the movie object to approximately 10cm wide and center it on the slide. 8. Set the movie object to loop continuously and rewind automatically. (Hint: Right-click the movie file and select the Edit Movie Object command.) 9. Go to slide 10. Insert the animated Skier file from the student data folder. Move the picture to the right of the text and size it to fit between the text and the margin. 10. Run the slide show, starting on slide Close the presentation without saving it. Page 66 WWP Training Limited

67 PowerPoint 2002 Level 2 Lesson 5 - Adding Special Effects WWP Training Limited Page 67

68

69 LESSON 6 - SETTING UP THE SLIDE SHOW In this lesson, you will learn how to: Set automatic slide timings Set up a continuous loop Hide a slide Rehearse slide transition timings

70 Lesson 6 - Setting Up the Slide Show PowerPoint 2002 Level 2 SETTING AUTOMATIC SLIDE TIMINGS Discussion By default, a slide show advances to the next slide when you click the mouse button or press the [Enter] key. You can, however, set a slide show to advance to the next slide automatically after a selected period of time. The slide advance options are available in the Slide Transition task pane, which also allows you to set the transition effect and the speed at which the transition occurs. When you change the transition effect or speed, the slide previews the transition. In addition, you can add sound effects to a transition. Slide settings can be applied to the selected slide or to all slides in the presentation. Selecting an automatically timed slide transition differs from setting an automatically timed animation effect. The animation effect only applies to the objects on the slide, whereas the slide timing affects the advancement to the next slide. If you leave the On Mouse Click option selected when you set an automatic slide timing, you can either click to advance the slide or wait until the designated time has elapsed. In order for a slide show to run automatically using preset slide timings, the Using timings, if present option in the Set Up Show dialog box must be selected. Procedures 1. Switch to Slide Sorter view. 2. Select the slide to which you want to add a slide timing. 3. Click the Transition button on the Slide Sorter toolbar. 4. Under Advance, select the Automatically after option. 5. Enter the desired number of seconds in the Automatically after spin box. 6. Set additional transition options as desired. Page 70 WWP Training Limited

71 PowerPoint 2002 Level 2 Lesson 6 - Setting Up the Slide Show SETTING UP A CONTINUOUS LOOP Discussion Once you have added transitions and slide timings, you can set a slide show to loop (i.e., to run continuously without user intervention). The Set Up Show dialog box allows you to set a slide show to loop, as well as select other related options. You can specify the range of slides you want to appear in the slide show, add or remove narration and/or animation, select a pen color for annotations, and even choose a different screen resolution. The Set Up Show dialog box Selecting the Browsed at a kiosk option disables the mouse. The slide show can then be stopped only by pressing the [Esc] key. The Slide Show dialog box can be opened from either Normal or Slide Sorter view. WWP Training Limited Page 71

72 Lesson 6 - Setting Up the Slide Show PowerPoint 2002 Level 2 Procedures 1. Select the Slide Show menu. 2. Select the Set Up Show command. 3. Under Show options, select the Loop continuously until 'Esc' option. 4. Under Advance slides, select the desired slide advance option. 5. Select other options as desired. 6. Select OK. HIDING A SLIDE Discussion There may be times when you do not want all the slides in a presentation to appear in the slide show. Although you can hide slides in any view, Slide Sorter view is recommended. In Slide Sorter view, a hidden slide icon appears below each hidden slide; as a result, hidden slides are easy to identify. The Hide Slide button is only available in Slide Sorter view. You can also select the Slide Show menu and the Hide Slide command to hide or unhide a slide. This option is available in both Normal and Slide Sorter view. Procedures 1. Switch to Slide Sorter view, if necessary. 2. Select the slide you want to hide. 3. Click the Hide Slide button on the Slide Sorter toolbar. Page 72 WWP Training Limited

73 PowerPoint 2002 Level 2 Lesson 6 - Setting Up the Slide Show REHEARSING SLIDE TRANSITION TIMINGS Discussion Slide shows can be set up so that each slide automatically advances to the next after a set period of time. To automatically advance slides, you can enter a time for each slide transition, or you can use the Rehearsal feature to set the timings for you. When you rehearse the slide timings, the slide show begins at the first slide and the Rehearsal toolbar appears. The timer begins automatically. Clicking the Next button executes the next slide animation effect. When the current slide has been completely displayed, PowerPoint automatically advances to the next slide. Clicking the Pause button pauses the timer. You can click the Repeat button to reset the timer to zero (for the current slide only) and rehearse it again. When you have finished rehearsing all the slides or if you close the Rehearsal toolbar, you are prompted to save your slide show timings. If you choose to keep the timings, the Rehearsal feature records each slide timing, displays the timings below the corresponding slides in Slide Sorter view, and automatically enables the Using timings, if present option in the Set Up Show dialog box. While rehearsing a slide show, you can move through each animation and transition effect by clicking the Next button on the Rehearsal toolbar, clicking in the slide, or pressing the [Enter] key. You can click the Close button to close the Rehearsal toolbar at any time. PowerPoint then prompts you to record your timings. Procedures 1. Switch to Slide Sorter view. 2. Click the Rehearse Timings button on the Slide Sorter toolbar. 3. To pause the timer, click the Pause button. 4. To start the timer again, click the Pause button. 5. To reset the timer for the current slide, click the Repeat button. WWP Training Limited Page 73

74 Lesson 6 - Setting Up the Slide Show PowerPoint 2002 Level 2 6. Click the Next button as needed to move to each subsequent animation effect and/or slide. 7. After you have viewed the last slide, select Yes to accept the slide timings. Page 74 WWP Training Limited

75 PowerPoint 2002 Level 2 Lesson 6 - Setting Up the Slide Show EXERCISE SETTING UP THE SLIDE SHOW Task Set up a slide show. 1. Open Meetng17 and switch to Slide Sorter view. 2. Apply an automatic slide advance of 00:02 seconds to all slides. 3. Set up a continuous slide show. Show all the slides, using timings, if present. 4. Change the slide timing for slide 4 to 00:04 seconds. 5. Hide slides 5 through Rehearse the slide show. 7. Run the slide show beginning with slide 1, using the automatic timings. Press [Esc] to exit the slide show. 8. Close the presentation without saving it. WWP Training Limited Page 75

76

77 LESSON 7 - COLLABORATING ON A PRESENTATION In this lesson, you will learn how to: Send a presentation for review Review a presentation Combine reviewed presentations Review merged changes Apply reviewer changes End a review Print reviewer comments

78 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 SENDING A PRESENTATION FOR REVIEW Discussion As the author of a PowerPoint presentation, you can request input from others by sending the presentation for review. When you send a presentation for review, each reviewer receives a copy of the presentation. Reviewers can then make text or formatting changes, as well as add comments to their copies of the presentation. When the copies are sent back to you, you can merge and review the comments and changes made by each reviewer and apply the changes, if desired. When you use Microsoft Outlook to send a presentation for review, a default review message is created for you. Outlook inserts the presentation as an attachment and generic text appears in the message body. When a reviewer opens a presentation sent for review, the Reviewing toolbar and Revisions Pane task pane automatically open. The reviewer can use buttons provided on the Reviewing toolbar to add comments, as well as send the presentation back to the author upon completion of the review. The author can then merge the reviewed copies of the presentation into the original presentation. Reviewers' comments and changes can then be reviewed in one document, and changes can be applied to the original presentation at the discretion of the author. In addition, reviewers' comments can be printed. Sending a presentation for review You can add a reminder or set a deadline before sending the review message by selecting the Message Flag button in the new message window and then selecting the desired options. Page 78 WWP Training Limited

79 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation The original presentation does not need to be open; you can merge reviewers' changes from a file attachment. You can also send a presentation for review over a network, via an application other than Outlook, or by distributing diskettes to the reviewers. Procedures 1. Select the File menu. 2. Point to the Send To command. 3. Select the Mail Recipient (for Review) command. 4. Type the names of one or more individuals who you want to review the presentation. 5. Place the insertion point as desired in the message body. 6. Type additional message text as desired. 7. Select the Send button. REVIEWING A PRESENTATION Discussion When you open a PowerPoint presentation file from an Outlook mail message, the Reviewing toolbar automatically opens. The Reviewing toolbar provides buttons that the reviewer can use, as well as buttons that can be used by the author of the presentation. Those buttons that are not available for use are grayed out. As a reviewer, you can make additions and changes to a presentation using normal editing techniques. For example, you can modify text attributes, paragraph formatting, and the style of bullets. In addition, you can also make changes to the slide master. You can insert comments into a slide. Only the originator of the presentation can view the changes and comments you make during your review. However, you can always view your own comments. When you insert a comment, the comment marker displays a number and your user initials as they appear under User Information on the General page of the Options dialog box. The comment text is entered into the comment box. As you continue inserting comments, the number in the comment marker increases sequentially. You can edit and delete comments, as well as drag them to any location on a slide. WWP Training Limited Page 79

80 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 If you insert several comments into a presentation, you can use the Next Item and Previous Item buttons on the Reviewing toolbar to navigate the comments. You can hide the display of comment markers by selecting the Markup button on the Reviewing toolbar. If you hide the display of comment markers, you can still use the navigation buttons on the Reviewing toolbar to navigate to and display comment boxes on the slides. Comments can also be printed with the presentation. When you have finished your review, you can use the Reviewing toolbar to send the changes back to the author. An Outlook mail message window opens with the recipient and subject information already completed, the PowerPoint presentation file attached, and the original message included in the message body. You can add additional message text, if desired. A presentation can be reviewed in any version of Microsoft PowerPoint. If a reviewer is using PowerPoint 97, the changes to the presentation can be sent by selecting the Mail Recipient button on the Reviewing toolbar. In PowerPoint 2000, clicking the Send to Mail Recipient (as Attachment) button on the Reviewing toolbar sends the changes. Adding a comment You can also send a reviewed presentation back to the originator by selecting the File menu, pointing to the Send To command, and selecting the Original Sender command in PowerPoint. You can also edit, insert, or delete comments by right-clicking the comment and selecting the applicable command from the shortcut menu. In addition, you can delete a comment marker by selecting it and pressing the [Delete] key. When you select the Reply with Changes button on the Reviewing toolbar in Word, the Outlook message window may not automatically appear. You may have to click the Outlook Message buton on the taskbar. Page 80 WWP Training Limited

81 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation Procedures 1. Open Microsoft Outlook. 2. Open the message containing the PowerPoint file attachment. 3. Open the PowerPoint file attachment. 4. Select the slide to which you want to make changes. 5. Activate the placeholder containing the text you want to edit. 6. Place the insertion point in the desired location or select the desired text. 7. Make changes as desired. 8. Select the slide on which you want to insert a comment. 9. Click the Insert Comment button on the Reviewing toolbar. 10. Type the desired comment text. 11. Click anywhere outside the comment box. 12. Insert additional comments as desired. 13. Select Reply with Changes. 14. Click the Outlook Message button on the taskbar, if necessary. 15. Enter text in the message body, if desired. 16. Select the Send button. COMBINING REVIEWED PRESENTATIONS Discussion Reviewer changes and comments can be merged into the original presentation. When you open the file attachment from the Outlook message sent by a reviewer, a message box prompts you to merge the reviewed presentation into the original presentation. Color-coding is used to distinguish changes and comments made by each reviewer. In addition, the reviewer s name appears in the description of each change, the reviewer s initials appear in each comment marker, and the reviewer's name appears in each comment box, as well as the date the comment was inserted. After all changes and comments have been combined, you can apply the changes to individual objects, to the entire slide, or to the entire presentation. You can also apply WWP Training Limited Page 81

82 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 changes by reviewer. If additional reviewer comments and changes are received at a later date, they can be merged into the original presentation until you end the review or process the current changes and save the presentation. The Reviewing toolbar and the Revisions Pane task pane automatically open when you merge presentations. You can use the buttons available on the toolbar, as well as the List and Gallery tabs on the task pane, to navigate comments and changes, as well as apply changes, if desired. A merged presentation You do not need to have the original presentation open in order to combine reviewed presentations. You can also use the Compare and Merge Presentations command on the PowerPoint Tools menu to detach, save, and merge presentations sent by reviewers (specifically those sent from PowerPoint 97 and 2000 users). The user name and initials appear as they do under User information on the General page of the Options dialog box. Procedures 1. Open the message containing the reviewed presentation attachment. 2. Double-click the file attachment. 3. Select the Open it option. 4. Select OK. Page 82 WWP Training Limited

83 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation 5. Select Yes. REVIEWING MERGED CHANGES Discussion After merging reviewer copies of a presentation into the original, you may want to review the comments and changes before making a decision as to which changes to apply. There are several ways in which you can navigate reviewer s comments and changes. You can use buttons available on the Reviewing toolbar, as well as the List and Gallery tabs on the Revisions Pane task pane to review comments and recommend changes. Comments inserted into a presentation are indicated by comment markers, which display the initials of the reviewer and a sequential comment number. (All comments made to a presentation are numbered sequentially by reviewer.) Similarly, changes made to the presentation are indicated by change markers. When you point to a comment or change marker, the comment text or a detailed description of the change appears. The Next Item and Previous Item buttons on the Reviewing toolbar allow you to navigate comments and changes made to the presentation, and a message box notifies you when you have reached the beginning or end of the presentation. When you use the Next Item and Previous Item buttons, the comment or the description of the change made automatically appears. The Gallery tab on the Revisions Pane task pane displays thumbnails for each slide containing a comment or change. Each thumbnail displays the slide as it would appear if the change(s) were applied. If no comments have been inserted into the current slide and no changes have been made to it, no thumbnail appears; instead, PowerPoint refers you to the next slide containing a comment or change. The List tab of the Revisions Pane task pane displays each comment or change on the current slide. When you select a comment or change on this list, the comment text or the description of the change appears on the slide. The Next and Previous buttons at the bottom of the List tab in the Revisions Pane task pane take you directly to the next or previous slide containing a comment or change marker. You can use the Reviewers button on the Reviewing toolbar or the Reviewers list on the Revisions Pane task pane to display only the comments and changes of one or more specific reviewers. You can also use the Markup button on the Reviewing toolbar to hide all comment and change markers in the slide pane. Even if all comment and change markers are hidden, you can still navigate and review comments or changes from the List tab. WWP Training Limited Page 83

84 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 Reviewing merged changes You can display or hide the Revisions Pane task pane by selecting the Revisions Pane button on the Reviewing toolbar. Procedures 1. To view the next change or comment in a presentation, click the Next Item button on the Reviewing toolbar. 2. To view a previous change or comment, click the Previous Item button on the Reviewing toolbar. 3. To display the next slide containing a comment or change, select the Next button on the List tab in the Revisions Pane task pane. 4. To display the previous slide containing a comment or change, select the Previous button on the List tab in the Revisions Pane task pane. 5. To display comment text or a change description on the current slide, click the applicable comment or change marker. 6. To hide the comment text or change description, click in the slide. 7. To display a comment or change description using the Revisions Pane task pane, select the desired comment or change on the List tab. 8. To display or hide the comments and changes of a particular reviewer, select the Reviewers button on the Reviewing toolbar. Page 84 WWP Training Limited

85 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation 9. Select or deselect the name of the reviewer whose comments or changes you want to display or hide. 10. To hid the list of reviewers, click in the slide. 11. To hide the display of all comment and change markers, click the Markup button on the Reviewing toolbar. 12. To preview a thumbnail slide of the proposed changes, select the Gallery tab in the Revisions Pane task pane. Discussion Once you have merged reviewer changes, you can apply those changes to the presentation. You can apply individual changes, all changes by a specific reviewer, changes by all reviewers to a specific slide, or all changes at once. For example, if after reviewing the recommended changes, you are in agreement with all of them, you can quickly apply them all at one time, rather than applying each change individually, one by one. You can use the change marker to apply individual changes or all changes. When you click a change marker, a list of recommended changes appears. You can select any individual item on the list to apply it; deselecting an item unapplies it. In addition, you can use the change marker shortcut menu to apply or unapply changes, as well as to delete the change marker. The Apply and Unapply lists on the Reviewing toolbar provide another means in which to apply or unapply changes. The Apply list allows you to apply all changes to the current object, all changes to the current slide, or all changes to the entire presentation. You can also use the Gallery tab in the Revisions Pane task pane to manage changes. The Gallery tab displays a thumbnail for each reviewer who recommended at least one change to the current slide. Each thumbnail previews how the slide would appear if all the changes proposed by that reviewer were applied. You can use the thumbnail shortcut menu to apply or unapply all changes proposed by that reviewer. In addition, clicking a thumbnail or the check box above it toggles between applying and unapplying all changes proposed by the corresponding reviewer. Clicking the Delete button on the Reviewing toolbar deletes the current comment or change markers; the Delete list allows you to delete all comment and change markers on the current slide at one time. If you delete a change marker after you have applied the changes, the changes made to the document are not affected. You can also remove a reviewer's comments and changes from a slide. When you remove a reviewer, you permanently delete all comments and changes proposed by that reviewer. You should only remove a reviewer after you have reviewed or applied his or her recommended changes. If you apply a reviewer s changes and then remove the reviewer, the changes applied to the document are not affected. WWP Training Limited Page 85

86 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 Applying reviewer changes You can use the Insert Comment button on the Reviewing toolbar to insert a comment. If you make changes to a comment submitted by another reviewer, your initials will appear in the comment box, replacing the original reviewer s initials. You can also delete a comment or change marker by rightclicking the marker and selecting the Delete Marker or Delete Comment command, as appropriate, or by selecting the comment or change marker and pressing the [Delete] key. A reviewer can propose changes to the slide master by accessing Slide Master view. Procedures 1. Display the description of the change you want to apply. 2. To apply individual changes to a slide, select the check box to the left of each change you want to apply. 3. To unapply a change, right-click the change marker of a previously applied change. 4. Select the Unapply command. 5. To apply all proposed changes to the current slide, click the arrow on the Apply button on the Reviewing toolbar. Page 86 WWP Training Limited

87 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation 6. Select the All Changes to the Current Slide command. 7. To apply all proposed changes to the presentation, click the arrow on the Apply button on the Reviewing toolbar. 8. Select the Apply All Changes to the Presentation command. ENDING A REVIEW Discussion Once you have finished applying a reviewer s changes to the original presentation, you can end the review. When you end a review, a message box warns you that the review cycle will end for all reviewers and that any unapplied changes will be lost. You can select Yes to proceed or No to resume the review cycle. Ending a review automatically closes both the Revisions Pane task pane and the Reviewing toolbar. When you end a review, you are no longer able to combine changes from additional reviewers; you will need to resend the saved presentation in order to gather additional reviewer feedback. After ending a review, you can delete any remaining comment markers. Change markers are automatically removed when the review is ended. A review is automatically ended by PowerPoint if you delete all remaining change markers, and save the presentation. Comment markers appear in Normal view; they do not appear in Slide Show view. Procedures 1. Select the End Review button on the Reviewing toolbar. 2. Select Yes. WWP Training Limited Page 87

88 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level 2 PRINTING REVIEWER COMMENTS Discussion When you print a presentation, you can also print the comments that you or any reviewer may have inserted into it. Any comments are printed on a separate page, which immediately follows the printout of the slide on which they were inserted. Procedures 1. Select the File menu 2. Select the Print command. 3. Select the Include comment pages option. 4. Select OK. Page 88 WWP Training Limited

89 PowerPoint 2002 Level 2 Lesson 7 - Collaborating on a Presentation EXERCISE COLLABORATING ON A PRESENTATION Task Collaborate on a presentation. 1. Open Meetng Send the presentation to another student (as indicated by your instructor) for review. 3. Open Microsoft Outlook. 4. Open the presentation sent for review. 5. Make the following changes to the presentation: Slide Type Detail 1 Formatting Format the subtitle the same as slide title (Hint: Use the Format Painter.) 3 Insert comment Give a few examples of our after market support 4 Text change Change Saturday to Weekend 6. Use the Reply with Changes button to send your reviewed presentation back to the author; do not include any additional message text. 7. Switch to Outlook, if necessary, and open a message from another student with the subject RE: Please review Meeting20 (if available). Open the Meetng20.ppt file attachment; select Yes when you are prompted to merge changes. 8. Notice the Reviewing toolbar, the Revisions Pane task pane, and the change marker on slide 1. Then, close the presentation without saving it and exit Outlook. 9. Open Review20 and display slide 1, if necessary. 10. Use the Reviewing toolbar and Revisions Pane task pane to view all the comments and changes in the presentation. 11. Apply the change on slide Use the Next button on the List tab in the Revisions Pane task pane as needed to display the next change marker on slide Use the Gallery tab to apply the changes from Elaine Kramer to slide 4. WWP Training Limited Page 89

90 Lesson 7 - Collaborating on a Presentation PowerPoint 2002 Level On the Gallery tab, remove Elaine Kramer s changes from slide Use the Previous Item button on the Reviewing toolbar to display the comment marker on slide 3. Delete the comment; then, undo the deletion. 16. Display slide 6. Click the change marker; apply the third and fourth change items (Inserted "customer issues" and Deleted "problems"). 17. Right-click the change marker on slide 6, and apply the changes proposed by all reviewers. 18. Use the Apply list on the Reviewing toolbar to apply all proposed changes to the entire presentation. 19. End the review and select Yes when you are prompted to completely end the review cycle. 20. Close the presentation without saving it. Page 90 WWP Training Limited

91 LESSON 8 - EDITING AND IMPORTING CHARTS In this lesson, you will learn how to: Edit charts Format the chart data markers Reposition the legend Format the 3-D view of a chart Drag to adjust a 3-D chart Explode a pie chart Select chart options Import an Excel chart

92 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level 2 EDITING CHARTS Discussion PowerPoint uses an application called Microsoft Graph to create and edit charts. Microsoft Graph is the charting module used by PowerPoint and other Office applications. Microsoft Graph provides traditional chart types, such as bar, column, line, area, and scatter. In addition, it provides some less common chart types, such as bubble, pie of pie, bar of pie, cylinder, pyramid, and cone. Microsoft Graph provides a variety of 3-D chart types as well. In order to edit a chart, you must activate Microsoft Graph. Once Microsoft Graph has been activated, the Microsoft Graph menu and toolbars replace the PowerPoint menu and toolbars. You can edit the entire chart area, the plot area, or individual chart objects (such as gridlines and axes). The available menu items, toolbar buttons, and editing options depend upon which object is selected. For example, if you select a chart data marker, the Format button on the Microsoft Graph Standard toolbar becomes the Format Data Series button. If you select a chart axis, the button becomes the Format Axis button. In appearance, the button stays the same; however, the button name and the dialog box that opens when the button is clicked change, depending on the selected chart object. A ScreenTip appears when you point to any chart object in Microsoft Graph; ScreenTips can help you select the correct chart object. FORMATTING THE CHART DATA MARKERS Discussion Data markers are the bars, pie slices, lines, etc., that graphically display the chart data. You can fill the data markers with colors, textures, patterns, pictures, or gradient (shaded) fills. For example, you can format each of the slices in a pie chart and display data labels, values, or percents, if applicable. You can also choose to display the legend next to the data label. Before you can format the chart data markers, you must activate Microsoft Graph. Page 92 WWP Training Limited

93 PowerPoint 2002 Level 2 Lesson 8 - Editing and Importing Charts Formatting data markers You can also double-click any data marker to open the Format Data Series dialog box. You can also use the Drawing toolbar to change chart fill colors and effects in Microsoft Graph. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the data marker you want to edit. 4. Click the Format Data Series button. 5. Select the Patterns tab. 6. Under Area, select the desired fill color. 7. Select Fill Effects. 8. Select the Gradient tab. 9. Under Colors, select the desired color option. 10. Under Shading styles, select the desired shading style. 11. Under Variants, select the desired effect. WWP Training Limited Page 93

94 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level Select OK. 13. Select the Data Labels tab. 14. Under Data Labels, select the desired option. 15. Select OK. REPOSITIONING THE LEGEND Discussion The legend is the chart object that identifies the data series used in the chart. You can reposition the legend as desired within the chart area. For example, you can move the legend from the right side of the chart to the bottom. When you use the Format Legend dialog box to reposition the legend, the plot area automatically adjusts to accommodate the legend s new location. In addition to repositioning the legend, you can resize it; change its border color and style; and format its fill color, shading, texture, and pattern. Before you can format a chart legend, you must activate Microsoft Graph. You can also reposition a legend on the Legend page in the Chart Options dialog box or by dragging it to a new position. If you drag to move or resize the legend, you must manually adjust the size and shape of the plot area, if necessary. You can also double-click a legend to open the Format Legend dialog box. When moving a legend manually, you must drag it by a border, not a sizing handle. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the legend. Page 94 WWP Training Limited

95 PowerPoint 2002 Level 2 Lesson 8 - Editing and Importing Charts 4. Click the Format Legend button. 5. Select the Placement tab. 6. Select the desired legend placement. 7. Select OK. FORMATTING THE 3-D VIEW OF A CHART Discussion You can format most Microsoft Graph chart types as either two-dimensional (2-D) or three-dimensional (3-D) images. You can rotate or elevate a 3-D chart to see the data displayed at various angles. Before you can format the 3-D view of a chart, you must activate Microsoft Graph. Formatting the 3-D view of a chart You can also drag to rotate most charts. You cannot drag to rotate a 3-D pie chart; you must use the options available in the 3-D View dialog box. WWP Training Limited Page 95

96 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level 2 Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the Chart menu. 4. Select the 3-D View command. 5. Click the desired elevation icon as necessary to increase or decrease the chart elevation. 6. Click the desired rotation icon as necessary to rotate the chart clockwise or counter-clockwise. 7. Deselect the Auto scaling option. 8. Select the Height box. 9. Type the desired height. 10. Select OK. DRAGGING TO ADJUST A 3-D CHART Discussion Although the options available in the 3-D View dialog box provide a more precise way to rotate and change the elevation of 3-D charts, it is usually more convenient to drag to quickly adjust a 3-D chart. If necessary, you can use the Undo feature to reverse your changes. If you press the [Ctrl] key, an image of the data markers and chart appears as you drag. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. Page 96 WWP Training Limited

97 PowerPoint 2002 Level 2 Lesson 8 - Editing and Importing Charts 3. Click at the intersection of any two axes. 4. Drag any sizing handle to adjust the elevation and rotation of the chart. EXPLODING A PIE CHART Discussion One of the most popular types of charts is the pie chart. The pie chart displays data as parts of a whole. For instance, you can use a pie chart to represent the total sales for an entire year; the pie chart itself can represent the year and each of the four slices can represent one fiscal quarter. On the pie chart, you can compare the quarters at a glance and immediately see which quarter represents the greatest or least sales for the year. You can explode a pie chart (pull the pieces out of it). You might want to explode an entire pie chart to add space for labels or only one slice to draw attention to the data represented by that slice. An exploded pie chart By definition, a pie chart can contain only one data series. You can use a doughnut chart to display more than one data series in a pie-type chart. You can also drag the pie chart back together again. You can explode all pie slices by clicking the pie chart and dragging away from it. WWP Training Limited Page 97

98 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level 2 Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the pie chart. 4. To explode only one pie slice, click the slice you want to explode. 5. Drag the slice away from the pie chart. SELECTING CHART OPTIONS Discussion You can add explanatory information to a chart. The Chart Options dialog box allows you to insert a chart title, data labels, a legend, a chart axis, gridlines, and the data table. You can use the options available on the Data Labels page to insert data labels that display any or all of the following items: the series name, the category name, the data value, its percentage, and/or the bubble size, as applicable. For example, you can label each slice of a pie chart as a percentage of the entire pie. Adding data labels Page 98 WWP Training Limited

99 PowerPoint 2002 Level 2 Lesson 8 - Editing and Importing Charts Not all options are available for all chart types in the Chart Options dialog box. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the Chart menu. 4. Select the Chart Options command. 5. Select the desired tab. 6. Select the desired chart options. 7. Select OK. IMPORTING AN EXCEL CHART Discussion You can import data from other applications into a PowerPoint chart. Microsoft Graph allows you to import data from other spreadsheet programs, text files, and Symbolic Link (SYLK) files. This option is useful when you want to include information maintained in another program, such as Microsoft Excel. You can import an entire worksheet or chart from an Excel workbook or only a range of cells. New data from an Excel worksheet can be added to an existing Microsoft Graph datasheet. The new data can be appended to the datasheet without losing any of the existing data, or you can overwrite the existing Microsoft Graph datasheet. By default, the Overwrite existing cells option is selected in the Import Data Options dialog box. Consequently, when you import data from Excel, it replaces the existing data in the datasheet. For example, if you import an Excel chart that graphs sales by month, the monthly sales data will replace whatever data occupies the same cells in the PowerPoint datasheet. If the Overwrite existing cells option is deselected, however, the imported data will be added to the datasheet, beginning at the current cell. You can also select the Edit menu and then the Import File command to open the Import File dialog box. WWP Training Limited Page 99

100 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level 2 You can insert an Excel chart as an object directly into a PowerPoint slide by selecting the PowerPoint Insert menu and the Object command; then, select the Create from file option in the Insert Object dialog box and either type the file name and path or browse to find it. If a worksheet contains more than 255 data series or 4,000 rows or columns, some information will not appear in the chart. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Click the Import File button on the Microsoft Graph Standard toolbar. 4. Select the Look in list. 5. Select the drive where the file containing the chart you want to import is stored. 6. Open the folder where the file containing the chart you want to import is stored. 7. Select the desired file. 8. Select Open. 9. Select the desired worksheet from the Select sheet from workbook list box. 10. Select OK. Page 100 WWP Training Limited

101 PowerPoint 2002 Level 2 Lesson 8 - Editing and Importing Charts EXERCISE EDITING AND IMPORTING CHARTS Task Edit and import charts. 1. Open Agraph. 2. Double-click the chart icon on slide In the datasheet, change the East heading to Sailboats, the West heading to Canoes, and the North heading to Rowboats. 4. Close the datasheet. 5. Use the Format Legend dialog box to move the legend to the top of the chart. 6. Change the color of the Sailboats data marker to dark red (second row, first column) and apply the From corner gradient style. 7. Format the 3-D view of the chart by changing the elevation to 30 and the rotation to Select the plot area and drag the sizing handle at the 90 corner up and to the left as far as possible. 9. Display slide 2. Show percentages on the pie chart. 10. Explode all the slices of the pie chart. 11. Import the Annual worksheet from the Microsoft Excel Boats workbook into slide 2. Overwrite the existing data. 12. Close the presentation without saving it. WWP Training Limited Page 101

102 Lesson 8 - Editing and Importing Charts PowerPoint 2002 Level 2 Page 102 WWP Training Limited

103 LESSON 9 - CREATING CUSTOM CHARTS In this lesson, you will learn how to: Display chart axes Display chart gridlines Format chart gridlines Format chart axes Format the scale of an axis Add a chart title Change the data series Add a drawing object to a chart Add text to a chart Insert a data table

104 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 DISPLAYING CHART AXES Discussion Axes provide a frame of reference in a chart. A 2-D chart has two axes; the horizontal (x) axis usually displays the data categories (such as items, years, or quarters) and the vertical (y) axis usually displays the data values. The category axis can also display a time scale, even if the axis date has not been date-formatted. A 3-D chart displays depth as well and can have two or three axes. The category (x) axis and the series (y) axis form the floor of the chart and the value (z) axis rises vertically from the floor of the chart. When you change a 2-D chart to a 3-D chart, the legend items become the series (y) axis. You can display or hide chart axes. You can also format axis text, scale, value number format, color, and pattern. Displaying chart axes Pie and doughnut charts have no axes. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. Page 104 WWP Training Limited

105 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts 3. Select the Chart menu. 4. Select the Chart Options command. 5. Select the Axes tab. 6. Under Primary axis, select the Category (X) axis option. 7. Select the Value (Y) axis option. 8. Select OK. DISPLAYING CHART GRIDLINES Discussion You can add gridlines to a chart to make it easier to read. Gridlines are lines that extend from the tick marks on an axis across the plot area. You can choose whether or not to display gridlines. If you display gridlines, they can be vertical, horizontal, major, minor, or any number of other combinations. You can format gridlines by changing their color, thickness, style, and interval. Displaying chart gridlines You cannot add gridlines to pie or doughnut charts. WWP Training Limited Page 105

106 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the Chart menu. 4. Select the Chart Options command. 5. Select the Gridlines tab. 6. Under Category (X) axis, select the desired options. 7. Under Value (Y) axis, select the desired options. 8. Select OK. FORMATTING CHART GRIDLINES Discussion You can format the gridlines in a chart. Vertical and horizontal gridlines are formatted independently. You can change the color, style, and weight of gridlines. For example, you can format major gridlines with a thick line style and minor gridlines with a thinner line style. You also can double-click any gridline to open the Format Gridlines dialog box. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the gridline you want to format. 4. Click the Format Gridlines button. Page 106 WWP Training Limited

107 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts 5. Select the Patterns tab. 6. Select the Color list. 7. Select the desired color. 8. Select the Weight list. 9. Select the desired weight. 10. Select OK. FORMATTING CHART AXES Discussion There are several ways in which you can format an axis. The Format Axis dialog box provides options that allow you to display and format tick marks, determine the location at which the value (y) axis and the category (x) axis cross, specify a font for the axis text, format axis numbers, and align axis text. Tick marks are the marks on an axis that indicate the data scale intervals. Displaying chart tick marks can make it easier to read the chart. You can change the color, thickness, style, and position of tick marks. Changing the font attributes of axis text can enhance the appearance of the chart. Additionally, the numbers in the value axis can be formatted using a variety of number categories, including Currency, Date, and Percentage. You can also select the desired number of decimal places and a currency symbol, if applicable. Category or value axis text can be rotated. This option can be used to make long labels less crowded-looking and easier to read. WWP Training Limited Page 107

108 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 Formatting chart axes You can also double-click an axis to open the Format Axis dialog box. You can hide tick marks by selecting the None option on the Patterns page in the Format Axis dialog box. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the axis you want to modify. 4. Click the Format Axis button. 5. Select the Patterns tab. 6. Select the desired options. 7. Select additional pages and options as desired. 8. Select OK. Page 108 WWP Training Limited

109 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts FORMATTING THE SCALE OF AN AXIS Discussion The axis scale determines where one axis crosses the other, as well as the location of tick marks and the interval between them. When you create a chart, Microsoft Graph creates the axis scale based on the chart data. You can use the Format Axis dialog box to modify axes scales. For the category (x) axis, you can specify where the value (y) axis will cross it, the number of categories between tick mark labels, and the number of categories between tick marks. You can also display the categories in reverse order. For the value (y) axis, you can designate minimum and maximum axis values, where you want major and minor tick marks to appear, and where you want the axes to intersect. You can also display the axis values as logarithms, display them in reverse order, or have the category axis cross at the maximum value on the value axis. Formatting the scale of an axis You also can double-click an axis to open the Format Axis dialog box. WWP Training Limited Page 109

110 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the value (y) axis. 4. Click the Format Axis button. 5. Select the Scale tab. 6. Select the Minimum box. 7. Enter the minimum value you want to appear on the value (y) axis. 8. Select the Maximum box. 9. Enter the maximum value you want to appear on the value (y) axis. 10. Select the Major unit box. 11. Enter the desired distance between the major tick marks or gridlines. 12. Select the Minor unit box. 13. Enter the desired distance between the minor tick marks or gridlines. 14. Select the Category (X) axis Crosses at box. 15. Enter the value at which you want the category (x) axis to cross the value (y) axis. 16. Select OK. ADDING A CHART TITLE Discussion You can add a descriptive title to your chart, as well as category and value axes titles to explain the chart data. For example, you can use a category axis title to indicate the year to which the series labels 1 st Qtr, 2 nd Qtr, 3 rd Qtr, and 4 th Qtr refer. Chart titles are typed into text boxes. You can edit the pattern and border of a text box. In addition, you can format the font, size, style, color, and alignment of the text in it. You can move chart and axes title text boxes, but you cannot resize them. Page 110 WWP Training Limited

111 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts Adding a chart title Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Select the Chart menu. 4. Select the Chart Options command. 5. Select the Titles tab. 6. Select the desired title box. 7. Type the title text. 8. Select OK. CHANGING THE DATA SERIES Discussion Data series can be represented by either the columns or the rows in the datasheet. If you do not know whether the data series are represented by the datasheet rows or columns, you can refer to the datasheet. Icons next to either the row or column headings indicate how the data is charted. Typically, the datasheet rows are the data series and the datasheet columns are the data values. However, you can switch the rows and columns so that the datasheet columns become the data series and the datasheet rows become the data values. For example, if a column chart compares regional sales by quarter, it displays the quarters as the data WWP Training Limited Page 111

112 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 series (bars) and the regions as the data values. If you switch to chart the data by columns instead, the regions become the data series and you can compare quarterly sales by region. You can also use the Series in Rows and Series in Columns commands on the Microsoft Graph Data menu to switch from rows to columns (and vice versa). Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. To switch data series, click the By Column button or the By Row button applicable. on the Microsoft Graph Standard toolbar, as ADDING A DRAWING OBJECT TO A CHART Discussion You can use the PowerPoint Drawing toolbar in Microsoft Graph to add drawing objects to a chart. For example, you can add an arrow that points to a particular data marker to highlight it. After you have created drawing objects, you can format, size, move, or delete them. The Drawing toolbar provides a variety of drawing tools for creating and editing chart objects and for adding color enhancements to them. You can select, fill, and rotate chart objects; create simple shapes (such as lines, arrows, rectangles, and ellipses); and add text, shadows, and 3-D effects. The Drawing toolbar also provides tools for selecting fill, line, and font colors, as well as line, dash, and arrow styles. In addition, the Insert WordArt button on the Drawing toolbar allows you to create interesting text effects. The AutoShapes menu on the Drawing toolbar provides tools for creating a variety of objects, including stars and banners, action buttons, block arrows, flowcharts, and connectors. Page 112 WWP Training Limited

113 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts Adding a drawing object to a chart You can layer drawing objects on top of a chart without opening Microsoft Graph. The advantage of adding objects within the chart is that they will move and resize proportionally within the chart. You can enter text into enclosed shapes (such as circles, rectangles, and AutoShapes) by selecting the shape and then typing the desired text. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Display the Drawing toolbar, if necessary. 4. Click the desired drawing object on the Drawing toolbar. 5. Drag in the chart to draw the object. WWP Training Limited Page 113

114 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 ADDING TEXT TO A CHART Discussion You may need to add text to a chart. However, you cannot type text directly into a chart; you must place it in a text box. You can use text boxes to create additional labels or commentary. For example, you can insert a text box to add a comment about the level of a particular data marker. You use the Text Box button on the Drawing toolbar to add text boxes to a chart. You can format a text box the same way you would format any other graphic object. You can move and size a text box, as well edit its pattern and border. You can format the font, size, style, color, and alignment of text within a text box. In addition, you can size the text in a text box to the chart. How you create a text box determines whether it expands to fit the text as you type it or wraps the text to fit within the text box. Adding text to a chart When you click the Text Box button and then click the slide, you create a text box that expands to fit the text as you type; the text will appear on one line and will not wrap. If, however, you click the Text Box button and then drag to create a text box of fixed width, the text will wrap to a new line each time it reaches the right edge of the text box. You can manually create a new line in a text box by pressing the [Enter] key. Page 114 WWP Training Limited

115 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts You can layer a text box on top of a chart without opening Microsoft Graph. The advantage of adding a text box within the chart is that it will move and resize proportionally within the chart. Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Display the Drawing toolbar, if necessary. 4. Click the Text Box button on the Drawing toolbar. 5. Drag in the chart to draw the text box. 6. Type the desired text into the text box. INSERTING A DATA TABLE Discussion You can display the values for each data series in a table below the chart. By inserting a data table, you can add explanatory detail to a chart. Data tables can enhance reports and provide additional information during a slide show. When you insert a data table, it usually attaches to the category axis. The data table rows usually represent each data series in the chart. You can display a data table in line, bar, column, and area charts. You can also display the data table by selecting the Chart menu, the Chart Options command, and then the Show data table option on the Data Table page in the Chart Options dialog box. You can attach a data table to the category axis in a 3-D chart by selecting the Right angle axes option in the 3-D View dialog box. To open this dialog box, select the Chart menu and then the 3-D View command. WWP Training Limited Page 115

116 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 Procedures 1. Double-click the chart you want to edit. 2. Click the View Datasheet button to close the datasheet, if necessary. 3. Click the Data Table button on the Microsoft Graph Standard toolbar. Page 116 WWP Training Limited

117 PowerPoint 2002 Level 2 Lesson 9 - Creating Custom Charts EXERCISE CREATING CUSTOM CHARTS Task Create a custom chart. 1. Open Bgraph. 2. Activate Microsoft Graph. Then, hide the datasheet. 3. Instead of comparing the sales by quarter, compare the sales by type of boat by switching the data series from rows to columns. 4. Add major gridlines to the category (x) axis. Then, format the major gridlines as pink and apply the heaviest line weight to them. 5. Format the value (z) axis to include minor tick marks inside. 6. Change the number format for the value axis numbers to a currency format with no decimal places. 7. Change the scale for the value axis. Set the maximum value to 100, the major units to 20, the minor units to 5, and have the axes cross at Display the data table. Then, hide the legend and adjust the plot area as necessary. 9. Draw a text box to the right of the highest data marker, above the shorter markers. Add the text All-time high. Format the text as Times New Roman, 20 points, and bold; and then adjust its size and position as necessary. 10. Draw an arrow from the text box to the highest data marker. Format the arrow as 6 points and pink. 11. Add the following title to the value (z) axis: Sales in Thousands. 12. Close the presentation without saving it. WWP Training Limited Page 117

118 Lesson 9 - Creating Custom Charts PowerPoint 2002 Level 2 Page 118 WWP Training Limited

119 LESSON 10 - USING ORGANIZATION CHARTS/DIAGRAMS In this lesson, you will learn how to: Create an organization chart Add text to shapes Add positions to shapes Select multiple shapes Rearrange shapes Format shapes Insert a diagram Work with diagrams

120 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 CREATING AN ORGANIZATION CHART Discussion An organization chart displays the hierarchical relationships within a business, society, or other group. An organization chart consists of shapes and connecting lines. Each shape contains the name and position of one person. The lines (connectors) between shapes represent relationships between people in the organization. Generally, the shapes closer to the top of the chart represent a higher position in the organization. For example, the company president or CEO normally appears at the top of an organization chart, and any vice-presidents or departmental managers appear in shapes at lower levels. To create an organization chart in PowerPoint, you can apply an organization chart slide layout to a new or an existing slide. You can also add the organization chart layout to a slide by clicking the Insert Diagram or Organization Chart button on the Drawing toolbar or by selecting the Diagram command on the Insert menu. In addition, you can insert an organization chart into a new or an existing slide as a picture. When you insert an organization chart, it appears in a drawing canvas. The drawing canvas can be resized and moved as desired. PowerPoint treats an organization chart as an object. You can add animation effects to objects, as well as use the tools on the Drawing and Organization Chart toolbars to format and recolor the object. You can change the formatting of the entire chart by selecting a preset format from the Organization Chart Style Gallery. Or, if you prefer, you can format individual shapes and lines using buttons on the Drawing toolbar. You can also use Microsoft Organization Chart, an OLE (Object Embedding and Linking) application to create organization charts. Microsoft Organization Chart is available from the Insert Object dialog box. If you use the Insert Object dialog box to insert an organization chart, you can display the organization chart as an icon on the slide. This option links the slide to the organization chart and the organization chart itself does not appear on the slide. Page 120 WWP Training Limited

121 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams Inserting an organization chart The default shape on an organization chart is a rounded rectangle. You can change the default shape using the Autoformat button on the Organization Chart toolbar. You can also create an organization chart from any slide layout containing the Diagram or Organization Chart placeholder. Procedures 1. Display the slide on which you want to create an organization chart and the Drawing toolbar. 2. Click the Insert Diagram or Organization Chart button on the Drawing toolbar. 3. Select the Organization Chart icon. 4. Select OK. WWP Training Limited Page 121

122 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 ADDING TEXT TO SHAPES Discussion The default organization chart contains four shapes. By default, the top shape is the manager position. The three shapes below the manager position are the subordinate positions. For example, you can type the name and position of the company president into the manager shape at the top, and then type the names and positions of the vice presidents into the shapes below it. You can edit shapes, format text, or add and delete shapes. For example, you can type a name and the title President in the top shape and format the text as desired. The shapes in an organization chart adjust automatically to accommodate the text within them and, when you deselect a shape after entering text, the drawing canvas automatically adjusts to fit the shapes within it. You do not need to select the organization chart before making changes. When you select any shape in the organization chart, the chart is automatically selected. Adding text to a shape Procedures 1. Select the shape to which you want to add text. 2. Enter the desired name. 3. Press [Enter] to move to the next line. 4. Enter the desired title. Page 122 WWP Training Limited

123 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams ADDING POSITIONS TO SHAPES Discussion You can add shapes to an organization chart as needed. For example, if you want to add a department head who reports to a vice president, you could add a subordinate shape to the vice president shape. You can create the following types of shapes: Type Subordinate Coworker Assistant Position Appears below and is connected to the selected shape Appears adjacent to and is connected to the selected shape Branches off from a connecting line, below the selected shape You can manually draw additional connecting lines in an organization chart. For example, you may want to show a secondary reporting relationship between two positions. If you select a connector from the AutoShapes menu on the Drawing toolbar, the connecting line will move or adjust as needed if you reposition either shape. You can then use the drawing tools on the Drawing toolbar to format connecting lines. Adding a subordinate shape To delete a shape from an organization chart, select the shape and press the [Delete] key. WWP Training Limited Page 123

124 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 You can also use the Line tool on the Drawing toolbar to draw lines between shapes; however, if you draw a line rather than a connector between shapes, it will not adjust for changes made to the shapes. Procedures 1. Select the shape to which you want to add a position. 2. Select the Insert Shape button on the Organization Chart toolbar. 3. Select the desired shape. SELECTING MULTIPLE SHAPES Discussion You can select multiple shapes in order to format or move all of them at once. You can use any of the following methods to select multiple shapes: To Select Multiple shapes Multiple adjacent shapes All shapes on the same level All shapes in a branch All shapes in the organization chart Method Hold the [Shift] or [Ctrl] key as you click each shape you want to select. Drag a marquee that completely includes each shape you want to select. Select any shape on the desired level; then, select the Select button on the Organization Chart toolbar and the Level command. Select the desired shape; then, select the Select button on the Organization Chart toolbar and the Branch command. Select the manager shape; then, select the Select button on the Organization Chart toolbar and the Branch command. In order to move individually selected shapes, the AutoLayout command on the Layout menu of the Organization Chart toolbar must be deselected. Page 124 WWP Training Limited

125 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams To select all connecting lines in a chart, select the Select button on the Organization Chart toolbar and the All Connecting Lines command. REARRANGING SHAPES Discussion You can change the arrangement of the shapes in an organization chart. For example, you can arrange the shapes so that they align vertically. In this arrangement, the subordinate shapes appear one below the other. When you select the Layout button on the Organization Chart toolbar, a menu of available layouts appears. To change the layout, you must select the highest level in the branch you want to format. A warning box will open if the correct shape is not selected. You can arrange the shapes in an organization chart into one of four available formats: Standard, Both Hanging, Left Hanging, or Right Hanging. In addition, other layout options include fitting the organization chart to its contents, enlarging the canvas to add more white space around the chart, and scaling the chart to resize it. With AutoLayout enabled, you can drag nearly any shape, with the exception of manager shapes, to new positions to modify the reporting relationships. Disabling AutoLayout allows you to resize a specific shape or drag it to a new location in the organization chart. AutoLayout is automatically enabled when you create a new organization chart. Changing the chart layout WWP Training Limited Page 125

126 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 When dragging a shape to a new position, you must place the shape over the destination shape and then release the mouse button. If you re-enable AutoLayout after making changes to the size and location of shapes, any shapes you have moved or resized may resume their original size and position. Choosing the Fit Organization Chart to Contents command from the Layout menu automatically reduces the font size of all text in the organization chart shapes as needed. Procedures 1. Select the shape of the highest level in the branch you want to rearrange. 2. Select the Layout button on the Organization Chart toolbar. 3. Select the desired layout option. FORMATTING SHAPES Discussion You can format the shapes, connecting lines, and background of an organization chart to enhance its appearance. For example, you can apply the same formatting to all assistant level shapes and their connecting lines at the same time. You can customize the background of a chart to match or contrast with the slide color scheme. If an organization chart is formatted with the Default Autoformat style, you can use the tools on the Drawing toolbar to manually format individual shapes or connecting lines. You can change the color, border style, and thickness of a shape, as well as add a shadow to it. Connecting lines can be formatted with different colors, line styles, and line thickness. The default style also allows you to choose a different AutoShape for any shape in the chart. You can use Autoformat to apply a preset design scheme to a chart. When you apply a preset design scheme, the formatting is applied to all the shapes and connecting lines in the chart. The Organization Chart Style Gallery offers many different formats from which to choose, including brackets, boxes, and braces. Whether you choose a preset design or format shapes and connecting lines manually, you can add a background color or fill, as well as a border around the chart, using Page 126 WWP Training Limited

127 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams buttons on the Drawing toolbar. A fill or pattern effect can also be applied to the background of a chart. Formatting a shape AutoLayout does not need to be enabled in order to apply a preset design format from the Organization Chart Style Gallery. Procedures 1. Display the Drawing toolbar. 2. Select the organization chart you want to format. 3. Select the shape you want to format. 4. Using the Drawing toolbar, format the shape as desired. 5. Select the connecting line you want to format. 6. Using the Drawing toolbar, format the connecting line as desired. 7. To format the organization chart background, select any blank area of the chart. 8. Format the background as desired. 9. To apply a preset design scheme, click the Autoformat button on the Organization Chart toolbar. 10. Select the desired chart style. WWP Training Limited Page 127

128 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level Select Apply. INSERTING A DIAGRAM Discussion Related information can often be presented more effectively in a diagram than in a table or discussion. PowerPoint provides five predefined diagrams from which you can choose: Venn, Cycle, Pyramid, Target, and Radial. An organization chart is also available from the Diagram Gallery dialog box. When you insert a new diagram, the diagram is placed on a drawing canvas. The canvas can be resized to fit the diagram. Inserting a Venn diagram If you have already created a diagram and want to change its type, you can select the Change to list on the Diagram toolbar and select another diagram type. You can resize the drawing canvas by dragging one of the black sizing handles. Page 128 WWP Training Limited

129 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams Procedures 1. Select the slide on which you want to insert the diagram. 2. Click the Insert Diagram or Organizational Chart button on the Drawing toolbar. 3. Select the desired diagram type. 4. Select OK. WORKING WITH DIAGRAMS Discussion You can customize a diagram to meet your needs. Additional shapes can be inserted and moved from front to back, labels can be added, and shapes within the diagram can be changed to different colors and/or styles to emphasize distinct concepts. PowerPoint provides an AutoFormat feature that allows you to pick from predefined styles. You can, however, disable this feature and work on your own. Diagram layout options include tightly fitting the drawing canvas to the diagram, expanding the drawing canvas to add more white space around the diagram, and scaling the diagram to resize it. To freely move diagram elements, you must disable the AutoLayout feature. If you then enable the AutoLayout feature, however, any shapes you have moved or resized will resume their original size and position. Even after your diagram has been created, you can change to another diagram type by selecting the Change to button on the Diagram toolbar. When changing diagram types, PowerPoint enables both the AutoLayout and AutoFormat features. WWP Training Limited Page 129

130 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 Modifying a diagram The Cycle, Venn, and Target diagrams provide text boxes for each shape. The text boxes can be resized if the AutoLayout feature is disabled. You can also resize a diagram by double-clicking in a blank area of the drawing canvas and using the Size page in the Format Diagram dialog box to size or scale the diagram. You can change the format of the shape to which an AutoFormat style has been applied by right-clicking the shape and deselecting the Use AutoFormat command. Procedures 1. Select the diagram you want to modify. 2. To add a label, click in the applicable text box. 3. Type the desired label text. 4. Select the Insert Shape button on the Diagram toolbar to add a new diagram shape. 5. Click the Move Shape Forward or Move Shape Backward button on the Diagram toolbar to move the shape to the desired location in the diagram. 6. Click the AutoFormat button on the Diagram toolbar. Page 130 WWP Training Limited

131 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams 7. Select the desired style. 8. Select Apply. 9. Select the Layout button on the Diagram toolbar. 10. Select the desired layout option. 11. Modify the diagram layout as desired. WWP Training Limited Page 131

132 Lesson 10 - Using Organization Charts/Diagrams PowerPoint 2002 Level 2 EXERCISE USING ORGANIZATION CHARTS/DIAGRAMS Task Work with organization charts and diagrams. 1. Open Swmwear. 2. Display slide 1, if necessary, and insert an organization chart. 3. In the manager shape, type Charles Fleming on the first line and President on the second line. 4. In the left subordinate shape, type Frank Deford on the first line and West Coast Manager on the second line. 5. In the center subordinate shape, type Marie Brenner on the first line and East Coast Manager on the second line. 6. Delete the right subordinate shape. (Hint: Use the [Delete] key.) 7. Add a new shape, subordinate to the Frank Deford shape. Enter the following text: Michael Shaner, Assistant Manager. 8. Select all the shapes. 9. Format all the shapes with a dark blue line color (Follow Title Text Scheme Color) (first row, fourth column) and a 2 1/4 pt line style. 10. Change the line color of all the connecting lines to the same dark blue (first row, fourth column) and a 2 1/4 pt line style. 11. Disable AutoLayout and move the President shape up slightly. 12. Change the layout to Both Hanging. Select Yes to enable AutoLayout when you are prompted. 13. Format the chart background with the Parchment texture, automatic line color, and the shadow style of your choice. 14. Move and resize the organization chart as necessary. Page 132 WWP Training Limited

133 PowerPoint 2002 Level 2 Lesson 10 - Using Organization Charts/Diagrams 15. Display slide 2 and insert a Venn diagram. 16. Type Men as the label for the top shape, Women as the label for the left shape, and Children as the label for the right shape. 17. Insert a new shape and move the shape backward once. Type Toddlers its label. 18. Deselect the Autolayout command and move the Toddlers shape to the right. Apply the Fire Autoformat. 19. Click in any blank area of the diagram; format the diagram background with the Parchment texture, an automatic line color, and a shadow style effect of your choice. 20. Change the diagram type to Pyramid and bold the label text for each shape. 21. Close the presentation without saving it. WWP Training Limited Page 133

134

135 LESSON 11 - EXPORTING OUTLINES AND SLIDES In this lesson, you will learn how to: Export notes and handouts to Word Export an outline to Word Save a presentation as an outline Save a slide as a graphic

136 Lesson 11 - Exporting Outlines and Slides PowerPoint 2002 Level 2 EXPORTING NOTES AND HANDOUTS TO WORD Discussion Slides can be exported to Word to create handouts or notes pages. Although you can print handouts and notes pages in PowerPoint, Word provides more layout and formatting options. Handouts and notes pages created in Word include a picture of each slide and a section for notes. You can display multiple slides on a page, with the notes placed next to each slide, or a single slide per page, with notes placed below each slide. In addition, you can select a notes layout that prints the slide notes for each slide or blank lines for taking notes. The slide graphics in the Word document can be linked to the original PowerPoint presentation. When slides are linked, the graphics in the Word document update to display changes made to the PowerPoint presentation. Exporting handouts to Word You can also export outlines to Word. However, in order to export notes, handouts, or outlines, you must have Microsoft Word installed on your system. Page 136 WWP Training Limited

137 PowerPoint 2002 Level 2 Lesson 11 - Exporting Outlines and Slides Procedures 1. Select the File menu. 2. Point to the Send To command. 3. Select the Microsoft Word command. 4. Under Page layout in Microsoft Word, select the desired page layout. 5. Select the Paste link option, if desired. 6. Select OK. EXPORTING AN OUTLINE TO WORD Discussion PowerPoint allows you to export a presentation outline to Word. You can then edit the outline using Word editing tools. You can import the outline back into PowerPoint from Word; however, most design aspects will be lost and must be reapplied. Exporting an outline to Word WWP Training Limited Page 137

138 Lesson 11 - Exporting Outlines and Slides PowerPoint 2002 Level 2 You can also export notes and handouts to Word. However, in order to export notes, handouts, or outlines, you must have Word installed on your system. Hyperlinks to other presentations or to web pages will also display as hyperlinks in Word. Procedures 1. Select the File menu. 2. Point to the Send To command. 3. Select the Microsoft Word command. 4. Under Page layout in Microsoft Word, select the Outline only option. 5. Select OK. SAVING A PRESENTATION AS AN OUTLINE Discussion In addition to exporting the presentation outline to Word, you can save a presentation outline in rich text format (.rtf). You can then edit and format the outline in Word as desired. If your presentation includes hyperlinks, they are saved with the outline. Graphic images, however, are not saved. Saving an outline in.rtf format Page 138 WWP Training Limited

139 PowerPoint 2002 Level 2 Lesson 11 - Exporting Outlines and Slides Procedures 1. Select the File menu. 2. Select the Save As command. 3. Type the desired file name. 4. Select the Save as type list. 5. Select the desired file type. 6. Select the Save in list. 7. Select the drive in which you want to save the outline. 8. Open the folder in which you want to save the outline. 9. Select Save. SAVING A SLIDE AS A GRAPHIC Discussion You can save a slide as a graphic file. Once a slide has been saved as a graphic, you can insert it as a picture into other types of documents. For instance, the slide graphic can be used as an illustration in a report, or it can be inserted onto a web page. A slide can be saved in one of several graphic file formats, including Graphics Interchange Format (*.gif), Windows Metafile (*.wmf), and bitmap (*.bmp). You can save a single slide as a picture, or you can save the entire presentation. If you export the entire presentation as pictures, PowerPoint creates a new folder and saves each slide to a separate file in the folder. Procedures 1. Select the slide you want to save as a graphic. 2. Select the File menu. 3. Select the Save As command. 4. Type the desired file name. 5. Select the Save as type list. WWP Training Limited Page 139

140 Lesson 11 - Exporting Outlines and Slides PowerPoint 2002 Level 2 6. Select the desired file type. 7. Select the Save in list. 8. Select the drive in which you want to save the graphic. 9. Open the folder in which you want to save the graphic. 10. Select Save. 11. Select Every Slide to export all the slides or Current Slide Only to export only the selected slide. Page 140 WWP Training Limited

141 PowerPoint 2002 Level 2 Lesson 11 - Exporting Outlines and Slides EXERCISE EXPORTING OUTLINES AND SLIDES Task Export outlines and presentation slides. 1. Open Meetng Export handouts to Word; select the layout that displays notes next to each slide and the Paste link option. 3. Open the document in Word, if necessary, and scroll as necessary to view the notes. Double-click any slide to display it in PowerPoint. Then, close Word without saving the document. 4. Export the presentation outline to Word. 5. Scroll as desired to view the outline in Word. Then, close Word without saving the outline. 6. Save the presentation outline as outline2.rtf. 7. Open outline2.rtf in Word. Scroll as desired to view the outline. Then, close Word without saving changes. 8. Save only slide 6 to the student data folder as chart6.gif. 9. Close the presentation without saving it. WWP Training Limited Page 141

142

143 APPENDICES Presenting to a Wider Audience

144

145 APPENDIX I - PRESENTING TO A WIDER AUDIENCE In this lesson, you will learn how to: Share presentation ideas Embed the fonts in a presentation Assign a password Remove a password Use the Pack and Go Wizard Use the PowerPoint Viewer Use Meeting Minder Preview a presentation as a web page Format a presentation for the Web Schedule an online meeting Schedule a broadcast Start a broadcast

146 PowerPoint 2002 Level 2 SHARING PRESENTATION IDEAS Discussion PowerPoint offers many alternatives for sharing presentations with large groups and collaborating with others. You can share a presentation by presenting it to a large audience in one room. This process may involve moving the presentation to another computer. To do so, you can package the presentation and any linked files and then unpackage it on the computer on which you plan to run the presentation. If that computer does not have PowerPoint installed, you can include the PowerPoint Viewer in your package. The PowerPoint viewer applet allows you to run a presentation, even if PowerPoint is not available on the computer you are using. Participants who are not in the same location can view a presentation using a shared network or the Internet. Not only can the Internet be used to display slide shows, but you can also conduct online meetings in order to collaborate with others on a presentation. If you connect to a web server running Microsoft Office Server Extensions, you can subscribe to a presentation or to a web page. When you subscribe to a presentation, web page, or any document, you will receive an whenever changes are made to that item. During a slide show, you can use Meeting Minder to record comments or ideas from the audience or other participants. You can use the Discussions toolbar to subscribe to a document and share comments with others. To display the Discussions toolbar, select the Tools menu, point to the Online Collaboration command, and then select the Web Discussions command. At this point, the Add or Edit Discussion Servers dialog box may open. If this dialog box opens, type the name of your discussion server and a friendly name, if desired, and then select OK. On the Discussions toolbar, you can select the Subscribe button to subscribe to the file currently open or all files in a web folder. You can also select the notification options. Page 4 WWP Training Limited

147 PowerPoint 2002 Level 2 EMBEDDING THE FONTS IN A PRESENTATION Discussion If you intend to run a presentation on another computer, it may not look the same on that computer as it does on yours. One reason for this may be that the fonts you used are not available on the other computer. It is a good idea to embed the fonts in your presentation to ensure that the fonts which appear in the presentation are the fonts you selected. Only Windows TrueType fonts can be embedded. Embedding fonts saves the fonts with the presentation; consequently, the size of the presentation file increases accordingly. Embedding the fonts in a presentation PowerPoint will notify you if you attempt to embed a font that cannot be embedded. The Pack and Go Wizard allows you to embed your fonts. Procedures 1. Open the presentation in which you want to embed the fonts. 2. Select the File menu. 3. Select the Save As command. WWP Training Limited Page 5

148 PowerPoint 2002 Level 2 4. Type the desired file name. 5. Select the Tools button. 6. Select the Save Options command. 7. Select the Embed TrueType fonts command. 8. Select OK. 9. Select Save. ASSIGNING A PASSWORD Discussion You can assign a password to a file so that only those users who know the password can open the file or save changes to it. Passwords are often assigned to files that contain sensitive data, such as salaries or bonuses. They can also be used to secure files stored on a network. Passwords can contain any combination of letters, numbers, symbols, and spaces and can be up to 15 characters long. Passwords are case-sensitive. After a password has been assigned to a file, you are prompted for the password each time you open it. Assigning a password to a presentation You can use the Advanced button in the Security dialog box to select an encryption type that allows longer passwords. You can also assign a password to a file by selecting the Tools menu, the Options command, and the Security tab. Page 6 WWP Training Limited

149 PowerPoint 2002 Level 2 If you forget an assigned password, you cannot open the file. Procedures 1. Open the file you want to protect with a password. 2. Select the File menu. 3. Select the Save As command. 4. Select the Tools button. 5. Select the Security Options command. 6. Select the Password to open box. 7. Type the desired password. 8. Select OK. 9. Type the password again. 10. Select OK. 11. Select Save. 12. Select Yes. REMOVING A PASSWORD Discussion If a password is no longer necessary, you can remove it from a file. You can then open the file at any time without a password. Before you can remove a password from a file, you must open it using the password. The Password dialog box opens whenever you try to open a file that has been passwordprotected. After you have removed a password, you resave the file to replace the passwordprotected version. If you forget an assigned password, you cannot open the file. WWP Training Limited Page 7

150 PowerPoint 2002 Level 2 Procedures 1. Select the File menu. 2. Select the Save As command. 3. Select the Tools button. 4. Select the Security Options command. 5. Select the asterisks in the Password to open box. 6. Press [Delete]. 7. Select OK. 8. Select Save. 9. Select Yes. USING THE PACK AND GO WIZARD Discussion You can use the Pack and Go Wizard to compress and save (package) a presentation in order to transport it. The Pack and Go Wizard includes all linked files (such as another PowerPoint presentation or an Excel worksheet) in the package. If you use diskettes to package your presentation, you may need more than one blank, formatted diskette to store the compressed presentation depending on its size. PowerPoint will prompt you to insert another diskette, if necessary. You can also embed TrueType fonts, thereby ensuring that the presentation displays the same TrueType fonts on any computer as those you selected when you created the presentation. If you intend to run a slide show on a computer that does not have PowerPoint installed, the Pack and Go Wizard can include the PowerPoint Viewer in the package. Page 8 WWP Training Limited

151 PowerPoint 2002 Level 2 The Pack and Go Wizard You can download the PowerPoint Viewer from the Microsoft Office CD-ROM by performing a search for ppview and then double-clicking the ppview97.exe file. Therefore, the CD- ROM should be available when the Pack and Go Wizard is used. If the CD-ROM is not available, the PowerPoint Viewer can be downloaded from the Microsoft Office web site by selecting the Help menu and then the Office on the Web command or by clicking the Download the Viewer button in the Pack and Go Wizard. At the Microsoft Office web site, you can search for the PowerPoint 97 Viewer, download the setup file, and then run the setup after it is downloaded. The first time you use the Pack and Go Wizard, you may be prompted to install it. If you choose to use the PowerPoint 97 Viewer, some animation effects may not be supported. Procedures 1. Select the File menu. 2. Select the Pack and Go command. 3. Select Next >. 4. Select the desired presentation. 5. Select Next >. 6. Select the A:\ drive option. WWP Training Limited Page 9

152 PowerPoint 2002 Level 2 7. Select Next >. 8. Select or deselect the Include linked files option, as desired. 9. Select or deselect the Embed TrueType fonts option, as desired. 10. Select Next >. 11. Select the Viewer for Microsoft Windows option. 12. Select Next >. 13. Select Finish. 14. If you are prompted, insert another diskette into the drive and select OK. USING THE POWERPOINT VIEWER Discussion The PowerPoint Viewer is an applet provided with Office XP that allows you to run slide shows on computers that do not have PowerPoint installed. You can include the PowerPoint Viewer when you use the Pack and Go Wizard to compress and save presentations, or you can copy it directly to its own diskette. If the PowerPoint Viewer has been included by the Pack and Go Wizard, it is automatically loaded when the compressed file is opened. You should make sure that the host drive has enough free disk space; the PowerPoint Viewer uses about 1.7 MB on the hard drive, in addition to the size of the presentation. When you are using the PowerPoint Viewer, you cannot open a linked file in its parent application, unless that application is installed on the computer you are using to run the presentation. To unpack the presentation to a new folder, you must create the folder before unpacking the presentation. Procedures 1. Select the Start button on the taskbar. 2. Select the Run command. 3. Type the location of the floppy drive. Page 10 WWP Training Limited

153 PowerPoint 2002 Level 2 4. Select Browse. 5. Open the desired file. 6. Select OK. 7. Double-click the drive where you want the presentation to be unpacked. 8. Expand folders as necessary, and then select the folder where you want the presentation to be unpacked. 9. Select OK. 10. Select Yes, if necessary. 11. If you are prompted, insert the next floppy diskette and select OK. 12. Select Yes to run the slide show. USING MEETING MINDER Discussion You may find it helpful to add to your notes pages during an informal presentation. You can use Meeting Minder to add reminders that can be reviewed after the presentation or during later presentations. For example, members of the audience may present interesting points or come up with good ideas during a presentation. You can record their comments as meeting minutes while the presentation is in progress. When you add meeting minutes to Meeting Minder during a presentation, they only appear on your computer, unless you are conducting an online meeting. Whether you are delivering an electronic presentation via large screen projection system to audience members in the same room or giving a slide show to a remote audience via presentation conferencing, the audience cannot view the notes on the presentation slides. If you are conducting an online meeting, however, participants can also use Meeting Minder to take notes, and the notes can be viewed by all participants. After your presentation, you can export the meeting minutes to Microsoft Word as an.rtf formatted document. If Microsoft Outlook is installed, you can also use Meeting Minder to post action items in Outlook or to schedule a meeting. WWP Training Limited Page 11

154 PowerPoint 2002 Level 2 Using Meeting Minder You can also open Meeting Minder by selecting the Tools menu and then the Meeting Minder command. Speaker notes can be used to create and print notes for each slide in a presentation. When you export Meeting Minder text, it is exported to the Windows\Temp folder as an.rtf file. Procedures 1. Right-click any slide during the slide show. 2. Select the Meeting Minder command. 3. Select the Meeting Minutes tab. 4. Type the desired text in the Meeting Minutes box. 5. Select OK. PREVIEWING A PRESENTATION AS A WEB PAGE Discussion You can share a presentation with other users by publishing it to the Internet or to an intranet, where users can view it in a browser. Presentations must be saved in an HTML format before they can be viewed in a browser. You can preview the presentation in browser format before you save it in HTML format. Page 12 WWP Training Limited

155 PowerPoint 2002 Level 2 If you have set up your presentation to use timings, the slide show will play in Web Page Preview. If not, only the current slide will appear. Web Page Preview Web Page Preview always displays the presentation from the first slide, regardless of the current slide in PowerPoint. Procedures 1. Select the File menu. 2. Select the Web Page Preview command. FORMATTING A PRESENTATION FOR THE WEB Discussion You can save presentations for use on the Internet or on your company's intranet. The Save as Web Page feature allows you to save files for use on the Internet. In the Publish as Web Page dialog box, you can specify how much of the presentation you want to save as a web page, as well as which browser you plan on using. You can also specify where you want the HTML document folder to be saved. The Web Options dialog box allows you to control the content and format of the presentation. You can add slide navigation controls and page colors, select the look of buttons used for linking WWP Training Limited Page 13

156 PowerPoint 2002 Level 2 to other slides, show the slide animation while browsing, and select the type of graphics format. You can also define the monitor resolution and determine file options. You can save a presentation as a web page and still be able to open it in PowerPoint, without losing its contents or formatting. You can even edit graphics and objects in a PowerPoint presentation after you have saved it in HTML format. When you select settings in the Publish as Web Page dialog box, they are saved with the HTML document. In addition, the settings become the new default settings for future, unpublished presentations. Publishing a presentation If you use the AutoContent Wizard when you create a new presentation, you can design the presentation for use on the Internet in the wizard. After the presentation is created, you can save it in HTML format. You can also open the Web Options dialog box by selecting the Tools menu, the Options command, the General page, and the Web Options button. You can select the Open published Web page in browser option in the Publish as Web Page dialog box to see how the published web presentation will appear in your browser. Page 14 WWP Training Limited

157 PowerPoint 2002 Level 2 Procedures 1. Select the File menu. 2. Select the Save as Web Page command. 3. Type the desired name for the web page in the File name box. 4. Select the Save in list. 5. Select the drive where you want to save the HTML document. 6. Open the folder in which you want to save the HTML document. 7. To change the web page title, select Change Title. 8. Type the desired title into the Page title box. 9. Select OK. 10. To change format and web page options, select Publish. 11. To change web page options, select Web Options. 12. Select the desired tab. 13. Select Web options as desired. 14. Select OK. 15. Select publishing options as desired. 16. Select Publish. SCHEDULING AN ONLINE MEETING Discussion Microsoft NetMeeting is a program that allows you to schedule real-time, online meetings. You can use an online meeting to collaborate on a presentation. During an online meeting, you can exchange files and messages, work together on a presentation, or draw on an electronic whiteboard. You can include audio and video in an online meeting, thereby allowing you to hear other participants as well as see them. You can invite attendees by sending them an or by scheduling an online meeting in Microsoft Outlook. All participants, including yourself, must have Internet access. PowerPoint opens an Outlook meeting window to schedule an online meeting. When you schedule the meeting, you must indicate the server on which you will conduct the meeting. You may also want to include the location of the server in the body of your meeting invitation, so that all participants can log on to that server. In addition, you can indicate the location of the presentation you want to use in the meeting, set a reminder, and configure NetMeeting to start automatically. If you do not set a reminder, you will WWP Training Limited Page 15

158 PowerPoint 2002 Level 2 have to manually open NetMeeting. The scheduled online meeting will then appear in your Outlook calendar. If you set a reminder, the Reminder dialog box opens at the scheduled time and you, as the host, can launch NetMeeting. If you specified a presentation for use during the meeting, PowerPoint will automatically open it. NetMeeting will also start automatically, if you enabled that option. If participants receive a reminder, they can join the meeting from the notification message box, or they can manually open NetMeeting. You can also start an online meeting that does not have a reminder set by selecting the Start NetMeeting command from the shortcut menu when you right-click the meeting in your Outlook calendar. During the conference, the presenter controls the slide show, and only the presenter can use the Online Meeting toolbar. Initially, the presenter is the only one who can make changes to the presentation; run a slide show; and review and record notes, meeting minutes, and action items. The participants, however, can see all the changes made by the presenter. During the online meeting, the presenter can allow participants to make changes to the presentation, exchange information, and use the annotation pen for writing and drawing on slides. When a participant is in control of the presentation, his or her initials appear next to the mouse pointer. Only one person, however, can make changes to the presentation at any given time. Only the presenter can open the Chat and Whiteboard features. Once these features are open, all participants can freely add to them, regardless of who has control of the presentation. Chat entries can be designated to be seen by all or by a specified participant only. In order to schedule a NetMeeting, Microsoft NetMeeting version 2.1 or later must be installed on your computer. By default, NetMeeting 2.11 is installed with Internet Explorer 5. Participants invited to an impromptu online meeting must have NetMeeting already running in order to receive a meeting call. NetMeeting can be opened by selecting the Start button on the taskbar, pointing to Programs, pointing to Accessories, pointing to Communications, and selecting NetMeeting. The first time you open NetMeeting, the NetMeeting dialog box opens, prompting you to enter your personal information and server name. You must enter your first name, last name, and address before you can continue. In addition, you must have Microsoft Outlook installed and correctly configured for NetMeeting. Page 16 WWP Training Limited

159 PowerPoint 2002 Level 2 Procedures 1. Open the presentation you want to schedule for collaboration. 2. Select the Tools menu. 3. Point to the Online Collaboration command. 4. Select the Schedule Meeting command. 5. Enter the meeting attendees in the To box. 6. Type the desired text in the Subject box. 7. Select the This is an online meeting using list. 8. Select Microsoft NetMeeting. 9. Select the Directory Server list. 10. Select the desired server. 11. Select the Automatically start NetMeeting with Reminder option, if desired. 12. Select the desired meeting starting and ending dates and times. 13. Select additional options, as desired. 14. Select Send. SCHEDULING A BROADCAST Discussion You can use Microsoft Windows Media to broadcast a presentation to one or more remote participants. Participants do not have to have PowerPoint on their computers, since they view the broadcast in their browser. You can broadcast over a network or the Internet. If the intended audience numbers less than 10 computers, the presentation will run directly on your network. If more than 10 computers will be viewing the broadcast, you must use a Windows Media server or a third party Windows Media service provider. When you schedule a broadcast, you indicate a folder where Windows Media should place the broadcast-formatted presentation. This folder should be one that is shared by all participants and preferably located on a network server capable of handling filenames greater than eight characters; broadcast participants will then access this location. Right before the broadcast begins, the presentation is formatted for the broadcast and saved in the specified location. Therefore, the presentation does not have to be finished at the time you schedule the broadcast. If Microsoft Outlook is your application, the broadcast is automatically scheduled as an online meeting using Windows Media. When scheduling the broadcast, WWP Training Limited Page 17

160 PowerPoint 2002 Level 2 you can list the people invited to the broadcast, the date and time of the broadcast, and the address of the broadcast event (path to folder on the network server), as well as send a reminder that allows users to automatically start Windows Media. Messages sent to the meeting attendees indicate the date, time, and shared location of the presentation. If you use an application other than Outlook to send meeting invitations, you should include the address (URL) of the shared broadcast. When you schedule a broadcast, a lobby page is created; this is the first page the participants see when the broadcast begins. The lobby page displays the title of the presentation, the presentation speaker, the address of the contact to whom the attendees can send their comments, and a description of the presentation. Scheduling a broadcast The first time you use Windows Media, you may be prompted to install it. You can modify the settings of a broadcast after it has been scheduled by selecting the Slide Show menu, pointing to the Online Broadcast command, and then selecting the Reschedule a Live Broadcast command. Select Settings to change the information on the lobby page or Reschedule to reschedule or delete a broadcast. If you choose to send a reminder to your attendees, you can designate when you want the reminder to appear. Attendees will then receive a reminder message at the designated time. Page 18 WWP Training Limited

161 PowerPoint 2002 Level 2 Procedures 1. Open the presentation you want to broadcast. 2. Select the Slide Show menu. 3. Point to the Online Broadcast command. 4. Select the Schedule a Live Broadcast command. 5. Type the desired title for the presentation, if desired. 6. Select the Description box. 7. Type the desired description. 8. Select the Speaker box. 9. Enter the name of the presenter in the Speaker box, if necessary. 10. Enter additional information as desired. 11. Select Settings. 12. Select the Presenter page. 13. Select the desired audio, video, and recording options. 14. Select the Slide show mode list. 15. Select the desired option. 16. To display speaker notes with the presentation, select the Display speaker notes with the presentation option. 17. Select the text in the Save broadcast files in box. 18. Type the shared folder file location. 19. Select the Advanced page. 20. Select the desired option under Windows Media Server. 21. Select OK. 22. Select Schedule. 23. Enter the desired participants in the To box. 24. Select the This is an online meeting using Windows Media Services option, if necessary. 25. Select the broadcast starting and ending dates and times. 26. Select the Reminder option, if desired. 27. Select Send. 28. Select OK. WWP Training Limited Page 19

162 PowerPoint 2002 Level 2 STARTING A BROADCAST Discussion You should prepare for your broadcast prior to its scheduled time by starting PowerPoint and launching the live broadcast. When you begin the broadcast, the presentation is saved to the designated shared folder, and a microphone and camera check is performed (if these devices have been selected for the broadcast). After the presentation is formatted and all devices are checked, you can officially start the broadcast for the audience whenever you are ready. While you are preparing to broadcast, the audience can log on to the broadcast. If the participants receive a reminder that automatically starts Windows Media, they can log on to the broadcast from the Reminder dialog box. Otherwise, they can open the message containing the broadcast location and click the URL to log on to the broadcast. Participants view the presentation in their browsers. Audience members see the lobby page until you begin the broadcast. When you begin the broadcast, the slide show starts on your computer and on the computers of all the participants. As you change slides on your computer, the slides change on the participants computers. Depending upon the network, there may be a slight delay between your action and when the result appears on the participants computers. While the presentation is being broadcasted, participants can review past slides in the browser. This feature opens another instance of the browser with a navigation panel for each slide. Participants can view the desired slides at their own pace. At the end of the broadcast, after the slide show has ended, the presenter can either rebroadcast the presentation or end the broadcast altogether. When the presenter ends the broadcast, the presentation appears in PowerPoint. Starting a broadcast Page 20 WWP Training Limited